How to Distribute a Microsoft Access Report

Microsoft Access is a powerful platform that helps you make data-driven decisions. But the reports you create are not for your eyes only! You can also share these reports with others in the company so that they can make good business decisions, answer questions, find alternatives and determine the best plans of action. 

We recommend adding a publication date when you create reports, as this will tell others the exact time and date the information is coming from. To do this, open the Access report in Design View. Click Date and Time in the Header/Footer group on the Design tab, and click the information you want to include. 

Below are step-by-step tips on how to distribute your Microsoft Access reports. 

Method 1: Send a Report Using the Email Command 

The fastest and easiest way to send a report is by using the Email command. In just a few clicks, Access will export the report and create a new message that you can customize based on the recipient. Here are the steps to follow. 

1. In the Navigation Pane, choose the report you want to send.
2. Select External Data > Email.
3. In the Send Object As dialog box, pick the format you want to use. PDF is typically most popular when sending reports, so it’s usually what we recommend. 
4. Access will now open a new email message in Outlook with the file attached. 
5. Add the recipient’s email address, along with a description and message. You don’t want the email to get lost in their inbox! You can send the report to one person or several. 
6. Click Send. That’s it – now your recipients will have a copy of your report to use at their discretion. 

If you want to automate this process to save time, there is a macro you can use – EMailDatabaseObject Macro Action. 

Method 2: Export a Report to a Folder or SharePoint 

Another quick and easy way to share a report is to export it to a folder or SharePoint document library. Here are the steps: 

1. In the Navigation Pane, choose the report you want to send. 
2. Select External Data > PDF or XPS.
3. Locate the folder using the navigation pane OR locate the SharePoint site by clicking SharePoint in the navigation pane. You can also enter the site URL in the box. 
4. Make sure the PDF file type is chosen in the Save As box. 
5. Type a new name in the File Name box (to change the name of the report). 
6. Optimize the report for either higher-resolution or lower-resolution files using Optimize For. 
7. Select Publish. Access creates the file. You can also open the file immediately after it sends by clicking the Open File After Publishing box. 

Distributing reports is fairly easy in Access, and it’s an important thing to learn. At some point, you’ll want to share your reports with others, and these are the fastest and easiest ways to do so! If you’re having trouble with any of these steps, contact Arkware. We are always happy to help!