Office 2010 - Access

Lesson 70: Exporting as PDF, HTML or XML

70/76 Lessons 

As data source for “Mail Merge” in Word

When you want to export data from an “Access” table with the “Mail Merge” option in “Word”, select the table in “Access” (1) and then click the “Word Merge ” (2)button in the “Ribbon” in the “External Data” (3)tab. This opens the “Microsoft Word Mail Merge” Wizard.

In the first screen of the wizard, we make the choice whether we want to link the data to an existing “Word” document or create a new document and then link the data to it.
If you choose the first, then in the next Wizard window, select the document to which you want to link the “Access” data.
If you choose the second, then it opens a blank “Word” document.

In this example, I opt for the second, but that does not make it much different. In both cases, it opens the “Word” application and automatically starts the “Mail Merge Wizard” (1). I’m not going to explain Mail Merge Wizard, but you can look it up in the “Word” 2010 course.

Click the “Next” button (2) to navigate to step 2 .

Click the “Next” button again to navigate to step 3 of the wizard .

In step three of the Wizard, click the “Insert Merge Fields” button. This shows you all the fields from your “Access” table.

Click the fields you want to add to your “Word” document, one by one.

Don’t forget to press the spacebar on your keyboard to click when you need to insert on two fields on a line.

Don’t forget to press the Enter key on your keyboard when you want to place the next field on the next line .

Click the “Preview Results” button to view the first record from the database.


To a PDF file

You export table as a PDF file is also just as easy. Select the table, or whatever object you want to export and click the “PDF or XPS” button. XPS is the alternative of Microsoft for a PDF file. In the next window, choose a location where you want to save the pdf file and click the “Publish” button.

For your information:

When you export a table to a PDF file, there is no check on selected columns or rows, so it is wise that you make another type of object for this.


To HTML or XML file

And exporting your table or any other object to HTML or XML file is also easy. We use both of these file types to transfer data on the internet.

As an example I choose the HTML document. First select the table or any other object type you want to place on the internet, click the “More” button in the “Ribbon” and select HTML document in the drop-down menu. In the “Export – HTML Document” you have the same options you had in exporting to an “Excel” file, so I will not explain further. When you click on the “OK” button, a second dialog box appers, where you can select a “template” for your HTML document.

Those who wish to know more about HTML templates, can read the “Dreamweaver” course on this site.


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