How to Export Data from Microsoft Access to a Spreadsheet in Microsoft Excel

Is it possible to export data from Access to Excel? Without a doubt, yes! However, the question of how and when to do it arises. As a result, this blog goes into great detail about exporting data items from MS Access to an Excel worksheet. This blog has attempted to provide an appropriate answer to the questions of how, why, and when to export data items from an MS Access database into an MS Office Excel spreadsheet.

Data Transfer from Access Database to Excel Spreadsheet

Users can perform any of the following processes to transfer data from Access to Excel:

Copy and paste data from an MS Office Access database into an Excel worksheet.
Connect an MS Excel spreadsheet to a Microsoft Office Access database.
Export the contents of an Access database into an MS Excel worksheet.

The three methods described above are effective for transferring data from Access to an Excel sheet in the XLS or XLSX format. However, when the data exchange is of a temporary nature, the first option of copying and pasting data items is recognized as the best procedure. The second option is only useful when connecting to access the data from Access in Excel. The third method suggested is to export Access data items into an Excel spreadsheet. Certainly, when the data exchange is periodic, this is the best practice.

General Procedures for Exporting Access MDB File Contents to Excel

The following are some common scenarios that necessitate exporting data from an Access MDB file to an Excel XLS or XLSX file. When asked how to export data from Access to Excel 2010, 2007, or 2003, the alternative is to convert it to an XLSX Excel file.

Suppose a user’s manager prefers to view all reports in an Excel file rather than an Access database. Though the user copies the data into an Excel file, he or she now wants to save time by exporting it entirely in an automated manner. This is due to the fact that automatic export saves time.

Access Data Item Export to Excel Worksheet

The query, How do I create an Excel spreadsheet from an Access database? arises if the previous question, “Can you export data from Access to Excel?” is answered in the affirmative. Such inquiries are common among that learning Access. This question refers to how to export data from an MS Access database into an Excel spreadsheet, specifically, how to export content from an MDB file into either the XLS or XLSX format. Because Excel files are saved as either.xls or.xlsx files depending on the MS Office version being used, while Access databases are saved in.mdb file formats.

For Excel files created in Excel 2002 or earlier versions, XLS is the default file format. In contrast, Excel versions 2003, 2007, and later create Excel files in the.xlsx format.

Solution: Export Wizard is an integrated tool in MS Access that enables users to export objects from an Access database, such as queries, tables, forms, and/or selected records in a view, into an MS Excel spreadsheet. Access first creates a copy of the database object or the chosen data when data items are exported. The created copy is then saved in the Excel file.

Basics are acknowledged before exporting to Excel by the “Export Wizard”

The following are important considerations:
Even better, the export process can be programmed to run automatically at predetermined intervals and at the designated time.
The system has the ability to save the export operation’s specifics for later use.

Note: The two points mentioned above can be categorized under the wizard’s list of benefits.

Multiple-valued fields are exported as a list of values, with semicolons serving as separators.
When using this technique, the graphical components are not exported. For instance, the contents of OLE object fields, attachments, and logos that are a part of the source data
The spreadsheet must be manually updated with the graphical components. Graphical elements must be added after the export operation is finished.
The data that should have been in the next column takes the place of the “null values” in the output spreadsheet. Nevertheless, this only occurs occasionally.
It is not possible to export data from before January 1, 1900. In these circumstances, the corresponding cells in the resulting Excel file store null values.
The output Excel file only contains the calculations’ results. The values’ calculation formulas are not exported.
After manually completing the export operation, users must add the expressions.
In a column that represents a Yes/No field on a form, the value # may be visible. This typically occurs when exportation is initiated from the Navigation Pane or in Form view. Before starting the export process, the form must be opened in Datasheet view to fix this problem.
Exporting macros or modules is not possible. Only the main report, form, or datasheet is exported when a report, form, or datasheet contains subreports, subforms, or sub datasheets.
For each subreport, subform, and sub datasheet that needs to be exported, the exportation process must be repeated.
Only one database object may be exported at a time in a single export operation. However, after the export of all individual objects is finished, all the data from various spreadsheets can be combined into a single Excel file.

Note: The Export Wizard’s built-in drawbacks are listed under the category of disadvantages.

In order to export a database object

Guidelines to follow:

If only a portion of a query, form, or table in the source database is to be exported, the object must first be opened and the desired records must then be chosen.
The option Excel must then be selected on the tab External Data under the “Export group.”
You must select all of the options in the “Export-Excel Spreadsheet” dialogue box before clicking OK to finish the exportation process.

The Excel workbook’s name needs to be entered.
The correct file format must be chosen from the file format drop-down menu.
The option “export data with formatting and layout” should be selected if either a table or a query must be exported along with the formatted data if at all possible.
The box labeled “Open the destination file after the export operation is complete” needs to be checked if you want to view the Excel workbook after the export process is finished.
Users have the option to “Export only the selected records” if the source object is open and they have already selected one or more records in the view before the export process begins. However, the specific check box must be left unchecked in order to export every record that is visible in the view.

Note: If records are not selected, the checkbox labeled “Export only the selected records” is still inactive.

Access then displays a dialogue box where users can construct a specification utilizing some aspects of the export process. To save the comprehensive report of the export process for use in the future, select the “Yes” option.

Note: The benefit of saving the details is that it allows users to repeat the process at a later time without having to go through the wizard each time exportation is required.

A name for the export procedure needs to be entered in the “Save as” box, as seen in the image below. Then, if desired, a description can be added in the “Description box.” An alternative to creating an Outlook task is also available.
Users can use this option to be reminded to finish upcoming export operations.
Users must select the Saved Exports button under the “External Data” tab in order to run a saved import. In the figure below, this is shown.
The apt export action must then be selected in Manage Data Tasks, and the tab Run must then be clicked, as shown in the figure below.

One Method to Reverse the Negative Effects of “Export Wizard”

The tool that can best respond to the question of how to export data from Access to Excel 2010, 2007, or any earlier versions is Access to Excel Converter software. This is due to its ability to export MDB files into XLS and XLSX without sacrificing any data. It is able to resolve all errors caused by the manual export operation described above, using the Export Wizard. Additionally, it includes the following qualities:

Access tables are converted without data being lost.
even damaged Access databases can be recovered.
Excel is able to export both per database and per table.
does not place any limitations on the size of the file.

However, the PC on which the external utility is run must have MS Access installed in order for the requirement to be met.