Convert Access to PDF File With All Database Objects

Outline: In this write-up, we will discuss the different solutions to answer the question of “How to convert access to PDF file format?” Further, we will gain some knowledge on the manual (free) and expert solutions to migrate your access database file to PDF. 

Whether, you are a professional data analyst, business owner, or novice, the requirement to transfer access files to PDF format is invaluable. On one hand, Microsoft Access is well known for its robust database management system. Moreover, it is an essential platform to facilitate the creation of comprehensive reports, forms, and queries for better data analysis. However, on the other hand, if you are looking for a universal medium to share these insights with the stakeholders. Then, the universally accessible format “Portable document format” PDF is the option to go with. 

With the advancement in technology, multiple methods have evolved to mitigate the problem to change the Access file to PDF file format. Let’s have a look at the most significant solutions for a seamless conversion. Here, methods leverage both built-in features of Microsoft Access and external tools.

How to Convert Access File to PDF Using Microsoft Access?

Microsoft Access offers a built-in option to convert access to .pdf file format. This method is simple to use, allowing you to save the reports, database tables, forms, or queries as PDF files within the Access environment. If you are looking for a free and straightforward solution, this approach is a go-to choice. 

• Launch the Microsoft Access application.
• Next, add the Access (MDB/ACCDB) file that you want to convert into PDF format.
• After that, go to the database tables, reports, or indexes you wish to migrate. 
• Then, navigate to the “File” menu at the top-left corner of the Access window.
• From the available File menu, choose the “Save As” option.
• Henceforth, under the “Save as type” dropdown menu, choose the “PDF (*.pdf)” export option.
• Fill the name of the PDF file in the “File name” field.
• Now, browse to the location where you want to save the PDF file.
• Lastly, hit on the “Save” button to save the Access file as a PDF.

Convert Access to PDF Document through VBA Macros

For those who are advanced and technical users seeking automation and customization, this particular method is appropriate. In this section, you will discover about the usage of Visual Basic for Applications (VBA) macros. Hence, now by writing custom scripts, you can direct the conversion process with some formatting options. Copy the VBA code given below and convert Access report to PDF using VBA. 

Here are the steps for execution:

Open Microsoft Access.

Next, press “Alt” + “F11” to open the Microsoft Visual Basic for Applications (VBA) editor.

Then, create a new module. By clicking on the “Insert” in the menu bar and selecting “Module” in the VBA editor.

After that, write VBA code to export the desired database report or form to PDF format. Here’s an example code snippet to convert a report named “Report1” to PDF:

Sub ExportToPDF()

    DoCmd.OutputTo acOutputReport, “Report1”, acFormatPDF, “C:\Path\To\Your\PDF\File\Report1.pdf”

End Sub

Don’t forget to replace “Report1” with the name of your report and “C:\Path\To\Your\PDF\File\Report1.pdf” with the desired location and filename for the PDF file.

Close the VBA editor.

Run the macro by pressing “Alt” + “F8“, selecting “ExportToPDF“, and clicking “Run“. This will execute the VBA code and export the specified report or form to PDF format.

Also Read: Different Ways to Convert Access to Excel file.

Limitations in the Above Manual Methods to Convert Access to PDF File

Free solutions are easily accessible to save the Access files as .pdf format but come with several shortcomings as given below:

• Limited customization options for PDF output format.
• May not handle complex reports or forms with advanced formatting well.
• Requires Microsoft Access software.
• Needs proficiency in VBA programming.
• Limited flexibility in handling complex scenarios via VBA Marco.
• Using the VBA approach for conversion might not support all types of Access objects or data structures.

How to Convert MS Access Database to PDF File Format? – An Expert Guide

Though the above method to convert access to PDF file is easy to find but poses risks of data loss and corruption and other challenges aforementioned. So, in lieu of the manual solutions, we suggest a trustworthy solution: The access converter tool. This application is approved by the experts for a swift and hassle-free migration process. 

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Furthermore, this utility not only export Access file reports, forms to PDF files but also supports other formats such as CSV, ACCDB, MDB, Online/Live SQL Server, and more. Besides this, using this software, you can also recover deleted or corrupted database objects from .accdb/.mdb files. Follow the steps shown below to complete the migration of data.

• Download and open Access Converter software from the Start menu.

• Browse and select the corrupt Access MDB/ACCDB file.

• Click Recover to start data recovery and database conversion.

• Review table details on the left pane after recovery.

• Export the files by clicking on the Export button.

• Select Export (.xls) format from the Export options dropdown.

• Choose Schema options and click Export/Save.

• Once you get the Excel file. Next, open it and go to File → Save as → PDF (.pdf) file format.

Final Takeaway

In this piece of information, we have delved into manual and automated solutions to convert access to PDF file format. However, while the readily available approaches are easily accessible and free, but come with notable limitations as outlined in the aforementioned section. As a result, you can rely on or place your trust in the MSOutlookTools Access converter tool to save the Access file reports, forms, and other database objects as PDF file.