You can export an Access table, query, form, or report to Microsoft Word. When you export an object by using the Export - RTF File Wizard, Access creates a copy of the object's data in a Microsoft Word Rich Text Format file (*.rtf). For tables, queries, and forms, the visible fields and records appear as a table in the Word document. When you export a report, the wizard exports the report data and layout — it tries to make the Word document resemble the report as closely as possible.
Start the operation from Access To export data from Access to Word, you need to work in Access. There is no functionality in Word that can import data from an Access database. You also cannot save an Access database or table as a Word document by using theSave Ascommand in Access.
Objects you can export You can export a table, query, form, or report. You can also export only the records selected in a view. You cannot export macros and modules. When you export a form or datasheet that contains subforms or subdatasheets, only the main form or datasheet is exported. You need 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, along with the main report.
Outcome of the operation The Export - RTF File Wizard always exports formatted data. This means that only the fields and records that are visible in an object or view are exported along with the display format settings. Columns and records that are hidden, due to filter settings, are not exported. For a report, the layout of the report is also preserved when it is exported.
Merging with an existing document When you export from Access to a Word document, the data is always exported into a new Word file. If you want the data to be inserted into an existing Word document, you must first export it from Access into a new Word document, and then copy the data from the new Word document and paste it into the existing document. Alternatively, you can copy rows directly from an Access table, query, form, or report, and then paste them into your existing document.
Exporting Data to Excel
When you export data to Excel, Access creates a copy of the selected data, and then stores the copied data in a file that can be opened in Excel. If you copy data from Access to Excel frequently, you can save the details of an export operation for future use, and even schedule the export operation to run automatically at set intervals.
Common Scenarios for Exporting Data to Excel
Your department or workgroup uses both Access and Excel to work with data. You store the data in Access databases, but you use Excel to analyze the data and to distribute the results of your analysis. Your team currently exports data to Excel as and when they have to, but you want to make this process more efficient.
You are a long-time user of Access, but your manager prefers to work with data in Excel. At regular intervals, you do the work of copying the data into Excel, but you want to automate this process to save yourself time.
Export Data to Excel
Access does not include a “Save As” command for the Excel format. To copy data to Excel, you must use the Export feature described in this article, or you can copy Access data to the clipboard and then paste it into an Excel spreadsheet.
You can export a table, query, form, or report. You can also export selected records in a multiple-record view, such as a datasheet.
Microsoft Excel includes a command to import data from an Access database. You can use that command instead of the export command in Access; however, the Excel import command only allows you to import tables or queries. For more information, see the Excel Help articleConnect to (import) external dataLinks to an external site..
You cannot export macros or modules to Excel. When you export a form, report, or datasheet that contains subforms, subreports, or subdatasheets, only the main form, report, or datasheet is exported. You must repeat the export operation for each subform, subreport, and subdatasheet that you want to export to Excel.
You can only export one database object in a single export operation. However, you can merge multiple worksheets in Excel after you complete the individual export operations.