Convert Pdf To Access Database

Summary:

Although it is a bit more difficult to convert PDF files into MDB files (.mdb is the file extension for Microsft Access databases), there indeed is a process to do so. There are two major ways to convert PDFs into Microsoft Access files. The first asks the user to purchase third-party software, while the second route may be accomplished for free.

Our today’s topic of discussion is about how to convert Access report to pdf file. Besides that you will get idea on how to import/export Access report to pdf and much more…!

  1. To convert PDF files into databases, remove all of the PDF formatting by creating a flat file. Next, import the flat file, containing the information in your PDF, into an Access database. After you add an attachment field to an Access table, you can import PDF files into any of the table's rows.
  2. On the File menu, click Open, and then click the file name for the Access 95 database that you want to convert. On the Tools menu, click Database Utilities, click Convert Database, and then click To Access 2000 File Format. In the Convert Database Into dialog box.

Many of you must have used MS Access to store several of your information but do you know you can add files to your Access database also? Well MS Access makes this tough task simple by defining a special attachment fields that hold complex data. If you are willing to use the PDF file in Access database then check out this post.

As it is specifically written with the main prospective to provide you all with every pinch of information regarding how to convert MS Access report to pdf file, Import PDF Files into Access Database and export Access report to multiple pdf files.

How To Import PDF Files Into Access Database

You can import pdf file in Access database simply by adding it from attachment field. Learn how it is to be done. Here we will perform this in two sections, so that you can understand it more clearly.

1: By Adding An Attachment Field

2: Add PDF To Table

Step 1: By Adding an Attachment Field

  1. At first open your MS Access database and after then go to the Navigation pane.
  2. Now make a right-click on the Access table within which you need to add your PDF document.
  3. Tap to the “Design View” option. You will see that Access will display a table having name of the field on it. Scroll down to this table and go to a blank row having no field name on it.
  4. Keep your mouse cursor on that particular row’s Field Name column. After then assign name for this attachment field. Suppose, you want to keep the field name PDF for easy identification then type PDF over there.
  5. Just next to the name you have recently assigned you will see one drop-down menu of Data Type will appear to you. So, from this drop down menu choose the “Attachment” data type. After then press the “Ctrl+S” for saving up all the changes done by you.

Step 2 :Add PDF to Table

After make the table in database it’s time to insert PDF document into Access Database table.

  1. From the menu bar of your Access database tap to the “View” tab. After then tap to the “Datasheet View.” Keeping your table in datasheet view, will help you in easy updating of the data in the table.
  2. Now come to that row which is having the record that you want to update. Suppose, you need to add your PDF document into the 20th row, then you need to scroll to that row.
  3. Go to the attachment field which you have added in the step 1. Now make double tap on that field for opening of the dialog Window of Attachments.
  4. Hit on the Add option and this will open the Window of Choose File. From this Window you can choose your PDF attachment file.
  5. After the selection of the PDF file you want to add in your Access table. Tap to “Open” button and then on “OK” option.

You will see that your PDF file is get added into the row of the table which you have selected.

How To convert Access Report To PDF

After learning how to open or import pdf file in Access database. It’s time to move into our next section i.e how toconvert Access report to PDF file.

Here is the step to convert Access report to pdf file. Follow it carefully:

  • Open your Access report.
  • After then go to your Access database menu bar Ribbon. Here tap to the External Data tab and then from the Export group choose the PDF or XPS option.
  • Choose the file or folder path where you want to save your Access pdf file.
  • After then tap to the Publish.
  • Tapping to the publish option will automatically open Access report in PDF file format.

All done…! Now you can see that your Access report is successfully converted to PDF file format.

Isn’t it easy…!

If you need to perform this task on regular basis then it becomes quiet irritating to perform this manual step. At that time you need some simple solution. With which in just one single click you can immediately export Access report to PDF file.

So, in our next step we will learn how to export Access report to PDF using VBA.

How To Export Access Report To PDF File Via VBA

In this section of my post you will learn about how to design a VBA function that help you to convert Access report to PDF file in just one single click of the button.

Now you need not to go every time on your Access menu bar to convert Access report to pdf.

Steps For Making A VBA Function Which Saves The Access Report In PDF File Format

1. Add One Command Button Within Your Report

Try the following method if you are already having an Access report. If it’s not then make it first.

Open your Access database design view and then add one button on Report header section. Just as shown in figure.

Assign the name of this button as cmd_exportPDF. For this perform the following steps:

  1. In the design view, choose the button.
  2. Press the ALT + Enter button from your keyboard to open the Property Sheet.
  3. Now tap to the Other tab and then on the Name
  4. After then you need have changed your Name value to this; cmd_exportPDF.

2. Add code for the command button

For adding up the code, you firstly need to add one On_Click event on the button.

