Microsoft Access is the powerful relational database application that ships with professional and enterprise versions of Microsoft Office. Countless businesses around the world use Access databases to power internal inventory, accounting and other productivity-centric applications. On its own, Access is capable of performing many of the calculations you might expect from a Microsoft Excel spreadsheet application. Using its powerful reporting features, Access can also create dynamic, data-driven reports based on a virtually unlimited number of criteria or variables. While Access reports are excellent tools for in-house business decisions, outside accountants or auditors might not have Access and be able to view reports generated from the program. Virtually all accountants, CPAs and auditors do have Excel (or an Excel-compatible application) installed on their computers, though, so if you want provide a non-Access user with a viewable and editable version of a report created in the database program, you must export its data to an Excel spreadsheet.
1.
Launch Microsoft Access on your computer. Click the “File” tab and then click “Open.” Open the Access database that contains the report you want to export to Excel.
2.
Click the “Navigation Pane” on the left side of the main database window. Scroll down to the “Reports” section at the bottom of the All Access Objects pane.
3.
Double-click the name of the report you want to export to Excel. Access runs the report and displays it to the right of the All Access Objects pane.
4.
Click the “External Data” tab on the ribbon bar. Click the “Excel” icon under the Report Layout Tools header.
5.
Click the “Browse” button in the “Export – Excel Spreadsheet” window. Select the folder on your PC in which you want to save the Excel version of the report and then click “Save.”
6.
Click the drop-down arrow next to the “File Format” label. Click and select the version of Excel for which you want to format the exported file. The list contains two options: “Excel 97 – Excel 2003 Workbook” and “Microsoft Excel 5.0/95,” which is the default. In most cases, you should just leave the value set at the default.
7.
Leave the “Export data with formatting and layout” option enabled unless you want to export raw data without headers or layout formatting. Enable the “Open the destination file after the export operation is complete” option if you want the exported file to open immediately in Excel after the conversion process finishes. Otherwise, leave the box next to the option unchecked.
8.
Enable the “Export only the selected records” option if you are viewing a report that displays only certain records in the dataset. Otherwise, leave the option blank.
9.
Click the “OK” button. After a few seconds, the Save Export Steps window appears on the screen. Enable the “Save Export Steps” option if you want to use the same Excel export options in the future. Click the “Close” button to close the “Export – Excel Spreadsheet” window. If you enabled the “Open the destination file after the export operation is complete” option, Excel opens and displays the report in spreadsheet form. Otherwise, you must open the report in Excel using the “File | Open” option on the ribbon bar.
One of the prime attractions of Microsoft Office Suite is the ability to transfer and convert data for use in each of the different programs that comprise the overall package. Small business users who prefer the convenience of Excel tables when it comes to anything from sales data to customer records can easily convert reports generated by Access to Excel tables with an automated feature in Access.
1.
Open your Access database.
2.
Generate the report you need from your database by clicking its name in the lower left-hand column of your database under "Reports." The report appears on your screen.
3.
Click the "External Data" tab from the Access Ribbon along the top of the window and then click the Excel icon, which is the second from the left in the Export group of the External Data menu. Wait for the "Export - Excel Spreadsheet" dialog box to open.
4.
Click the "Browse" button at the end of the "File name: text" field in the dialog box. Wait for the File Save dialog box to appear.
5.
Select the drive and folder to which you want to save the Excel spreadsheet version of the report. Type the name under which you want to save the file in the "File name: text" field of the File Save dialog box and then click the "Save" button.
6.
Select the particular Excel format in which you want to save your spreadsheet using the File format pull-down menu in the Export - Excel Spreadsheet dialog box.
7.
Make sure the box next to "Export data with formatting and layout," which is usually the default option, is checked for the best results.
8.
Click the "Save" button at the bottom of the dialog box to return to the main box. Check the box to the left of "Open the destination file after the export operation is complete" if you want to work on your Excel file as soon as you export your data.
9.
Check the box to the left of "Export only the selected records" if you set up your report using only specified records. This box usually cannot be selected unless you have generated a particular custom report using only specific records from your database.
10.
Click the "OK" button at the bottom of the dialog box.
11.
Check the "Save export steps" box in the dialog box if you want to save your export steps for future use. Enter a name and description as you wish and click the "Save Export" button.
12.
Wait for your Excel spreadsheet to open in another window if you checked the pertinent box in Step 8. Open Excel and browse for the spreadsheet by name if you did not check the box.
13.
Work on your Excel spreadsheet as you would any other spreadsheet but pay attention to dialog boxes that will ask you whether you want to change data from your Access report.
How do I export filtered data from Access to Excel?
To export data to Excel from within Access:.Open the table, query, form or report you wish to export. ... .Click the External data tab in the Ribbon..In the Export group, click Excel..Can you export data from Access to the standard Word format?
Export the data In the Export - RTF File wizard, specify the name of the destination file. The wizard always exports formatted data. If you want to view the Word document after the export operation is complete, select the Open the destination file after the export operation is complete check box.How do I export an entire Access database?
Export a database object to another Access database.On the External Data tab, in the Export group, click Access. ... .Access opens the Export - Access Database dialog box..In the File name box on the Export - Access Database dialog box, specify the name of the destination database and then click OK..What does saving a file in rich text format do when exporting Access data to Word?
What does the rich-text format do for the file when used in exporting Access data to Word? It preserves formatting such as fonts and styles.