OutputTo Action

Description

You can use the OutputTo action to output the data in the specified Microsoft Access database object (a datasheet, form, report, or module) to a file in Microsoft Excel 97 (*.xls), MS-DOS text (*.txt), or rich-text (*.rtf) format. You can also output to a file in HTML (*.html) format, to files in Microsoft Internet Information Server (*.htx, *.idc) format, or to a file in Microsoft ActiveX Server (*.asp) format. Files in Microsoft Internet Information Server format can also be used with Microsoft Personal Web Server.

Setting

The OutputTo action has the following arguments.

Action argument	Description

Object Type	The type of object containing the data to output. Click Table (for a table datasheet), Query (for a query datasheet), Form (for a form or form datasheet), Report, or Module in the Object Type box in the Action Arguments section of the Macro window. You can't output a macro. If you want to output the active object, select its type with this argument, but leave the Object Name argument blank. This is a required argument. The default is Table.
Object Name	The name of the object containing the data to output. The Object Name box shows all objects in the database of the type selected by the Object Type argument.
	If you run a macro containing the OutputTo action in a library database, Microsoft Access looks for the object with this name first in the library database, then in the current database.
Output Format	The type of format you want used to output the data. You can click HTML (.html), Microsoft ActiveX Server (.asp), Microsoft Excel (.xls), Microsoft IIS (.htx, .idc), MS-DOS Text (.txt), or Rich Text Format (*.rtf) in the box. Modules can be output only to MS-DOS text format. Microsoft Internet Information Server and Microsoft ActiveX Server formats are available only for tables, queries, and forms. If you leave this argument blank, Microsoft Access prompts you for the output format.
Output File	The file you want to output the data to, including the full path. You can include the standard file name extension (.asp, .htm or .html, .htx, .xls, .txt, or .rtf) for the output format you select with the Output Format argument, but it's not required. If you output to Microsoft Internet Information Server or Microsoft ActiveX Server files, Microsoft Access will always create files with the standard .htx and .idc or .asp file name extensions. If you leave the Output File argument blank, Microsoft Access prompts you for an output file name.

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Auto Start

Specifies whether you want the appropriate application to start immediately after the OutputTo action runs, with the file specified by the Output File argument opened. If you select Yes, one of the following applications starts with the output file from the Microsoft Access object opened: Microsoft Excel (for .xls files), Microsoft Windows Notepad (for .txt files), or Microsoft Word (for .rtf files). For .html files, your default Internet browser (such as Microsoft Internet Explorer) starts. This argument is ignored for Microsoft Internet Information Server and Microsoft ActiveX Server files. If you select No, the application doesn't start. The default is No.

Template File

The path and file name of a file you want to use as a template for an .html, .htx, or .asp file. The template file is a file containing HTML tags.

Remarks

The Microsoft Access data is output in the selected format and can be read by any application that uses the same format. For example, you can output a Microsoft Access report with its formatting to a rich-text format document and then open the document in Microsoft Word.

If you output the database object to HTML format, Microsoft Access creates a file in HTML format containing the data from the object. You can use the Template File argument to specify a file to be used as a template for the .html file.

If you output the object to Microsoft Internet Information Server format, Microsoft Access creates two files:

An .idc file, which contains information on how to connect to an ODBC data source, and an SQL statement to execute against this data source. In this case, the Microsoft Access object you're outputting contains the data defined by the SQL statement and the current Microsoft Access database is the ODBC data source
An .htx file, which specifies how to format data returned from the SQL statement specified in the .idc file as an HTML document. You can use the Template File argument to specify an .html file to be used as a template for the .htx file.

Microsoft Internet Information Server uses the .htx and .idc files to create an .html file with the data in the Microsoft Access object you output.

If you output the database object to Microsoft ActiveX Server format, Microsoft Access creates a file in .asp format which contains information on how to access and format the object's data. Microsoft ActiveX Server uses the .asp file to create an .html file with the data in the Microsoft Access object you output. You can use the Template File argument to specify an .html file to be used as a template for the .asp file.

The following rules apply when you use the OutputTo action to output a database object to any of the output formats except Microsoft ActiveX Server (some of these rules also apply to the Microsoft ActiveX Server format):

You can output data in table, query, and form datasheets. In the output file, all fields in the datasheet look as they do in Microsoft Access, except fields containing OLE objects. The columns for these fields are included in the output file, but the fields are blank.
For a control bound to a Yes/No field (a toggle button, option button, or check box), the output file displays the value –1 (Yes) or 0 (No).
For a text box bound to a Hyperlink field, the output file displays the hyperlink for all output formats except MS-DOS text (in this case, the hyperlink is just displayed as normal text).
If you output the data in a form in Form view, the output file always contains the form's Datasheet view.
If you output the data in a report, the only controls that are included in the output file are text boxes (for .xls output files), or text boxes and labels (for .rtf, .txt, and .html output files). All other controls are ignored. Header and footer information is also not included in the output file. The only exception to this is that when you output the data in a report to a Microsoft Excel file, a text box in a group footer containing an expression with the Sum function is included in the output file. No other control in a header or footer (and no aggregate function other than the Sum function) is included in the output file.
Subreports are included in the output file, but subforms aren't.
When you output a datasheet or form in HTML format, one .html file is created. When you output a report in HTML format, one .html file is created for each page in the report.

Tip If you output the data in a report to an output file and the columns and rows of data in the output file don't align as in the report, the following tips may help:

You can point to Size on the Format menu, then click To Fit to size the controls.
You should avoid overlapping controls or placing controls too close together.
You can point to Align on the Format menu, then click the appropriate command to align the controls on the report. Controls that aren't aligned in the same row may be placed in separate rows in the output file, causing additional spacing.

The OutputTo action is similar to clicking Save As/Export on the File menu, selecting the To An External File Or Database option, and selecting the Save Formatted check box in the dialog box that's displayed. The action arguments correspond to the settings in the Save As/Export dialog boxes. The Save As/Export command, however, applies only to the object selected in the Database window. By using the OutputTo action, you can specify the object you want to output.

Note You can output the selected data with the Save As/Export command. However, this functionality isn't available with the OutputTo action.

You can also point to Office Links on the Tools menu, then click Analyze It With MS Excel or Publish It With MS Word to output a database object, and open the output file immediately in Microsoft Excel or Microsoft Word. You can also click Save As HTML on the File menu, which runs the Publish to the Web Wizard, which you can use to output a database object to an .html file, to .htx/.idc files, or to an .asp file.

To run the OutputTo action in Visual Basic, use the OutputTo method of the DoCmd object.