Office 2013 Class #50: Export Data From Access To Excel, PDF or Text File

Welcome to Office 2013,
Class Video number 50. Hey, we’re still studying
Access, and in this video we want to see how to
export either tables or queries to Excel,
PDF, or a text file. Now, back in Video 47, we saw
how to structure the database and create tables. In 48, we created
a bunch of queries, 49 we created two reports. And in this video, we just
want to see how to export. Now, back in Video 47 when
we created our database, we saw how to import data
from Excel into Access. So here we’re going to start
off by doing the reverse. And this is a great feature
to have because a lot of time you have your data, and you
just want to email someone an Excel file so they can
sort, and filter, and pivot table, and do SUMIFs
however they would like, and they don’t know
how to use Access. So here’s how you do it. You select the table. If you double click it, you can
see there’s the whole table. But I’m simply
going to select it. In the Export group,
we select Excel. There’s the file path. That’s the correct file path. Excel Workbook. I’m going to say Export Data
with Formatting and Layout. Open the file after we
export it, click OK. You gotta be kidding. It’s that easy? You betcha. Look, it even called
the sheet Products and called the
file name Products, and it even has some
of the formatting. I’m going to click Close. You could save the steps. I’m not going to. Click Close. Now, a PDF is even easier
if you can believe it. I’m going to select this
query, click the PDF button. OK? This looks just like Save As. Notice it’s got the Inventory
Value name with the PDF. There’s the file extension. The file path up here is fine. Click Publish, and there’s
our Inventory Value as a PDF. Now, I’m not going
to save these either. Finally, sometimes you want
to send data to other systems. Luckily, we have a button that
sends it straight to Excel. But what if you wanted to
send this table of data to some other
database program that doesn’t have a
direct link up here? No problem. Almost all systems
that can handle data can import and
export text files. Now, if we look at
this table, notice there are fields
and records in rows. The way we export
as a text file is we use what’s called a delimiter,
and a delimiter just mean separate. How are we going to
tell the text document to go from Product ID field to
the Description to the On Hand? You have to have a delimiter. Now right here, it looks
like there’s a line. There’s actually a cell, right? But a delimiter in a text file
will be a comma, or a tab, or a space, or
something like that. So let’s close this. We’ll select our Products
table, click Text File. I don’t want to import
it with any formatting. That’s the correct file path. I’m going to click OK. And here it’s going to
ask us about delimited. Now remember, this class is a
prerequisite for Business 214, Spreadsheet Construction class. It’s an advanced Excel class. And actually that class
will be called 217. But we’ll talk a lot
about delimiters, which separates the
different fields for any one given record. But look at here. We have the ID comma Description
comma On Hand Units comma. So the delimiter,
that just means what separates the fields,
is a comma, so delimiter. I’m going to click Next. We could select Tab, or
Semicolon, or Comma, or Space. We’re going to do Comma. Include, I definitely want
to include field names in the first row. Click Next. That’s the location. Notice the .txt, and
then click Finish. Not going to save
it, click Close. And I’m going to
close the Access file. And back here, we can see we
have Products Excel– double click and open it up, and there
it is– the Products text. Usually a text file
like this is not intended to be consumed
as this text file. It is simply an
intermediate step before we import it
into a different system. And then, finally, we have
our PDF for Inventory Value. So we saw in this
video how to export to Excel, text file, and PDF. All right. That’s it for Access. Our final video we’ll
have is about mail merge for Business 216
Computer Applications class. All right. We’ll see you next video.

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