Export Access reports to Word documents

Applies to
Microsoft Access 2000

You are part of a collaborative document creation effort and you own the Word document, but your colleague owns the Access database report. Or you're writing a document with Word 2000, but part of the information is a report created with Access 2000. To save time and effort, instead of manually re-entering information, just export your Access report to Word.

Export Your Access Report

From Access, you can export a report to Word and retain most of the formatting. Nearly all of the information in a report comes from an underlying table or query, so you are not losing data by choosing to export a report. One difference between a table or query and a report is that a report's function is to present data in a printed format rather than just store it. Because you have control over the size and appearance of a report, you can display the information the way you want to see it - grouped by category, with descriptive text, and so forth. In other words, you can craft the presentation of your report to fit your audience.

What Will the Exported Report Look Like?

You may lose watermarks and gridlines when you export a report, but the information will be presented neatly and effectively with the data organized to fit the page of your Word document. Tabs are used as the separator characters in place of column boundaries, and rows are separated with paragraph marks. Unless the margins of your Word document are very large, you will not need to change margins, resize, or reformat - but if you want to, you can.

How Do I Export a Report?

  1. In Access, open a database, then open the report that you want to export.
  2. On the File menu, click Export.
  3. In the Save as type box, select Rich Text Format (*.rtf) to create a document that preserves the data's original formatting.
  4. In the File name box, specify a file name for the new document.
  5. To export the database report to a Word document, click Save.
  6. To place this report from the newly created Word document in your existing Word document, do one of the following:
    • Use the Copy and Paste commands.
    • On the Insert menu, click File and select the name of the file that you want to insert.

Can I Import a Report?

From Word, you cannot import an Access report, but you can import all or part of an Access table or query by using the Insert Database button on the Database toolbar and following the prompts. (To get to the Database toolbar, on the View menu, point to Toolbars, and then click Toolbars.) A table is a collection of data about a specific topic, such as products or suppliers, whereas a query is used to view, change, and analyze data in different ways. Because both are tabular in nature, their data is inserted into Word as tables. If the tables do not fit your document page, however, they cannot easily be resized or reformatted.

More Information

For more information on Access topics, type exporting reports, what is a table? or what is a query? in the Office Assistant or on the Answer Wizard tab in the Access 2000 Help window. For more information on Word topics, type importing reports in the Office Assistant or on the Answer Wizard tab in the Word 2000 Help window, and then click Search.