Convert Access Report to Word Document – (Step-by-Step)

Microsoft Access is a popular DBMS (Database Management System) that allows users to create and manage databases. It offers various excellent features and utilities for generating reports, which can summarize and present data in a structured format. However, there may be times when you need to convert Access report to Word document for further editing, distribution, or presentation.

In this article, we will explore why you need to export Access report to Word file and a complete step-by-step guide on how you can do so.

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Why You Need to Convert Access Reports to Word Files?

Here are some of the reasons why you need to export your Access database reports to Word documents:

  1. Easy Editing– Word files are easier to edit & modify as compared to Access database reports.
  2. Enhanced Formatting– Microsoft Word offers more advanced formatting features, such as headings, text styles, layouts, and designs.
  3. Collaboration– Most probably Word documents are used for collaboration & sharing. I allow others to add comments and suggestions.
  4. Integration– MS Word files can be easily integrated with other MS Office applications & tools.

Also Read: How To Convert Access Report To PDF File?

Ways to Convert Access Report to Word Document

For the conversion of Access report to Word, you can try the below methods:

When any user exports the Access report, the Wizard exports Access report layouts & data and keeps it in the Word document. The wizard takes complete care of not making any changes in the formatting pattern. It will present you with an exported Word document that resembles the same as the Access report.

Way 1- Export Access data to a Word document

Here are the following steps to export Access data to Word document. By following these steps you can easily publish Access report as Word document.

Even after exporting Access report to Word, it’s possible to perform any formatting modifications. All the exported objects of Access reports to MS Word are in RTF (Rich Text Format) format.

  • Make a selection for the Access Report that you want to export into the Word document.
  • Now in the Access application window go to the tab “External Data”.
  • After that get into the Export Group.  Tap to the More option.

Convert Access Report to Word Document

  • From the drop-down list of more options choose Word.

export-access-into-word

  • Now you will see on your screen a Window of Export – RTF File appears and opens up.

export-access-into-word-2

  • Hit the browse option to assign the location where you want to store your Word document.
  • Tap to the OK option.
  • If you don’t want to save the export step for future reference. Then hit the Close option present at the bottom of the save export Window.

export-access-into-word-3

  •  You will get a message meanwhile the process of exporting Access report to Word.
  • After completion of the exportation process. It’s time to view the document.  For this Access will open the word document after the exportation task is over.

Convert Access Report to Word Document

Alternatively, you can also manually go to the location that you have assigned in the above step to save the exported document.

Way 2: Use Mail Merge to Send Access Data to Word

Using the mail merge to send Access data to Word is the best way to keep your Access data at work.

Here are the complete steps for making a Word mail merge within the Access application:

  • First, open the Access database having the addresses that you want to merge with your Word application.
  • If the Navigation Pane is not open, press F11 to open it.
  • Choose the Access query or table having the addresses. But if these address fields extend across multiple tables. Then first make a simple select query with the entire required field that you need. After that, use that query for the process of the merge.
  • Go to the External Data After then from the Export group choose the Word Merge option.

Use mail merge to send Access data to Word

  • This will open the dialog box of Microsoft Word Mail Merge Wizard.
  • Select from the two options whether:
  1. You want to link your data to an existing Microsoft Word document.
  2. Or create a new document and then link the data to it.

Use mail merge to send Access data to Word 1

  • After choosing any one of the above options. Tap to the OK button.

After performing the above step you will see a Word document along with the mail merge pane Mailings tab will open on your PC screen.

  • You can follow the wizard steps by tapping on the  Previous and Next It is present at the bottom section of Mail Merge pane.

Use mail merge to send Access data to Word 3

  • In the wizard 3rd step, you don’t need to choose the recipient list again. As this was already determined in Access. But if you want to check the final list then make a click on the Edit recipient list. From the opened box of the Edit recipient list, you can easily remove individual recipients from the merge, perform sorting, apply a filter to the list, etc.
  • In the 4th Step of the wizard, you have to write the letter (unless you’re working with an existing document).
  • In the wizard 5th step, make use of the Previous (<<) and Next (>>) buttons. This will show how the data will look after being merged or after the printing of the document.
  • In the wizard step no: 6, tap to the option Print and choose the printing options as per your choice.
  • Now it’s time to save and then close the MS Word document.

Also Read: How To Convert Access Database To Web Application?

Way 3: Convert Access Report to Word Document Using VBA

Another method that you can try to export Access report to Word is to run VBA (Visual Basic for Applications) or macro in the VBA Editor. But do remember that, this method requires more technical knowledge of coding and syntax to get your job done successfully.

To do so, follow the below instructions carefully:

  • Firstly, open Access database >> press ALT + F11 keys together to open a VBA editor.
  • Then, go to Insert >> Module to write a VBA script to export the database reports.

Unlock mdb database password with VBA code

  • Now, write the below VBA code:

Sub ExportReportToWord()

Dim objWord As Object

Dim objDoc As Object

Dim reportName As String

Dim filePath As String

‘ Set the name of the report

reportName = “YourReportName”

‘ Set the file path

filePath = “C:\Path\To\Your\Document.docx”

‘ Create a new instance of Word

Set objWord = CreateObject(“Word.Application”)

objWord.Visible = True

‘ Create a new document

Set objDoc = objWord.Documents.Add

‘ Export the report to RTF

DoCmd.OutputTo acOutputReport, reportName, acFormatRTF, filePath

‘ Open the RTF file in Word

objDoc.Content.InsertFile filePath

‘ Save the document as a Word file

objDoc.SaveAs2 filePath, wdFormatDocumentDefault

‘ Close Word

objWord.Quit

‘ Cleanup

Set objDoc = Nothing

Set objWord = Nothing

MsgBox “Report exported to Word successfully.”

End Sub

  • Finally, run the code to automate the exporting process.

And you are done!

Related FAQs:

Can You Share Access on Word?

Yes, the Access database can be easily sharable on Word.

How Do I Give Editing Access in Word?

To give editing access in Word, you have to navigate to File > Info. Select Protect document >> Enable Editing.

How Do I Transfer Data from Microsoft Access to Word?

You can transfer data from Microsoft Access to Word by using built-in Export—RTF File Wizard.

Also Read: Convert OR Migrate An Access Database To SQL Server

Bottom Line

Converting Access report to Word document allows for greater flexibility in editing and formatting. By following the methods mentioned above, you can shift your data from Access to Word successfully. This process is particularly useful for creating polished and professional-looking documents that can be easily shared and collaborated on.

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Pearson Willey is a website content writer and long-form content planner. Besides this, he is also an avid reader. Thus he knows very well how to write an engaging content for readers. Writing is like a growing edge for him. He loves exploring his knowledge on MS Access & sharing tech blogs.