Create Word Documents From MS Access Software

You can export a table, query, form, or report to Microsoft Word. When you export an object by using the Export – RTF File Wizard, Access creates a copy of the object’s data in a Microsoft Word Rich Text Format file (*.rtf). For tables, queries, and forms, the visible fields and records appear as a table in the Word document. When you export a report, the wizard exports the report data and layout  — it tries to make the Word document resemble the report as closely as possible.

• Start the operation from Access    To export data from Access to Word, you need to work in Access. There is no functionality in Word that can import data from an Access database. You also cannot save an Access database or table as a Word document by using the Save As command in Access.
• Objects you can export    You can export a table, query, form, or report. You can also export only the records selected in a view. You cannot export macros and modules. When you export a form or datasheet that contains subforms or subdatasheets, only the main form or datasheet is exported. You need to repeat the export operation for each subform and subdatasheet that you want to view in Word. Conversely, when you export a report, subforms and subreports that are included in the report are exported, along with the main report.
• Outcome of the operation    The Export – RTF File Wizard always exports formatted data. This means that only the fields and records that are visible in an object or view are exported along with the display format settings. Columns and records that are hidden, due to filter settings, are not exported. For a report, the layout of the report is also preserved when it is exported.
• Merging with an existing document    When you export from Access to a Word document, the data is always exported into a new Word file. If you want the data to be inserted into an existing Word document, you must first export it from Access into a new Word document, and then copy the data from the new Word document and paste it into the existing document. Alternatively, you can copy rows directly from an Access table, query, form, or report, and then paste them into your existing document.This software offers a solution for users who want to insert MS Access fields into MS Word documents. The user chooses the database file and Word document template before starting the conversion. Using this time-saving software, Access data and Word content can be merged together and multiple documents can be created instantly. MS Access and Word 2000 or higher required.

  Limitations:

  Limited features

  This software offers a solution for users who want to insert MS Access fields into MS Word documents. The user chooses the database file and Word document template before starting the conversion. Using this time-saving software, Access data and Word content can be merged together and multiple documents can be created instantly. MS Access and Word 2000 or higher required.

   Download Sample Access File: MS Access Vs MS Word

  MS Access is a database based program, but MS Word is a graphical word processing program that users can type with. The purpose of the MS Word is to allow the users to type and save documents. MS Access can be programmed to work with MS Word by sending data from Access to Word documents instead of typing and also to save to word or PDF then send to another user via email. The communication between these two programs can be done by using VBA and bookmarks.

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  Highlight functions or features in this sample file include:

  1. Fill in Check Box in Word. The option from combo box in Access can be filled in with the check box in Word. We need to create a check box in Word corresponding to the list/value in combo box in Access. For instance below, we have two options for Gender in combo box and we create two check boxes in Word. If a customer is a male the when we fill in word, only the male check box is marked.

  2. Search and Fill in Word. This form will also provide a search by keyword function and fill in the information for each customer in a word template form. The information will be filled in word with the Text Form Fields method. For example, we fill a customer name into a text form field name txtcustomerName with VB code like: “.formfields(“txtcustomerName”).result = [CustomerName]”. This form also shows a filling a value of combo box that need to look up the selected value of combo box from another table. For instance, the value of Individual customer type in this form is 1 as it stores only the primary key of customer type from a customer type table. However, the customer type is Individual for customer type ID 1. If we put “.formfields(“txtcustomerType”).result = [Customer_Type_ID]”, the result in word will be 1. So we have to use Dlookup the customer Type from the customer type table and replace it with Individual word to be understandable.

  3. Fill in Word and Convert to PDF file. It will provide the example VB code of how to fill data in word then convert this word file to PDF file. It also shows the example of saving a PDF file name as a customer name shown on the current form.