Export Access data to a Word document

To export data from a Microsoft Access 2010 database to a Microsoft Word 2010 document, use the Export Wizard in Access 2010. This article discusses the export operation, explains how to use the Export Wizard, and shows you how you can reuse an export setting by saving it.

In this article

Overview

Export Access data to Word

How Access values appear when exported to Word

Overview

What happens to the data you export

When you use the Access Export Wizard to export the data from an Access database to a Word 2010 document, Access creates a copy of the data in a Microsoft Word Rich Text Format file (*.rtf). However, the export process only copies visible fields and records from the Access tables, queries, and forms, and then displays them in a table in the Word document. If you have any hidden fields or records through applied filters, the Export Wizard does not export that data. When you export a report, both the data and its layout are copied to closely resemble the original report format.

Note: You cannot save an Access database or table as a Word document by using the Save As command in Access.

What kind of data can be exported

You can export data from an Access table, query, form, or report. You can also export select records in a view. When you export a form or datasheet that contains subforms or subdatasheets, only the main form or datasheet is exported. You have to repeat the export operation for each subform and subdatasheet that you want to view in Word. Conversely, when you export a report, subforms and subreports that are included in the report are exported, together with the main report. You cannot export macros and modules.

Export data to an existing Word document

When you first export the Access data by using the Export Wizard, the data is exported to a new Word document. To move the data into another existing Word document, you must select and copy the data, and then paste it into your existing Word document.

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Export Access data to Word

  1. Open the source database.

  2. In the Navigation Pane, select the object that contains the data you want to export.

    You can export a table, query, form, or report.

  3. Review the source data to ensure that it does not contain error indicators (green triangles) or error values, such as #Num.

    Important: Any unresolved value error in the data source, is replaced with a null value in the Word document.

  4. If you want to export only some of the data from an object, select just the records you want to export.

  5. On the External Data tab, in the Export group, click More, and then click Word.

    Note: The Export commands are available only when a database is open and an object is selected.

  6. In the Export Wizard, specify the name of the destination file.

  7. 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.

  8. If you selected the records that you want to export before you started the export operation, you can select the Export only the selected records check box. However, if you want to export all the records in the view, leave the check box cleared.

    Note: This check box appears unavailable (dimmed) if no records are selected.

  9. Click OK.

  10. If the destination document exists, you are prompted to click Yes to overwrite the file. Click No to change the name of the destination file, and then click OK again.

Access exports the data and opens the destination document in Word, depending on the export options that you specified in the wizard. Access also displays the status of the operation on the final page of the wizard. Go to the next steps if you want to save your import settings for reuse later.

Save and use the export settings with Outlook

Note: You must have Microsoft Outlook 2010 installed to create a task for recurring export settings.

It can be useful to create a task in Outlook 2010 if you want to run the export operation at regular or recurring intervals. However, if you do not create a task, Access still saves the specification.

  1. On the last page of the Export Wizard, select the Save export steps check box.

    A set of additional controls appears.

  2. In the Save as box, keep the name provided for the export specification or change it as required.

  3. Optionally, type a description in the Description box.

  4. To run the export operation at fixed intervals (such as weekly or monthly), select the Create Outlook Task check box. Doing so creates an Outlook task that lets you run the export in the future.

  5. Click Save Export.

If Outlook is not installed, Access displays an error message when you click Save Export.

Note: If Outlook is not configured properly, the Microsoft Outlook 2010 Startup wizard starts. Follow the instructions in the wizard to configure Outlook.

Create an Outlook task

To create an Outlook task, choose the Export-name - Task dialog box in Outlook.

  1. Review and modify the task settings, such as the Start date, Due date and Reminder.

    To make the export task a recurring event, click Recurrence.

  2. Click Save and Close.

Run a saved task

  1. In the Outlook Navigation Pane, click Tasks, and then double-click the task that you want to run.

  2. On the Task tab, in the Microsoft Access group, click Run Export.

  3. In the Export data from Microsoft Access dialog box, click OK.

  4. Close the Export task dialog box.

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How Access values appear when exported to Word

If an export operation did not work as you expected, the following table can help you determine how Access exports various values to Word.

Access Item

Export results in Word

Field names

Field names for data exported from tables, forms, and queries appear in the first row of the table in the Word document. When you export a report, placement of the field names in the Word document varies with the report layout.

Multivalued fields

A field that supports multiple values is exported to a single column in Word. The values are separated by commas (,).

Pictures, objects, and attachments

Graphical elements — logos, data in OLE object fields, and attachments that are part of the source data  — are not exported.

Graphs

Microsoft Graph objects are not exported.

Expressions

Expressions are not exported, only the results of the expressions are exported.

Subforms and subdatasheets

Only the main form or datasheet is exported, not the subforms or subdatasheets. You must export each subform and subdatasheet separately. Except when you export a report, both the data and its layout are copied to closely resemble the format of the Access report.

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