How to Export Data from Microsoft Access on Windows 11

Posted on 19th June 2023

Microsoft Access is a relational database management system (RDBMS) from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. It is a member of the Microsoft Office suite of applications, included in the Professional and higher editions or sold separately.

Exporting Data from Microsoft Access

There are several ways to export data from Microsoft Access. The most common method is to use the Export Wizard to export data to another application such as Microsoft Excel, but you can also export data to a text file, an HTML document, or an XML document.

Export Data to Another Application

To export data to another application:

1. Open the database that you want to export data from.

2. On the Database Tools tab, in the Export group, click Export.

3. In the Export dialog box, select the file type that you want to export the data to, and then click Export.

4. In the Export to File dialog box, select the location where you want to save the file, and then click Save.

5. In the Export wizard, select the tables or queries that you want to export data from, and then click Next.

6. In the Export wizard, select the fields that you want to export, and then click Next.

7. In the Export wizard, select the format that you want to export the data in, and then click Next.

8. In the Export wizard, select the options that you want, and then click Finish.

Export Data to a Text File

To export data to a text file:

1. Open the database that you want to export data from.

2. On the Database Tools tab, in the Export group, click Export.

3. In the Export dialog box, select Text File, and then click Export.

4. In the Export to File dialog box, select the location where you want to save the file, and then click Save.

5. In the Export wizard, select the tables or queries that you want to export data from, and then click Next.

6. In the Export wizard, select the fields that you want to export, and then click Next.

7. In the Export wizard, select the format that you want to export the data in, and then click Next.

8. In the Export wizard, select the options that you want, and then click Finish.

Export Data to an HTML Document

To export data to an HTML document:

1. Open the database that you want to export data from.

2. On the Database Tools tab, in the Export group, click Export.

3. In the Export dialog box, select HTML Document, and then click Export.

4. In the Export to File dialog box, select the location where you want to save the file, and then click Save.

5. In the Export wizard, select the tables or queries that you want to export data from, and then click Next.

6. In the Export wizard, select the fields that you want to export, and then click Next.

7. In the Export wizard, select the format that you want to export the data in, and then click Next.

8. In the Export wizard, select the options that you want, and then click Finish.

Export Data to an XML Document

To export data to an XML document:

1. Open the database that you want to export data from.

2. On the Database Tools tab, in the Export group, click Export.

3. In the Export dialog box, select XML Document, and then click Export.

4. In the Export to File dialog box, select the location where you want to save the file, and then click Save.

5. In the Export wizard, select the tables or queries that you want to export data from, and then click Next.

6. In the Export wizard, select the fields that you want to export, and then click Next.

7. In the Export wizard, select the format that you want to export the data in, and then click Next.

8. In the Export wizard, select the options that you want, and then click Finish.

The next step is to choose the destination for the exported data. The most common format for exporting data is a comma separated values (CSV) file. CSV files can be opened in any text editor or spreadsheet program, such as Microsoft Excel.

To export data to a CSV file:

1. In the Export Data dialog box, choose CSV from the Save as type drop-down list.
2. Enter a name for the file in the File name field.
3. Choose a location for the file in the Folder field.
4. Click the Export button.

The data will be exported to the CSV file.

Assuming you have a Microsoft Access database set up with the data you want to export, the first step is to open the database in Access. Then, click on the “External Data” tab at the top of the window. In the “Export” section of the ribbon, click on the “Text File” option.

This will open the “Export Text Wizard”. In the first step of the wizard, you will be asked to choose the file format for the exported data. For this example, we will choose the “Delimited” option. Then, click on the “Next” button.

In the second step of the wizard, you will be asked to choose the delimiter character that will be used to separate the data fields in the exported file. For this example, we will choose the comma (“,”) character. Then, click on the “Next” button.

In the third step of the wizard, you will be asked to choose the specific data fields that you want to export. For this example, we will choose to export all fields. To do this, click on the “Check All” button. Then, click on the “Next” button.

In the fourth step of the wizard, you will be asked to choose the location to save the exported file. For this example, we will choose to save the file to the desktop. To do this, click on the “Browse” button. Then, in the “Save As” window that appears, navigate to the desktop and click on the “Save” button.

Finally, in the fifth and final step of the wizard, you will be asked to confirm the export operation. To do this, click on the “Finish” button.

After clicking on the “Finish” button, the export process will begin and the data from your Access database will be saved to the text file that you specified in the previous steps.