Database Reference
In-Depth Information
Exporting to .pdf and .xps files
If you want people to be able to view a database object but not change it, save the object
in the Portable Document Format (PDF) or the XML Paper Specification (XPS) format. Both
the PDF and XPS formats are designed to deliver objects as electronic representations of
the way they look when printed. The data in .pdf and .xps files is essentially static, and con-
tent cannot be easily edited, so these formats are ideal for objects that will be part of legal
documents. Both types of files can easily be sent by email to many recipients and can be
made available on a webpage for downloading by anyone who wants them. However, .xps
files cannot be opened, viewed, or edited in Office 2013 programs
When you indicate that you want to export a database object in PDF or XPS format by click-
ing the PDF Or XPS button in the Export group on the External Data tab, the Publish As
PDF Or XPS dialog box opens so that you can select the destination location and format,
assign a name, and optimize the size of the file for your intended distribution method. Click
Options to display a dialog box in which you can specify the records or pages to include
in the PDF or XPS version of the object and whether to include or exclude accessibility
structure tags. When you click Publish, the object is saved with your specifications, and the
Export wizard gives you the opportunity to save the export steps.
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Another way to create a .pdf or .xps file is to display the Save As page of the Backstage
view, and in the File Types pane, click Save Object As to display the available formats in the
right pane. Clicking PDF Or XPS and then clicking the Save As button displays the Publish As
PDF Or XPS dialog box, in which you can save the file in the usual way.
Exporting to SharePoint lists
If you have permission to create content on a SharePoint site, you can export a table or
query database object to the site as a SharePoint list. The list content is static and will not
reflect changes made to the source table or query after the export operation. You can't
overwrite or add data to an existing list.
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You can export only one object to a SharePoint list at a time. However, when Access
exports a table, it also exports all related tables.