  1. Keeping the above cmd button selected, once again go to the Property Sheet.
  2. Tap on the Event
  3. Search for On Click and then select…
  4. You will see a Choose Builder menu gets pops up on your screen. Select Code Builder and tap to the OK
  5. After this VBA Editor gets open on your screen.

You have to just copy the below code.

Remember: you have to update the values for file name & folder Path. You can see in the comment section, each one have an asterisk (*).

Function FileExist(FileFullPath As String) As Boolean
Dim value As Boolean
value = False
If Dir(FileFullPath) <> “” Then
value = True
End If
FileExist = value
End Function

Private Sub cmd_exportPDF_Click()

Dim fileName As String, fldrPath As String, filePath As String
Dim answer As Integer

fileName = “Member Contact Details” ‘filename for PDF file*
fldrPath = “C:UsersJessicaDesktopPDF Exports” ‘folder path where pdf file will be saved *

filePath = fldrPath & “” & fileName & “.pdf”

‘check if file already exists
If FileExist(filePath) Then
answer = MsgBox(prompt:=”PDF file already exists: ” & vbNewLine & filePath & vbNewLine & vbNewLine & _
“Would you like to replace existing file?”, buttons:=vbYesNo, Title:=”Existing PDF File”)
If answer = vbNo Then Exit Sub
End If

On Error GoTo invalidFolderPath
DoCmd.OutputTo objecttype:=acOutputReport, objectName:=Me.Name, outputformat:=acFormatPDF, outputFile:=filePath

MsgBox prompt:=”PDF File exported to: ” & vbNewLine & filePath, buttons:=vbInformation, Title:=”Report Exported as PDF”
Exit Sub

invalidFolderPath:
MsgBox prompt:=”Error: Invalid folder path. Please update code.”, buttons:=vbCritical

End Sub

Convert pdf to access database download
These lines of code will:
  1. Check whether the PDF file having the same file name already present within the specified folder.

If it is there, then you will get a prompt message asking regarding the replacement of old file with the new one will comes up on your screen.

At this time if you select the “yes” option then your export Access report PDF process will be continued. If you press the “No” option then the process of conversion will be stopped.

  1. Suppose you have entered one folder path which doesn’t exist. At that time you will get a message regarding updating the folder path specified in the code. The process of exporting access reports to PDF will not be continued until and unless it is been corrected.
  2. After the successful exportation of the Access report, you will get a message indicating that “your PDF file is successfully saved now”.

Now it’s time to make a trial to your button.

Points To Remember While Converting Access Report To PDF File

Tips:

  • If you are in Access Design mode, then you can see any of your PDF file just making double tap on the field having the PDF. After then tap to the “Open” option.
  • An icon of paper clip appears on the field having attachments. It will also show the number of attachments in that particular field.
  • After the attachment of the field in the table, it’s impossible to convert it into some other data type. So, delete that particular field if you don’t require it.

Wrap Up:

Now you must have got enough idea on how to use PDF file with Access database. So, perform any operation of converting, importing and exporting of PDF file in your Access database effortlessly.

If you are finding, theses manual steps tricky and tough then you can approach for online conversion of Access file to pdf using the Access to PDF converter online.

If meanwhile performing these steps, unfortunately, if you encounter any issue then share it with us. So, that I can help you out to fix that.

Still having issues? Fix them with Stellar Repair for Access:

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Pearson Willey

Pearson Willey is a website content writer and long-form content planner. Besides this, he is also an avid reader. Thus he knows very well how to write an engaging content for readers. Writing is like a growing edge for him. He loves exploring his knowledge on MS Access & sharing tech blogs.

How to convert Access databases of the .mdb file format to the 2013, 2016, 2019 and Access for Microsoft 365 .accdb format.

Last updated on 2021-05-20 by David Wallis.

Perface

Conversion of an out-of-date database to the latest version of Microsoft Access very rarely is a straightforward, error-free process.

Convert Pdf To Access Database File

I can assess your Access databases for what it will take to convert them; can perform the conversion for you; and will be pleased to work with you if you want to include improvements as part of the process.

For my observations on the conversions of specific databases, please follow these links:

  • Converting Access 2007 Databases.

Background to the Versions of Access

Microsoft is encouraging you to migrate all Office applications to Microsoft 365. Rumours about the demise of Access have been about for years, but it’s still there in Microsoft 365.

Mainstream support for Access 2016 ends in October 2020. Extended support will continue until 2025.

Mainstream support for Access 2013 ended in 2018. Extended support will end in 2023.

Mainstream support for Access 2010 ended in 2015, with extended support ending in October 2020. Hence, after 2020 there will be no support from Microsoft and no security updates or fixes.

2017 marked the very end of support for Access 2007.

2014 marked the very end to Microsoft’s support for Access 2003.

Support for Access 2002 finally ended years ago.

