Contents of the README.TXT file
Saving Report Output to a File
Rather than previewing or printing a report in Microsoft Access, you may
want to save it in a file format that can be read by another program such
as a spreadsheet or word processor. By adding the Save Report As command
to your copy of Microsoft Access, you can save report output to the
following file formats:
* BIFF (binary interchange file format; Microsoft Excel version 3
* RTF (rich-text format; Microsoft standard document interchange)
* ASCII (American Standard Code for Information Interchange; text-only
To add the Save Report As command
1 Copy OUTPUTAS.DLL to the directory in which you store MSACCESS.EXE or
to your Windows directory.
2 Copy OUTPUTAS.MDA to the directory in which you store MSACCESS.EXE.
3 In the MSACESS.INI file (stored in your Windows directory), add the
following option to the [Libraries] section:
4 Also in the MSACCESS.INI file, create a new section with the following
Save Report As==SaveReportAs()
Note that you must enter two equal signs.
Before you can use the Save Report As command, you must restart
Saving a Report to a File Format
In Microsoft Access, you can create reports with complex layouts. However,
depending on which file format you save to, you may lose some or all of
the report's layout.
Using the Save Report As command, you can output data from a main report
but not from any subforms or subreports inserted in a report. Also, for
best results, make sure there are no overlapping controls in the
report. Although Microsoft Access includes the data from overlapping
controls in the file, you may not get the results you expect.
To save a report to a file format
1 Open the database that contains the report you want to save to a file.
2 From the Help menu, choose Save Report As.
3 In the Select Report dialog box, select a report from the list, and then
choose the OK button.
(If there are reports in the database but none are listed,
you need to be assigned Read Data permission on the MSysObjects
4 In the Output As dialog box, type a name in the File Name box or select
an existing file name from the list (if you want to overwrite it).
5 Select a file type from List Files of Type. Microsoft Access automatically
changes the extension of the file name to match the file type, but you
can override it by typing an extension in the File Name box.
6 If you want to save the file in a different directory and drive, select
them from the Directories and Drives lists, respectively.
7 Choose the OK button.
Saving to BIFF
When you save a report to BIFF, Microsoft Access includes only the data in
text boxes in the output. It preserves the data format (such as Currency)
and the text format (such as font, font size, and color). It also uses the
names in the ControlName property of the text boxes to fill the first row
in the spreadsheet. Because this file format creates one column in the
spreadsheet for each text box in the report, the overall layout of the
report may be lost.
Even if a value in a text box is longer than what can be displayed in the
text box, Microsoft Access includes the entire value. Note, however, that
Excel limits the number of characters in a cell to 255, so Microsoft Access
truncates text values longer than 255 characters when it creates the file.
Saving to RTF
When you save a report to RTF, Microsoft Access preserves the layout of the
report as much as possible. However, because Microsoft Word for Windows
works on a line-by-line basis, some reports may not look exactly like the
original Microsoft Access reports.
Microsoft Access includes the data in text boxes and the text in labels in
the file. It preserves the data format (such as Currency) and the text
format (such as font, font size, and color). If a value in a text box
is longer than what can be displayed in the text box, Microsoft Access
includes only the amount displayed in the text box.
Saving to ASCII
Saving a report to ASCII is similar to saving one to RTF. Microsoft Access
includes the data in text boxes and the text in labels in the file. It also
preserves the data format (such as Currency), but does not save text format
such as color, font, and font size.
If a value in a text box is longer than can be displayed in the text box,
Microsoft Access includes only the amount displayed in the text box.