Create word file from access

Introduction

Create Excel File or Word Document from Microsoft Access and write information into them. Every application that supports Automation provides at least one type of object. For example, a word processing application may provide an Application object, a Document object, and a Toolbar object. To create an ActiveX object, assign the object returned by CreateObject to an object variable.

Create an MS-Word File

The first example creates a Word File and writes some text into it and saves it with a name.

Public Sub CreateWordDoc() 
Dim WordObj As Object
  
On Error goto CreateWordDoc_Err

Set WordObj = CreateObject("word.application")
With WordObj
   .Application.Visible = True
   .Application.Documents.Add "Normal", , 0, True
   .ActiveDocument.Content = "THIS IS MY TEST DOCUMENT."
   .Application.ActiveDocument.SaveAs "C:myDocument2.doc"
   .Application.Quit
End With
Set WordObj = Nothing

CreateWordDoc_Exit:
Exit Sub

CreateWordDoc_Err:
msgbox Err.Description,,"CreateWordDoc"
Resume CreateWordDoc_Exit
End Sub 

Creating an MS-Excel File

The Next example creates an Excel Worksheet and writes a line of text in Column A, Row 1, and saves it with a Name. This code starts the application by creating the object, in this case, a Microsoft Excel spreadsheet. Once an object is created, you reference it in code using the object variable you defined. You access properties and methods of the new object using the object variable, ExcelSheet, and other Microsoft Excel objects, including the Application object and the Cells collection.

Public Sub CreateExcelSheet()
Dim ExcelSheet As Object

On Error goto CreateExcelSheet_Err

Set ExcelSheet = CreateObject("Excel.Sheet")

With ExcelSheet
   .Application.Visible = True
   .Application.Cells(1, 1).Value = "This is Column A, row 1"
   .SaveAs "C:TEST.XLS"
   .Application.Quit
End With

Set ExcelSheet = Nothing

CreateExcelSheet_Exit:
Exit Sub
CreateExcelSheet_Err:
Msgbox Err.Description,,"CreateExcelSheet"
Resume CreateExcelSheet_Exit
End Sub 

Next >> Create Text File from Access.

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Microsoft Access is a database solution that makes compiling data simple. But what if you wanted to export it as a Word document? Here’s how to do it!

Microsoft’s Office suite has different apps for different tasks. So, for instance, if you want to create a database, Microsoft Access has your back. Access provides most of the features you would expect from a relational database management system. You can create tables, forms, queries, relations, reports, macros, modules, to name a few.

But from time to time, you might want to export data from Microsoft Access to Word. If you’re looking for an easy way to export Access data into Word, you’re in the right place.

How Access Exports Objects to Word

Before showing you how to export data from Microsoft Access to Word, you need to understand some basics. First, you cannot export all types of objects from Access to Word.

Currently, you can only export tables, queries, forms, and reports. However, each object still has some limitations. Starting with records, Access only exports those that are in a selected view. The application will not include all the hidden data in a report. Similarly, Access is only able to export forms and data sheets with subforms and sub-data sheets.

The only way around this is to export every subform and sub data sheet. If you export the main report, you can export multiple subforms and subreports.

Secondly, you can’t export relationships, macros, modules, and graphical objects like pictures and Microsoft Graph objects from Access to Word. Additionally, Access will only export results from expressions and not expressions themselves.

Lastly, there’s no way to import data from Microsoft Access to Word. You must start in Access, export your data to a new document, then copy the contents and paste them into your existing Word document.

How to Export Access Data to a Word Document

Exporting Access data to Word uses a built-in Export—RTF File Wizard tool. Sure, the tool has many limitations around exporting Access data, but it’s better than nothing.

But if that’s overly limiting, you can look out for some of the best free Microsoft Access alternatives for a possible replacement. Otherwise, follow these steps to export your data from Access to Word:

1. Open your Access database.
2. Select the object you want to export in the Navigation Pane.
3. Examine the table, query, form, or report to ensure it’s error-free. Access typically includes error indicators whenever it recognizes an error. This can include green triangles and a variety of error numbers. This step is important since Access will automatically replace error locations with a null value after exporting your data.
4. Select the view or portion of the data to export. The best way to select data to export from multiple tables is by running MS Access queries. If you want to export all the data from an object, skip this step.
   
5. Click the External Data tab and select More > Word. The Export—RTF File export wizard tool will open.
   
6. In the Export—RTF File export wizard pop-up, enter your file name and select a destination.
   
7. Check the Open the destination file after the export operation is complete check box if you need to.
8. If you selected certain data to export, check the Export only the selected records check box. Otherwise, leave the checkbox to export all the data in the object.
9. Click OK to start the export process.

If a file with a similar name exists, you can select whether Access should overwrite it or not. Select Yes to overwrite the file, or No to choose a new name for your file in the pop-up.

By default, Access will create a Microsoft Word Rich Text Format file with an RTF extension. To add your Access data to a Word document, follow these steps:

1. Open the RTF document.
2. Copy all the contents of the document.
3. Paste the data in your Word document.

If you find the Export—RTF File export wizard tool tedious to use, there’s an easier way out. Copy data from your Access table, query, form, or report and paste it directly into your Word document.

Export Access Data to Word Without Hassle

Databases are a great way to store data. If you need to export your Access data to other apps like Word or Excel, the built-in Export—RTF File Wizard makes the whole process seamless, albeit with some limitations.

If you have extensive data to work with, Access forms offer a more powerful way to add more data to your database. They are easier to work with when editing tables and adding more data.

Programming a dialog with the Access VBA (Visual Basic for Applications), used in all of Office to write macros, you can also export data from one or more tables to a Word document using a template with form fields. We see the process with the main steps. First we have to open at runtime using a COM object of our model and create a document on the fly, to do this is required as a reference the Word object, of course, write macro in menu Tools -> References, find something or Word Object like the ocean of COM objects is checked.

Dim myApp As Word.Application, myDoc As Word.Document
Set myApp = CreateObject("Word.Application")
Set myDoc = myApp.Documents.Add("mymodel.dot")

With the first line of code we have scaled an object myApp of type Word.Application to manage the main window of Word and an object myDoc of type Word.Document to manage the document with form fields. On the next line instantiates the variable myApp and create the Word Application object and third initialize my document with my model.

Dim myData As DAO.Database, myRec As DAO.Recordset
Set myData = CurrentDb
Set myRec = myData.OpenRecordset("SELECT * FROM Table WHERE IDValue = X)

The first line of instruction dimension a variable myData of type object DAO.Database and myRec of type DAO.Recordset, even for these instructions are references to objects (DAO Data Access Object), the old way to access data from Microsoft, in ‘reference list. The second line assigns the current database to the variable myData, while the third line opens the connection to the table (in the example I took a table generic) data by selecting values in a SQL (Structured Query Language).

myDoc.FormFields("Form Field Name").Result = myRec![Field Name Table]

This last statement can be inserted in place of the form field “Form Field Name” field value “Field Name Table” of the database and you’re done, all with VBA. At the end you must close the resource allocation, both the database and the Word application and display the Word application in all its glory with a document filled with data from the database.

myApp.Visible = True

myRec.Close
Set myData = Nothing
Set myRec = Nothing
Set myDoc = Nothing
Set myApp = Nothing

If you want you can also keep invisible the Word application and print the document on the fly and then remember to close the Word application with myApp.Quit, in our case.

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