Microsoft Office Tutorials and References
In Depth Information
Access Integration Feature Sharing Data Among Applications
3 If necessary, click the Save button and then click the OK button to export the data.
4 Because you will not save the export steps, click the Close button to close the Export - RTF
File dialog box.
T O E XPORT D ATA TO A T EXT F ILE
When exporting data to a text ﬁ le, you can choose to export the data with formatting
and layout. This option preserves much of the formatting and layout in tables, queries, forms,
and reports. For forms and reports, this is the only option.
If you do not need to preserve the formatting, you can choose either delimited or
ﬁ xed-width as the format for the exported ﬁ le. The most common option, especially if
formatting is not an issue, is delimited. You can choose the delimiter and also whether to
include ﬁ eld names on the ﬁ rst row. In many cases, delimiting with a comma and
including the ﬁ eld names is a good choice.
To export data from a table or query to a comma delimited ﬁ le in which the ﬁ rst
row contains the column headings, you would use the following steps.
1. With the object to be exported selected in the Navigation pane and the External Data
tab appearing on the Ribbon, click the Text File button in the Export group on the
External Data tab to display the Export - Text File dialog box.
2. Select the name and location for the ﬁ le to be created.
3. If you need to preserve formatting and layout, be sure the ‘Export data with formatting
and layout’ check box is checked. If you do not need to preserve formatting and layout,
make sure the check box is not checked. Once you have made your selection, click the
OK button in the Export - Text File dialog box.
4. To create a delimited ﬁ le, be sure the Delimited option button is selected. To create
a ﬁ xed-width ﬁ le, be sure the Fixed Width option button is selected. Once you have
made your selection, click the Next button.
5a. If you are exporting to a delimited ﬁ le, choose the delimiter that you want to separate
your ﬁ elds, such as a comma. Decide whether to include ﬁ eld names on the ﬁ rst row
and, if so, click the Include Field Names on First Row check box. If you want to select
a text qualiﬁ er, select it in the Text Qualiﬁ er list. When you have made your selections,
click the Next button.
5b. If you are exporting to a ﬁ xed-width ﬁ le, review the position of the vertical lines that
separate your ﬁ elds. If any lines are not positioned correctly, follow the directions on
the screen to reposition them. When you have ﬁ nished, click the Next button.
To view a ﬁ le in XPS
format, you need a
viewer. You or the
recipient of your ﬁ le can
download a free viewer
from the Downloads
section of Microsoft
Ofﬁ ce Online.
To view a PDF ﬁ le,
you must have a PDF
reader installed on your
computer. One such
reader is the Acrobat
Reader, available for free
from Adobe Systems.
Click the Finish button to export the data.
Save the export steps if you wish, or simply click the Close button in the Export - Text
File dialog box to close the dialog box without saving the export steps.