For Access 2000, years ago.

Access 97 support ended years ago, but I’m still receiving requests from all over the world to bring Access 97 databases up-to-date.

Support for Access 95 ended in about 1995, but like requests for Access 97 conversions, I’m still receiving them for Access 95.

Potential Security and Confidentiality Issues

Any database that has not been created using Access 2010 or later, or has not been converted accordingly, has become a potential security risk.

Such a risk represents a failure to meet the requirements of certain auditing bodies — anything that relates to the Data Protection Act, for example (with the possible consequence of withdrawal or suspension of certification).

Microsoft recommends migration to the current version of Access before the end of their support period.

Converting Databases to Access 2010, 2013, 2016, 2019 or Access for Microsoft 365

Access 2010 will recognise Access 2007 databases and provide for their conversion. Access 2013, 2016 and 2019 may not; but they’ll recognise Access 2010 conversions. So, if you need them there are stepping stones to bringing pre-Access 2010 databases up to Access 2013, 2016, 2019 or Access for Microsoft 365.

If Access 2013, 2016, 2019 or Access for Microsoft 365 won’t recognise your .mdb, a first possible conversion route from .mdb-type to .accdb-type database is this:

.mdb MSA 2007 .accdb MSA 2010 MSA 2013/2016/2019.

Clients of mine, who attempted conversions themselves, reported that the process did not complete without errors. In a number of cases Access froze during the conversion and refused to budge.

Even if you complete the process, not all conversion errors get logged as part of the process. So you’re left not knowing exactly what might have gone wrong with the conversion. Some clients have told me of errors emerging after a converted databases had been in full use for a time.

Based on experience gained through numerous conversions, I’ve put together routines for trapping errors and dealing with them as part of the conversion process.

Menus, Toolbars and Ribbons

Access 97, 2000, 2002(XP) and 2003 had menus and toolbars.

Access 2007 replaced menus and toolbars with the user interface ribbon.

The ribbon features across Access 2010, 2013, 2016, 2019 and Access for Microsoft 365.

If the database you’re intending to convert has custom menus and toolbars, then be prepared to do some reading up on how to accommodate these.

Unless your converted database is for very short-term use only, I recommend going for a ribbon-only conversion, dispensing with menus and toolbars altogether.

User-Level Security — the MDW File

User-level security provided for permissions to be allocated to users of a database, determining what rights they have to work with or change the Access objects that comprise the database and the data it contains.

For old databases, using the mdb file format, user-level secuiry could be provided by an accompanying file of the mdw format.

mdw user-level security was removed as a feature from Access 2007 and its new file format.

Access 2007 introduced new file formats — including accdb — none of which would accommodate user-level security and would not recognise any mdw file.

If the database you want to convert has security applied to it by means of an mdw file, you will need to know the user name and password of the person who has full administrative rights to the database. If you don’t know these, you’ll need to ascertain them from someone who does.

Improving Your Database and What You Get From It

If now you’re upgrading to Access 2013, 2016, 2019 or Access for Microsoft 365, or short-term to Access 2010, then you may have many ideas about improving it for its users and for gaining more out it in pursuit of improved business performance.

As part of your conversion process you might consider adding beefed up analysis and reporting in order to increase returns from your investment.

Perhaps, therefore, this is the best time to review the database with an upgrade in mind.

Please call +44 (0)1732 833085 or email [email protected] if you want someone with ideas from the outside to join in brainstorming the possibilities.

Help Converting Access Macros and VBA Code

There are changes in macro functionality, and in the Access Visual Basic for Applications (VBA) programming language, as you move up through the versions. Some of these changes are quite major ones. Some offer increased functionality that you may wish to exploit as part of a conversion upgrade.

Access’s convert-database feature takes a stab at converting your macros and VBA code. In my experience, conversions are very far from perfect. In many instances conversion errors result from poor implementation in the original database, something with which a push-button conversion is not going to cope.

You might want to talk to me before you press the button or if you want help with programming in general.

Converting Access MDE Files

Check the extension to the name of your database file. Does it take the form DatabaseFileName.mde? If it does, then converting it is difficult.

Ideally, if you can obtain a copy from the developer of the original DatabaseFileName.mdb, then things get easier.

If you’re stuck with a database in the form of an MDE file, there are utilities advertised that claim to unlock MDEs. Once unlocked, so the claim goes, you can make changes to your MDE.

I’ve tried one unlocker program that gets mentioned a lot on the web. In those Access 97 and 2003 MDEs that I’ve “unlocked” using it, the conversion did not go perfectly and none of the VBA code residing in modules became accessible.

There is at least one company on the web advertising specialist MDE to MDB conversion services, including the full recovery of VBA code. If your database is of significant value, then the cost of having an MDE reverse engineered may be worth considering, balancing it against the cost of a re-write.

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