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About this lesson
Explore the different ways you can export tables, forms and reports.
Exercise files
Download this lesson’s related exercise files.
14.01 exporting-an-access-database - Exercise.docx42.9 KB 14.01 exporting-an-access-database - Exercise solution.docx
97.1 KB TechGurusTicketing33.accdb
2.7 MB TechGurusTicketing33 - Complete.accdb
2.7 MB
Quick reference
Exporting an Access Database
Export a table, report, or form out of Access to a different file format.
When to use
Export Access objects when you need them in a different file format such as a PDF for emailing or an Excel spreadsheet for analyzing.
Instructions
Let's export 'tblTicket' to an Excel spreadsheet.
- Open ‘tblTicket.
- From the External Data tab, in the Export group, click Excel.
- Browse to the folder where you want to save the Excel file.
- Select the file format .xlsx.
- Select Export data with formatting and layout.
- Click OK.
- 00:04 It's now time for us to move on to the final section of this course where
- 00:08 we're going to explore in more detail Access Options.
- 00:12 And the first thing we're going to look at in this lesson is how we can export our
- 00:17 databases.
- 00:18 Now currently I've got the Ticket Detail Report loaded up in the window.
- 00:24 And if we jump to the External Data tab, notice we have an export group.
- 00:29 And we can choose to export any of our reports or
- 00:32 tables out to different file formats and then share them with others.
- 00:37 So if I wanted to, I could take this report and I could export it to Excel.
- 00:42 Now notice it's picked up a default font location to save this XLS file and it's
- 00:48 also given it the same name as my report just with the dot XLS file extension.
- 00:53 Of course if you want to save it in an entirely different folder other than your
- 00:57 default folder, you can browse to that folder.
- 01:00 Now notice the file format here, Excel 97 to 2003, and
- 01:05 that is a pretty old file format.
- 01:07 But notice that the only other option I have, is an even older file format.
- 01:12 So it's going to have to be this one just here.
- 01:15 I think it does specify my export options I only have one choice and
- 01:19 that is to open the destination file after the export is complete.
- 01:23 Let's click on OK, notice that now I have that information exported out into Excel.
- 01:30 And because I'm using a much newer version of Excel, it's in compatibility mode.
- 01:35 So what I'll probably do here is go in and
- 01:38 resave this as a more up to date version of Excel.
- 01:42 Simply by going to File Save As and selecting the dot XLSX format.
- 01:47 Now notice that these are a light gray color because of the formatting that we
- 01:51 have applied in the access report.
- 01:53 So that is one method that we can use to export data out.
- 01:57 Now another thing we can do is export it out to a text file or
- 02:02 maybe even to a PDF or XPS.
- 02:04 PDFs are always really popular because it prevents people from making any changes.
- 02:08 So for example, if I wanted to export the list of
- 02:13 let's say we wanted to export the Table Ticket table.
- 02:17 Let's double-click to open this up.
- 02:20 Let's click on PDF or XPS, I can then choose where I want to save this and
- 02:25 I'm going to leave the name as table ticket PDF, and click on Publish.
- 02:31 And there we go, you can see exactly what that looks like.
- 02:34 What about if I wanted to email this table to someone?
- 02:38 Well, we have an email button just here as well.
- 02:41 And I can choose the format that I want to send this attachment as.
- 02:45 So it might be that I want to send it as an Excel workbook or
- 02:50 a PDF, or a text file.
- 02:52 So it looks like we have a more up to date version just here, so
- 02:56 let's select dot XLSX, click on OK.
- 02:58 And it's going to open up an Outlook email, it's going to attach Table Ticket
- 03:03 as an Excel file, and I can then just address this email and send it out.
- 03:08 And notice we have all of these other options,
- 03:11 we can export to another Access database or to a word merge.
- 03:15 And if we click the More drop down, we can even export it to a SharePoint list or
- 03:20 maybe an ODBC database.
- 03:21 So lots of different options when it comes to exporting
- 03:25 the different parts of your Access Database.
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