-
In the Navigation pane,
under Tables, click Suppliers.
We are going to export the entire table, so there is no
need to open it first.
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On the External Data
tab, in the Export group, click the Access button.
The Export – Access Database wizard starts.
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On the wizard’s first page, click Browse.
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In the File Save dialog
box, navigate to your practice file folder, click
Exported, and then click
Save.
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In the Export – Access
Database wizard, click OK.
The Export dialog box opens.
-
With Suppliers
displayed in the Export Suppliers
to box and Definition and
Data selected in the Export
Tables area, click OK.
Access exports the selected table.
-
On the Save Export
Steps page, click Close.
-
In Windows Explorer, navigate to your practice file folder and
double-click Exported.
Tip
You can open only one database at a time in a
single instance of Access. If you open a second database
without first closing the one you are working in, Access
prompts you to save recent changes and then closes the first
database before opening the second. To open two databases at
the same time, start a second instance of Access from the
Start menu, and then open the second database from the
Backstage view. You can also double-click the database file in
Windows Explorer.
The Exported database opens in a separate instance of
Access 2010.
-
In the Navigation pane,
under Tables, double-click
Suppliers. Then verify that
the table exported correctly, and close this instance of
Access.
Now suppose you need to provide the information in the
Suppliers table to someone who doesn’t have access to the
database. Let’s export the same table as an Excel
workbook.
-
In the GardenCompany10
database, open the Suppliers
table in Datasheet view. Then on the External Data tab, in the Export group, click the Excel button.
The Export – Excel Spreadsheet wizard starts.
-
On the wizard’s first page, click the Browse button. Then in the File Save dialog box, navigate to the practice file
folder, and click Save.
The File Name setting reflects your specifications.
Tip
You can change the name and format in the File
Save dialog box, or you can edit the name and select a
different format in the wizard.
-
Select the Export data with
formatting and layout check box and the Open the destination file after the export
operation is complete check box. Then click OK.
Access exports the table to an Excel workbook. Excel
starts and opens the workbook.
Troubleshooting
The appearance of buttons and groups on the ribbon
changes depending on the width of the program window.
-
Close the Excel workbook, and then on the Save Export Steps page of the Export – Excel Spreadsheet wizard,
click Close.
Suppose you want to make the data in the Suppliers table
available in Outlook. You can’t export directly to Outlook, but
you can export the data from Access to a text file and then
import it into Outlook. Let’s export the text file now.
-
With the Suppliers
table open in Datasheet view, on the External Data tab, in the Export group, click the Text File button.
The Export – Text File wizard starts.
-
With the path to your practice file folder
displayed in the File name
box, change the default file name from Suppliers.txt to Suppliers_fixed.txt.
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Select the Export data with
formatting and layout check box and the Open the destination file after the export
operation is complete check box. Then click OK.
The Encode ‘Suppliers’ As dialog box opens.
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With the Windows option
selected, click OK.
Access exports the table as a formatted text file. Your
default text editor starts and opens the Suppliers_fixed text
file.
-
Close the text file, and then close the wizard
without saving the export steps.
-
Repeat steps 14 through 18 to export the table again, but
this time change the name to Suppliers_delim.txt, and don’t select
the Export data with formatting and
layout and Open the
destination file after the export operation is
complete check boxes.
The Export Text wizard starts.
Tip
You can experiment with different wizard options, moving
as far as the last page before backing up and trying a
different approach. At any point, you can click Finish to
accept the default settings for all the wizard’s remaining
options.
-
Switch between the Delimited and Fixed Width options, noticing the
difference in the data in the Sample
export format box.
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With Delimited
selected, click Next.
The options on the wizard’s next page vary depending on
whether you are exporting a delimited or fixed-width
file.
-
Leave Comma selected,
select the Include Field Names on First
Row check box, and click Finish.
Access exports the table as an unformatted text
file.
-
Close the wizard without saving the export steps.
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Start Windows Explorer, navigate to your practice file folder, and
double-click Suppliers_delim.
The exported text file opens in your default text
editor.
