Ms Office Tune Up

To perform an export operation, follow these steps:

1. In the navigation pane, select the table you want to export.

   Unfortunately, you can’t export more than one table at once. However, you can export just a portion of a table. One way to do this partial export is to open the table, and then select the rows you want to export. (Once you start the export process, you see an option that lets you export just the selected rows.) You can also create a query that gets just the rows you want. You can export the query results by selecting the query in the navigation pane instead of the underlying table.

2. Click the button that corresponds to the type of file you want to export.

   When you choose a format, Access launches the Export wizard (Figure 10-8).

   
   Figure 10-8. The Export wizard varies depending on the export format you’re using. But the first step’s always to pick your file, and then set the export options shown here.

3. Enter the name of the file you want to create.

   Access creates this file during the export operation. In some cases, you may have a choice of file format. For example, if you’re exporting to Excel you can use the newer XML-based spreadsheet format (the .xlsx standard), or the older .xls standard that supports older versions, like Excel 97.

4. If you want to keep the formatting that’s in your database, then choose “Export data with formatting and layout”.

   If you’ve tailored the datasheet with fancy fonts and colors (as described in Section 3.1.1), Access preserves these details in the exported file. Obviously, this option doesn’t work for all formats. For example, simple text files can’t handle any formatting.

5. If you want to double-check your exported document, then choose “Open the destination file after the export operation is complete”.

   It’s always a good idea to make sure you got the data and the formatting you expect. If you use this option, then Access launches the exported file, opening it in the program that owns it (Excel for spreadsheets, Notepad for text files, and so on). Of course, this method works only if you have that application on your computer.

6. If you’ve selected only a few records in a table, then choose “Export only the selected records”.

   This way, Access exports the current selection, not the entire table or query.

7. Click OK to perform the export.

   Access may ask you for additional details, if it needs any more information about how to create the exported file.

   Once you’re finished this stage, Access asks you its final questionwhether or not you want to save your export steps.

Popularity: 10% [?]