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Exporting PIMS Reports (Microsoft Access 2007)

RR 6/5/09

PIMS sites who have “upgraded” to Microsoft Access 2007 have sometimes experienced problems with exporting PIMS reports.  While I want to make every effort to make PIMS compatible with Access 2007, the problems seem to reside with Access itself and not PIMS.

Updating Microsoft Access

 

Microsoft has partially fixed the problem, but you need to make sure you have upgraded to at least Service Pack 2 for Access 2007.  To do this:

  1. Go to http://www.microsoft.com/downloads/details.aspx?FamilyId=B444BF18-79EA-46C6-8A81-9DB49B4AB6E5&displaylang=en
  2. Click the Download button.  This is a big file and could take 30 minutes or more to download.
  3. Double-click on the setup tool for the upgrade (it should look like a computer icon on your desktop)

As it’s possible that Microsoft will release newer updates in the future, a more comprehensive approach is to check for all Microsoft Office updates (this is recommended for IT specialists):

  1. Open Microsoft Access (usually found through the Start menu, then All Programs, then Microsoft Office, then Microsoft Office Access 2007
  2. Click on the Microsoft Office button in the upper left corner
  3. Click on the Access Options… button
  4. On the left hand side, click on the Resources tab
  5. Under About Microsoft Office Access 2007, you should see the version number for Microsoft Access.  As of 6/3/09, you should see at least the version Access 2007 SP2
  6. Click on the Check for Updates button

You can also download an add-in that will enable you to export to PDF, which is a useful format if you want to share an electronic copy of your report with someone who doesn’t have PIMS.  To do this:

  1. go to http://www.microsoft.com/downloads/details.aspx?familyid=4D951911-3E7E-4AE6-B059-A2E79ED87041&displaylang=en
  2. Click the Download button.
  3. Double-click on the setup tool for the upgrade (it should look like a computer icon on your desktop)

Exporting PIMS Reports

 

On my computer, I still ran into some problems even after completing the upgrades.  For example, if I tried to export to Excel by going to Add Ins -> Export -> Analyze it with Microsoft Excel, you may get an error, “The format in which you are attempting to export the current object is not available.”  If I tried Export… I got an error, “You tried to perform an operation involving a function or feature that was not installed in this version of  .”

Following is the best strategy I could determine for exporting into each format.  If you determine a better process, please let me know and I will update these instructions accordingly.

Format

Use this option if…

How to Export

Microsoft Word

You want to create an editable report for sharing

Go to Add Ins -> Export -> Publish it with Microsoft Word

Microsoft Excel (Option 1)

You want to be able to sort or make calculations on your data

  1. Go to Add Ins -> Export -> Publish it with Microsoft Word
  2. From Word, copy and paste into Microsoft Excel

 

Microsoft Excel (Option 2)

You want to be able to sort or make calculations on your data

  1. Go to Add Ins -> Export -> Mail Recipient
  2. Choose Microsoft Excel 2003 format and click OK.  Microsoft Outlook will open with the Excel spreadsheet as an attachment.
  3. Double-click on the attachment.
  4. Save the attachment to your desktop.

 

PDF

You want to preserve all the formatting of a Microsoft Access report, but don’t need to make any edits

  1. Go to Add Ins -> Export -> Mail Recipient
  2. Choose PDF format and click OKMicrosoft Outlook will open with the Excel spreadsheet as an attachment.
  3. Double-click on the attachment.
  4. Save the attachment to your desktop.

 

 


 
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