Exporting an Access Database

Quick reference

• 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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