4 Easy Tricks To Export Data To Excel

Summary: Our today’s tutorial will help you all in exploring your knowledge regarding how to export data to Excel. As it covers 4 possible ways to export data to Excel, and also give you some easy tips to tackle issues rendered meanwhile the process.

How To Export Data To Excel

Take a quick glance over the different methods we are going to discuss for exporting Data To Excel.

How To Export Data To Excel

Method #1: Using Export Wizard

Method #2: Exporting Data To Excel From A Button

Method 3# Exporting Report Data To Excel

Method 4# Export SQL Data To Excel

Let’s  talk about all these methods in detail….!

Method #1: Using Export Wizard

In our first method we will learn to export data to Excel using the Export wizard. Here we will consider exporting Access data to Excel.

Steps To Export Access Data To Excel Using Export Wizard

Export Access Data To Excel

  1. First of all, close the previously opened Excel workbook before starting up the exportation process.
  2. Now go to the navigation pane of your source Access database and make a selection of the object you need to export.
  3. Tap to the External Data tab and then go to the export group. From this group hit the Excel icon.
  4. After that, you will see that on your screen a dialog box of Export – Excel Spreadsheet appears opened. Assign file name for your excel workbook. Generally, Access makes use of the source object name. If you are willing to modify it then you are free to do so.
  5. Now in the box of File Format, choose file format which you need.
  6. Suppose you are approaching to export query or table. Besides that, if you are willing to export the formatted data then choose the option Export data with formatting and layout.

Note:  at the time of exporting report or form, this option of Export data with formatting and layout seems unavailable or dimmed to you.

  1. If you want that your destination Excel worksheet will open automatically after the exportation process. Just put a check sign across the “Open the destination file after the export operation is complete”

If your source objects are already open or in the view you have chosen single or multiple records before the beginning of the export procedure. Then you can choose the “Export only the selected records” option.

But for exporting the entire of your records present in the view, you need to leave the Export only the selected records checkbox empty.

Remark: Export only the selected records checkbox seems unavailable to you if no records are chosen.

  1. Tap to the OK option.

If unfortunately, the export data to the Excel process fails due to some error then your Access application will throw a message regarding the cause of exportation error.

If no error found then successful the task of exporting Access data to Excel accomplished. And automatically your destination Excel workbook after exportation gets opened on your screen.

Method #2: Exporting Data To Excel From A Button

Exporting Data To Excel From A Button

Our second method of exporting data to Excel from a button is quite fast and automated one for getting results quickly into Excel.

Note :

Performing this method will remove any leading zeros because data is exported from the result set. So, you will only get the raw data excluding any subtotals or columns from the report.

  1. First of all visit the User Queries Window and now from Tools menu, make a selection for the “Design Mode” or just make a tap on the “Design Mode” button.
  2. Make a right-click over the Window section where you need to place the button at first. Or from the shortcut menu tap to the “Create button…” option.
  3. After then tap to the button “Edit Text” option. Here you can assign a name for the button and can also do the formatting of the display button.

Using the left color button you can make changes in the text color whereas using the right color button you can modify the background color. After completing all theses task tap to the OK option present within this opened dialog box of edit text.

  1. Now from the drop-down list present within the “Link to” section, make a selection for the query which you want to get run through the button.
  2. From the section “Output to” you need to choose the “Application” button.
  3. When all the above things are done then just make a tap to the [OK] button present in the Create Button dialog box.
  4. Now it’s time to take an exit from the Design Mode. For this just go to the tool menu and select the design mode.
  5. For saving up your created button. You need to go to the File menu and then tap to the “Save” option.
  6. it’s time to check the button whether it’s working or not. So, make a tap to the created button, and you will see that it will run the query. And very soon you’re the button will automatically export data to Excel.

Method 3# Exporting Report Data To Excel

Exporting Report Data To Excel

Before beginning the process of exporting data to Excel, just make a check whether the Excel export settings appropriately configured or not.

Configuring Excel Export Settings

You are allowed to choose the Excel file format on which the report will get exported. It can be either .csv or .xml.  Suppose, if you are choosing .csv then you can select for the character that is been used like a separator in the exported CSV files.

