One of the advantages offered by this program Microsoft Word, is that it will allow you submit your Access reports through different platforms without the need to resort to third party software for it. Nowadays your databases can be converted to be read in programs like Excel, PDF, migrate data to Database & SharePoint or just open them in a Word document.
Without a doubt, all this offers you a great number of benefits, especially since not all users have Microsoft Access on their computers, for what can save your databases in a more recognized program format it will always be very important. Especially since this will offer you new alternatives to access your data.
That is why this procedure of export information from a database to a Microsoft Word document it has become so important to most of the people. Therefore, here we are going to teach you how to perform this procedure in an easy and fast wayTo do this, follow in detail everything that we will teach you next in the post.
What should I keep in mind before exporting Access data to Microsoft Word?
Luckily for most users each of your Access databases may be easily exported to Microsoft Word, in this case you can export both a query, report, form, or table. All this process is carried out through the export wizard where file output as RTF, in this case Access is responsible for creating a copy of the object data in a text format file to be read in Word.
Therefore, when exporting data from Access to Word, the following aspects must be taken into account:
The operation must always be started from Access
At the moment of wanting export your database data to Word, you must do it directly from Access, this is because Microsoft Word does not have any option that allows import data from a database, it is not possible either save an Access database as a word document using the command “Save as”.
Take into account which objects can be exported
In this case the user has the opportunity to export both tables, queries, forms or reportsas well as all the selected records in a view. What can not export are macros or modules.
If you decide exporting a form that contains subforms will only be exporting the main form, This means that in order to extract the subforms to Word the process must be repeated for each of them. Now if what is being exported is a report, then subforms and subreports that are included in said reports will also be export together with the main report. In this case it will not be necessary to repeat the process.
In this case the export wizard: RTF file always allows export formatted data, in this way both the fields as the records I know in a The object or view is exported along with the display format settings. In addition, both the columns as the records that are found hidden will not be exported.
Merge with another existing document
When an Access database is exported to Word, the data will always be extract to a new Word file, but it may happen that you want the data that they are going to export are inserted into an existing Word document, either to complete some report or document.
In order to achieve this result it is necessary first extract the entire database to a new Word document, once the information is already there, now what you should do is copy all data what do you need and copy them into the existing document. Finally, as an alternative to all this, you can try to copy the rows directly from a Access table, report, form, or query and then paste them on the existing document where you need the information to be.
Learn step by step how to export items and information from an Access database to Word
Carrying out this process should not mean no complication for the user, since it is very simple and easy to do.
To do this, you need to follow these steps:
- The first thing you should do is prepare source data for export, at this point it is necessary that make sure the data does not have any errors and you must also decide if they are going to export all or only some of the data from the source table.
- The following will be run the export wizard: RTF file.
- Finally, and optionally you can save settings as an export specification for later use.
Taking into account the steps to be carried out, now we are going to show you how to execute each of them:
To start with this procedure the first thing will be prepare the export process from Access.
To do this, follow each of these steps:
- The first thing will be to open the source Access database.
- Now in the navigation panel you must select the object that contains the data that you want to export. Keep in mind that you can export either a table, form, query and report.
- Then they must review the source data and verify that all is correct, as this will ensure that the export of them is correctly. In the event that there is an error like #Num, you should make sure all have been resolved before extract them to Word. Keep in mind that yes your database is exported with an error or more these will appear with a null value in the new document.
- If he word document where are they going to extract data already exists and it is open, it is important that you close it to continue. Here the wizard will ask you before overwrite document.
- Finally, in the database you must specify if you only want extract a part of the form, query or table, if so, you must open the object and select only the records you want to send to the new document.
Once all of the above is done, the next thing will be to start the export process.
To do this, follow these steps:
- Now from the tab “External data” in the section “To export” you must click on the option “Word”.
- The export wizard will open here “Export: RTF file”.
- In the export wizard you must specify the name of the destination file.
- Keep in mind that this assistant will always export formatted data, This means that in order to see the word document when the data extraction procedure is completed you must check the box “Open the destination file at the end of the export operation.”
- If before starting this procedure you selected the records you want to export, then you must activate the checkbox “Export only selected records” this in case you do not want to extract all the information from the table, report or query.
- The next thing will be to click on “To accept”.
- If the destination document exists, then you must click “Yes” so that you can overwrite the file, and if not, then simply select “No” for rename the target file and then click “To accept”.
- After all this, Access exports the data in its entirety and automatically open the word document, this will depend on the functions that have been activated previously. The user can also view the operation status on the wizard page.
How does Access data look in a Word document? Understand the export result
Once all the necessary information to Word, it is very important to be able understand the result that has been obtained there. Being able to understand this will help you determine the cause of a possible error that occurred there.
Therefore, here are the main elements that you must understand in the result of the data export:
Name of the elements
When a query, report, form or table is exported, the field names are placed in the first row of the table in the new Word document. When export a report the location from field names in Word they will vary depending on the design of the report.
In the case of Access allows you to have different values in the same field, therefore, these fields are exported in a single column in Word, and the values will be found separated by commas (,).
Pictures, objects, and attachments
In the case of graphic elements such as logos, attachments, data from OLE object fields, and images that are part of the source data they will not be exported to Word.
In the case of Microsoft Graph they are not exported.
Expressions are not going to export to word document, in this case only will export the results of the expressions.
Subforms and Subdatasheets
When export a form or datasheet, only the main one will be exported, that is, subforms and child sheets do not. In order to get exporting them necessary repeat the process of export for each of them.
If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will also be of great help to more members of the community. Thank you! 😉