exporting accress reports into word

[Guest]

I have a report written in word that contains a number of tables....I copied
those tables into access reports and got the data to line up accordingly
using access...I then went to export the tables (with the data) back into
word and the only information that was exported was the data from
access....The rest of the page was blank...

Is there anyway to keep the tables formatted and displayed when exporting
into word???

I've tried a number of different solutions, including recreating the tables
and exporting to different file types with no luck....I also tried to do a
mail merge, but I've run into limitations due to the number of
columns....It's a substancial report and, of course, it's due by Friday
(31)....

Any help would be hugely appreciated!!!!!
marc
btw - I can access all of the versions of office, 97, xp, etc...

 

[Beth Melton]

I'm not exactly following what you are trying to do. Access Reports
are designed for reporting on data stored in Access. If you
copy/pasted a Word table directly into an Access Report then you
simply placed an embedded Word table in the report and it isn't bound
to the database.

When you export an Access Report you are not exporting what you see on
the screen. The data placed in Access controls, such as text boxes and
labels, is what you are exporting and it doesn't include embedded
objects.

Perhaps if you can expand on what you are attempting to accomplish we
can provide some suggestions.

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Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Guest]

Hi Beth -

Thanx for the quick reply!!!

What I did was copied and pasted a blank (dataless) word table into an
access report...I then built that report (with data) in access, then tried to
export it back into word and that's where I've run into this issue....Like
you mentioned, it's just exporting the access data, nothing else...I also
recreated one of my word tables in access (built the columns and rows and
text so it would mirror the word doc), yet still access would only export the
data into word, not the column/row lines....

It's an educational report that I need to complete soon...There's about 10
different tables and about 1000 unique fields in each report...There's a
total of 30 reports that I need to complete, one for each city...Each report
is formatted the same, only the student data will differ for each city...

I've been able to export the data (not the formatting) by the 'publish it
with word' command and then copy and paste it into each row of one of my
original word tables from there...This just seems like a ton of work and
there must be a quicker solution....I'll also mention that I tried a
mailmerge with no luck....

Thanx in advance if you can help me out,
marc

 

[Beth Melton]

I guess I still don't understand why you are trying to utilize Word.
Based on your description you need to be using Access and not Word.

It sounds like you need a report grouped by City and then in either
the group header or footer Properties use the "Force New Page"
property to start each City on a new page. (The section and option you
use for forcing a new page depends on your report layout.)

If it's column/row borders you are after then either add a border
color to the text boxes or, if you use the Report Wizard and group by
the City then you'll see a "Block" style will be available on the
Layout selection.

If you have data in your Word tables then why not import it as an
Access table? For you this you would need to copy/paste it to Excel,
then copy/paste to Access. Here's an article with specific
instructions if you need it:
http://word.mvps.org/FAQs/TblsFldsFms/WordToAccess.htm

--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Guest]

Hi Beth -

Thanx again for the quick reply!!!

I need Word because it's a report that the gov't needs in that specific
format....I can't send a pdf or any other type of file...My original Word doc
contains empty tables...I need to 'fill' the data in...

With my knowledge of Access, I was hoping that I could build a db that holds
all of this educational data, then do a sort by city, then build a report
(that was copied from my original Word Table) and place the data in their
appropriate cells...Then, export that report into RTF....It's just that
Access will not allow me to keep the formatting (lines and text), like you
mentioned...

It just seems odd to me that when I took a dataless Word table (say students
that have dropped out) and copied & pasted into Access, it looks just like it
should on the monitor...All of my reasons for students dropping out
appropriately lined up in their respectful columns and rows...Then, when I
put data in and try to export to RTF, I get just the data, no column/row
lines ...That's my issue...

If you can think of anything else or if something still isn't clear, please
let me know,
m a r c

 

[Beth Melton]

I understand now, thanks for the explanation.

When you export as RTF the data is separated by tabs. You should be
able to select the portion that needs to be converted to a Word table
and go to Table/Convert Text to Table.

--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Beth Melton]

Also, Marc, why wouldn't mail merge work for you? Now that I think
about it that would be the fastest solution.

--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Guest]

Hi Beth -

I ended up convincing the owners of this report to accept them as pdf
files...As you know, that's clearly the easiest and quickest solution...

I tried the mailmerge, but there's roughly 1000 unique pieces of
data/report...I kept running into size limitations of the mailmerge...

Just for my own knowledge now, what would be the best way to do a mailmerge
such extensive data (500 or 1000 record sets)???I tried Access, but kept
running into limitations....I believe that there's a limit of 255
fields/table and query...

Thanx again for all of your help this past weekend,
marc

 

[Beth Melton]

Glad you have it worked out and that they were reasonable.

From the sound of it, I'd say your data isn't normalized - especially
if you are encountering limitations. Yes there are 255 fields
available in an Access table but that doesn't mean you should be using
all of them. ;-) I'd say if your data tables were setup correctly then
a mail merge would be simple.

Here are a few articles on utilizing Access that you may find will
help you gain some insight on using a relational database:

Access Terminology and Relational Database Concepts
http://pubs.logicalexpressions.com/Pub0009/LPMArticle.asp?ID=73

Normalizing Access Data
http://pubs.logicalexpressions.com/Pub0009/LPMArticle.asp?ID=88

Access Data "Clean-up" Tips
http://pubs.logicalexpressions.com/Pub0009/LPMArticle.asp?ID=182

Also, if you have any Access questions then the folks over in the
Access newsgroups would be happy to lend a hand.
--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/