Welcome to Office 2016 Video number 42.
In this video, we got to talk about Access 2016,
and how to export data to Excel, a PDF file, and a text file.
There's are three examples.
We're going to be using the export
group and the external data ribbon tab.
All right.
At our website, you download the finished file
after our last video, video number 41.
It's a zipped folder, so you have
to download it and unzip it.
Here's our Access database.
And the first thing we want to do
is we want to export the products table.
And if I double-click this, there's the table.
We created this table to store the raw data
with all of our data types and field properties.
So we get only useful data into our table.
Now, we want to export it to Excel.
So over here in the navigation pane,
I'm going to select products table,
then we go up to export in the external data ribbon tab.
And there are our buttons.
Click Excel.
It'll ask us where the location is.
Now, I already defined this location,
but I want you to notice that it automatically picks up the name
of the table and adds the extension .xlsx.
You can change that extension if you want.
You can click Browse.
And be sure to browse.
Here's our Highline folder paths,
so we save in our Access folder.
I'm going to click save.
Browse-- we got the location.
We have the file extension.
We don't need to export the formatting, but you could.
I'm going to click OK.
We don't need to save the steps, so I'm going to click close.
And now, when I look in Windows Explorer,
there's my folder path.
There's my Access folder.
There it is, products.xlsx.
Now, when I double click to open this--
[JUMP CUT]
Now, we could to come over and change our column,
or to add our formatting, do whatever we want.
But it is easy to export data from Access into Excel.
Control-S, I'm going to close this.
Back in Access, we want to export the products table.
But now we want to export it as a text file.
Now, we talked about this earlier in the class,
the way that databases or any data storage system
can universally pass data from one system to another
is by using text files.
Now, we either have a text file that is tab delimited, or comma
delimited.
We talked about this earlier in the class.
Delimited means, if I open this table,
what character will separate each one of the fields.
Now, when we use export to text, it's
going to export it as a comma delimited text file.
And we talked about this earlier in the class.
We saw an example with tab delimited,
where we imported the data into Excel using Power Query.
But here we are.
We're at the database source, so being able to export text files
is handy.
I'm going to click that.
It wants the file path.
It has the same table name, but notice the extension dot txt.
I'm going to click OK.
Now, here is our export text wizard.
Delimited, that's what we have.
And you can see right here there's the comma.
That is the character that separates
each one of the fields
I'm going to click next.
There's the comma we could choose
if it didn't guess right.
I'm going to check, include field names on first row.
Then we can see, there are the field names
separated by commas.
Click Next.
That is the file path.
I'm going to click Finish.
And just as before, we don't need to save this.
And just as before, when we go over to Windows Explorer,
there's our products.txt.
Now, if I double-click this it'll open it in Notepad.
Earlier in the class we saw how to right-click open
if we wanted to see this in Word.
Now, this text file can be imported into any system.
Now, the last thing I want to see over and Access
is-- and we could have done any one of these queries
and sent it to Excel or a text file,
but we're going to just show you that you can
do either one of these objects.
And I'm going to send it to a PDF file.
So I've selected it, and now I'm going to click PDF.
I don't need the file name to say 11, so imminent backspace.
Dot PDF, that's the file extension.
The file path is correct.
I click Publish.
I don't need to save the steps.
I click Close.
Back in Windows Explorer there's my PDF.
So a report that we have--
for example, we had a reorder phone list.
You might want to send it out as a PDF, and email it to someone.
I'm going to double-click this, and there
is our inventory report.
Now, if we close the PDF--
there it is, inventory value.pdf.
That was based on the query.
If we go back to Access, we created an inventory value
query.
But, guess what?
We created a report.
So no problem.
We can take our formatted report,
and now use external data export, and click PDF.
There's the name, dot PDF, the file extension.
Ah, but wait a second, there's our folder path--
there's our Access folder.
But I already have an inventory value,
so I'm simply going to use save as to change the name.
And now, when I click Publish.
I click close.
I don't need to see the steps.
Go back to Windows Explorer, double-click,
and there is our report exported as a PDF.
Now, let's close this.
All right, that's it for video number 42.
And guess what?
This is the last video in this office 2016 Series.
We actually had 42 videos.
This is a list of all the videos.
We covered Windows Explorer, Word, PowerPoint, mostly Excel,
and even some Access.
Now, if you're finished with this business 216 class--
and by the way, there is the link
to get you to the YouTube site with all 42 videos.
Here is the Highline website that has all of the videos
also.
If you have completed this class,
you can now go on to business 218, Spreadsheet Construction.
That's what it's called at Highline at YouTube.
The playlist is Highline Excel 2016 Class,
Comprehensive Excel.
There is the YouTube link.
There is the link to the Highline class website.
All right.
That was a lot of fun learning Office.
We'll see your next video series.