Using Access Reports

[67EdwardA]

I have an access report that generates a table of results. Is there a type of
output format that will allow me to highlight the table then copy and paste
it into a Word document without losing the formatting? If not, is there
another way to get the table from the Access report format into the Word
document without losing the formatting?

Thanks!
Ed

 

[Damian S]

Hi Ed,

If you are getting a table of results, are you sure it's not in a query?
Anyway, the problem with exporting Access reports is that the formatting is
generally lost/modified. The only way to have it remain consistent is to
produce a snapshot, which is clearly not helpful for putting it into Word.

You could always export the data to a merge file and create a word merge
document, but this is also fraught with danger... (mainly from the
complexity of merging data into tables).

Is there a particular reason you need it exported into Word?

Damian.

 

[67EdwardA]

Hi Damian,

Thanks for the response. My problem is that I have a form in Word that
discusses the Access report table. At the present time, I have created an
Excel table inside the Word document, and that works but I have to edit the
table data each time I release a new report. This can lead to transcription
errors that I would like to avoid.
It would be wonderful if I could simply highlight the table like you can do
in almost any other document format other than Access, and paste it into the
Word document. I only use the Access program to gather data from several
tables, do the calculations then create the table in the report. I have been
beating this dead horse for the past several months and have come up with no
good alternatives. Why was this not considered when Access was created. The
previous version of Access (Office XP) also did not work. I had hoped that
Office 2007 would be different but apparently not. Any other ideas for making
the move or for writing a macro that would do it, I would appreciate your
insight.

Thanks Again!
Ed

 

[Rob Parker]

Hi Ed,

I see your posting is coming from "67EdwardA"; however, your problem appears
to be the same one as I'm attempting to help with in another thread started
by "Ed Hawley". Are you the same person?

If so, I've posted a couple of replies to the previous post/thread ("Still
trying to get an answer") within the last couple of hours. Take a look
there.

Rob

 

[67EdwardA]

Hello Rob,

Yes, I am the same person. I was trying another approach. I did not think I
would get any more responses to the previous post. I appreciate the help in
your last post to that thread. It at least helps me understand why I am
having such a difficult time getting the table moved. I apologize for the
incorrect terminology as I am sure it is confusing to you. Simply put, the
output data report in in "Table" format meaning that it has 5 rows of data in
7 columns on a blank background. I need to move an image of the "Table" to a
Word document. If you can respond to me directly, I will attach an example
copy of a Word document containing a table. That might help you understand my
ultimate objective. In any case, I really do appreciate your thoughts and
will appreciate any additional help you can provide.

Thanks
Ed

 

[Rob Parker]

Ed,

Have you tried the suggestion I made in my last two posts in the previous
thread?

I'm not sure that sending me a copy of a Word document is going to be much
help in solving your problem. I think I understand now what you want to do,
but your problem is more about getting the data out of Access, rather than
into Word. And more specifically, I'm pretty sure that much of that problem
is that you're missing the point that what looks like a 5-row x 7-column
table in an Access report is NOT a table of data.

You could send me a copy of your .mdb file (if it's not too big - and you
could strip out any bits not relevant to this problem), and I'll send you
what you'll get from that via the SendObject method. Email to:

robpparker AT gmail DOT com

Rob

 

[67EdwardA]

Hi Rob,

I understand that the "Table" is not really a table but only a way to
display the results for the report. I only need an image of what looks like a
table that can be moved to Word. I assume that the only way to do it is what
I have been doing and that is to use the table I have created in the Word
document and then edit it and enter new data each time I am ready to send out
the monthly report. I do appreciate your thoughts and your help, though. I am
considering buying a program like Snagit that I understand may work for this
type of effort.

Thanks again and have a great day!
Ed

 

[Rob Parker]

Ed,

You have your data in table form in Access - it's what your Access report is
based on. Using SendObject to dump this into an .rtf file will give you a
Word table that you can simply cut/paste into your existing Word document.
Your problem with trying to cut/paste from the Access report is that is only
contains a "visual representation" of your data. And I strongly suspect
that a screen-capture program such as Snag-it will give you exactly the same
problem.

I offered in my last post to look at your .mdb file, and show you what you
can get from it. That offer is still open, should you wish to take
advantage of it.

Rob

 

[tina]

you could try this: output the "table" data from Access to an Excel
spreadsheet. then open your Word doc, and from the menu bar click Insert |
Object | Create from file tab and checkmark the Link to file box. then
browse to the Excel file and select it. since the file is *linked*, you
should be able to output the Access data each time you need to, and simply
overwrite the existing Excel file; the Word doc should either automatically
display the updated data, or ask you if you want to update.

another alternative would be to output to Excel, overwriting each time. then
open the Excel file and copy the data. open the Word doc, delete the
existing table, and paste the new data in. this is a very "manual" solution,
but at least you don't have the accuracy issues that go with re-typing all
the data into an existing Word table.

hth

 

[67EdwardA]

I really appreciate your efforts on my behalf in trying to resolve my issue
with getting data from an Access report into a Word document. I have the mdb
file but the file is about 14meg in size. I think that is to much to send as
an attachment with Outlook so if you are still willing to take a look at it,
just respond to this email. Please tell me how to get the file to you unless
you think that Outlook would allow it. You can respond to me directly using
the following email: (e-mail address removed). I am sending this email only to you
because of the email address. In advance, if I send it to you I am sure you
will find it a little cumbersom but I have not done enough programming to
know all the ways to accomplish the tasks in the simplest manner. The
database works even though I am sure it is not efficiently designed.

Thanks!
Ed

 

[67EdwardA]

Hello Tina,

Thanks for your response, I am sorry this response was so delayed. I have
been very busy and have not had time to check my postings. I have not yet
tried your suggestions but I certainly will. You are right, even if I have to
go through a series of steps it might still be less error prone that trying
to edit the table as I am now doing. I will try to let you know if it works
for me. Have a great day and,

Thanks Again for your help!

Ed

 

[Rob Parker]

Hi again Ed,

Thought you must have solved your problem - or given up in disgust ;-)

Is your .mdb file 14MB after compact/repair? If not, and you've been doing
lots of development work in it, you might be surprised at how much
difference a compact/repair can make. Regardless, since I gave you a gmail
address to send it to, and I don't think there's a size limit for
attachments there, just try sending it. I'll let you know if it doesn't
make it.

Rob

 

[tina]

you're welcome, Ed, but i hope Rob can help you come up with a better
solution!