Microsoft Office Tutorials and References
In Depth Information
Sending a Report to Another Application
If you don’t use Outlook, you see an error message telling you to set up
Outlook to use this feature.
Exporting your report in other formats
Access can export to a few other formats when you click certain buttons
in the Export group on the External Data tab of the Ribbon. Here are some
of them:
Text file (click the Text File button): You can choose to preserve
formatting, which tells Access to add spaces to approximate the layout of
the report. Then Access runs the Export Text Wizard, which helps you
create a text file containing one line per record.
XML file (click the XML File button): XML (Extensible Markup
Language) is a standard data transfer format. It doesn’t include any
formatting — only data.
HTML file (click the More button and choose HTML Document): You
can save your report as a web page. Not all formatting is preserved, but
the results usually are pretty good.
See Book IX, Chapter 3 for details on using SharePoint to put your whole
database on the web.
Automating your exports
If you plan to export any report regularly and want Access to remember
the directory and filename you specified, you can create a data task for the
export. Select the Save Export Steps check box when you see the second
Export – Whatever dialog box mentioned in Step 4 of “Exporting your report
to Microsoft Excel,” earlier in this chapter, regarding export to an Excel
spreadsheet. The dialog box expands to ask some additional questions, as
shown in Figure 2-15.
Type a name for the export in the Save As box and, if you feel like it, a
description in the Description box. If you use Outlook as your e-mail
program and want to make a task in Outlook, you can select the Create Outlook
Task check box. When you click Save Export, Access creates a data task with
the name you specified.
To run the export again, click the Saved Exports button in the Exports group
on the External Data tab of the Ribbon. Select the data task, and click the
Run button (see Figure 2-16).
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