Welcome to Office 2013, Class Video number 50.
Hey, we're still studying Access, and in this video
we want to see how to export either tables
or queries to Excel, PDF, or a text file.
Now, back in Video 47, we saw how to structure the database
and create tables.
In 48, we created a bunch of queries,
49 we created two reports.
And in this video, we just want to see how to export.
Now, back in Video 47 when we created our database,
we saw how to import data from Excel into Access.
So here we're going to start off by doing the reverse.
And this is a great feature to have because a lot of time
you have your data, and you just want to email someone
an Excel file so they can sort, and filter, and pivot
table, and do SUMIFs however they would like,
and they don't know how to use Access.
So here's how you do it.
You select the table.
If you double click it, you can see there's the whole table.
But I'm simply going to select it.
In the Export group, we select Excel.
There's the file path.
That's the correct file path.
Excel Workbook.
I'm going to say Export Data with Formatting and Layout.
Open the file after we export it, click OK.
You gotta be kidding.
It's that easy?
You betcha.
Look, it even called the sheet Products
and called the file name Products,
and it even has some of the formatting.
I'm going to click Close.
You could save the steps.
I'm not going to.
Click Close.
Now, a PDF is even easier if you can believe it.
I'm going to select this query, click the PDF button.
OK?
This looks just like Save As.
Notice it's got the Inventory Value name with the PDF.
There's the file extension.
The file path up here is fine.
Click Publish, and there's our Inventory Value as a PDF.
Now, I'm not going to save these either.
Finally, sometimes you want to send data to other systems.
Luckily, we have a button that sends it straight to Excel.
But what if you wanted to send this table of data
to some other database program that
doesn't have a direct link up here?
No problem.
Almost all systems that can handle data
can import and export text files.
Now, if we look at this table, notice
there are fields and records in rows.
The way we export as a text file is we
use what's called a delimiter, and a delimiter just
mean separate.
How are we going to tell the text document
to go from Product ID field to the Description to the On Hand?
You have to have a delimiter.
Now right here, it looks like there's a line.
There's actually a cell, right?
But a delimiter in a text file will be a comma, or a tab,
or a space, or something like that.
So let's close this.
We'll select our Products table, click Text File.
I don't want to import it with any formatting.
That's the correct file path.
I'm going to click OK.
And here it's going to ask us about delimited.
Now remember, this class is a prerequisite for Business 214,
Spreadsheet Construction class.
It's an advanced Excel class.
And actually that class will be called 217.
But we'll talk a lot about delimiters,
which separates the different fields for any one
given record.
But look at here.
We have the ID comma Description comma On Hand Units comma.
So the delimiter, that just means
what separates the fields, is a comma, so delimiter.
I'm going to click Next.
We could select Tab, or Semicolon, or Comma, or Space.
We're going to do Comma.
Include, I definitely want to include field names
in the first row.
Click Next.
That's the location.
Notice the .txt, and then click Finish.
Not going to save it, click Close.
And I'm going to close the Access file.
And back here, we can see we have Products Excel-- double
click and open it up, and there it is-- the Products text.
Usually a text file like this is not
intended to be consumed as this text file.
It is simply an intermediate step
before we import it into a different system.
And then, finally, we have our PDF for Inventory Value.
So we saw in this video how to export
to Excel, text file, and PDF.
All right.
That's it for Access.
Our final video we'll have is about mail
merge for Business 216 Computer Applications class.
All right.
We'll see you next video.