Here are the steps to configure the setting of Excel export:

  1. Select the Settings_icon icon present at the top-right corner of the page. After then choose the Settings option.

Exporting Report Data To Excel 1

  1. Now from the field of Report Excel Export Format, select the appropriate Suppose you are using the Excel XP or latest versions then choose the .xml format. But if you are using an older excel version then select the .csv format.

Exporting Report Data To Excel 2

  1. Suppose you have chosen the .csv Then in that case enter the character which must be used like field separator within the reports which get exported to Excel. By default, the field seems already set here is comma (,).
  2. Choose the option Compress Excel Email Attachment for compressing the email attachments and send it in .zip files format. Well, it’s a very useful step for decreasing the file size of large reports.
  3. Tap to the Save option.
Exporting Data To Excel

In order to export data to Excel perform the following steps:

  1. Open the Reports whose data you are willing to export.
  2. At the top right corner, you will see this type of Excel export icon. So, tap on it.

You will see that after completion of the step Excel file will get generated.

Method 4# Export SQL Data To Excel

Export SQL Data To Excel

You can perform the task of Exporting SQL Data To Excel using the SQL Server Import and Export Wizard.

This wizard feature is an offer by the SQL Server Management Studio (SSMS). Using this feature one can easily perform the task of exporting SQL data to Excel.

  • Open the SSMS (SQL Server Management Studio) and get connected to your database.
  • In the object explorer, search for Server Database in which you need to export into Excel. After getting it, make a right tap on it. And then choose the Tasks > Export Data for exporting up the table data in SQL.

 After doing this on your screen SQL Server Import and Export Wizard appears open in your screen.

Export SQL Data To Excel 1

  • Click over the Data source drop-down button for choosing the data source which you need to copy. From this drop-down menu you have to choose the “SQL Server Native Client 11.0” option.

Within the drop-down box of sever name choose the SQL Server instance. Whereas, in the Authentication section choose authentication for the connection of data source. After then from the drop-down box of Database select the database from which you need to copy the data.

When all things get done just press the “Next” option.

Export SQL Data To Excel 2

  • The next window which you will get now on your screen is of “Choose a Destination”. In the opened choose a Destination box, for the destination boxes, just make a selection for the Excel After then assign the Excel file version and path as per your need. Filling all the data tap to the “Next” button.

Export SQL Data To Excel 3

  • Next opened Window is of “Specify Table Copy or Query”. Here you have to select the option “Copy data from one or more tables or views”. After then tap to the Next button.

Export SQL Data To Excel 4

  • In the next opened Window of “Select Source Table and Views” you can make a selection for one or more views and tables from which you want to export SQL data to Excel.Export SQL Data To Excel 5

Tap to the preview option to take an easy preview of data which will get generated to Excel file. To move for the further step choose the next option.

  • Now on your screen, a Window of “Save and Run Package” appears. In this, you have to choose the “Run immediately” option and then press the “Next” button.

Export SQL Data To Excel 6

  • The next Window that appears now is of “Complete the Wizard”. In this Window, you can take a quick recap over the step you have performed till now. If you find everything all OK then press the Finish Tapping to this will start the Exporting Of SQL Data To Excel.

Export SQL Data To Excel 7

  • In the next Window, you can watch the exporting process. After the completion of this, tap to the drop-down button present next to “Report”.

Export SQL Data To Excel 8

  •  From the drop-down you have to choose the “save report to file…”(with notepad or Excel) for saving up the report. Out of this notepad and Excel, you have to choose the Excel for the target file.

Export SQL Data To Excel 9


Microsoft Excel is a very crucial file and a minor mistake can take over your entire Excel workbook and the data stored in it. So, it’s highly recommended to handle Excel files carefully and backup your Excel data regularly to avoid data loss in the future.

If, in case you have any additional questions regarding exporting of data to Excel, do tell us in the comments section below.

Good Luck….

Priyanka is an entrepreneur & content marketing expert. She writes tech blogs and has expertise in MS Office, Excel, and other tech subjects. Her distinctive art of presenting tech information in the easy-to-understand language is very impressive. When not writing, she loves unplanned travels.