Click on the EXTERNAL DATA tab on the Access Ribbon and then click on the EXCEL button under the EXPORT section of the Ribbon (see Figure 1). The EXPORT EXCEL SPREADSHEET window opens. Click the BROWSE button and select the location and file name you want to use for the new Excel file you are about to create.
In the next drop-down box, choose the FILE FORMAT you wish the Excel file to have. Your choices include an Excel 2007 Workbook, an Excel 97/2003 Workbook, an Excel 95 Workbook, and an Excel Binary Workbook. The choice you make depends on your particular needs and the version of Excel you or someone else will use to do whatever it is you want to do with the data in Excel.
Below that drop-down box, you have several more option from which to choose. It is beyond the scope of this article to discuss every option but suffice it to say that the options should not provide too much difficulty.
For example, one option gives you the ability to preserve formatting and layout while another offers you the ability to export only certain records. The choices you make here are determined by what data you need, what format you need them in, and what you will be doing with the data after the export is complete.
After choosing your options, click on OK. Access 2007 then gives you the option of saving your export steps. If you export data often using the same options each time it may be worth your while to save the steps and avoid having to repeat them each time you export data to Excel (or another file format).
Then, click on CLOSE and the export is complete. Go to where you told Access to save your new Excel file and open it up. Here you will see whether the data export from Access was successful and gave you what you expected. If not, make note of each change you would like to make and make the necessary adjustments in your Access database. Then, complete another export and see if you get what you wanted. Likely, it will take only one try for you to get the Excel file the way you need. However, extremely large database and database with lots of different types of data are more likely to cause problems.