Exporting Data

Exporting is a way to output data to another database, so another database, application, or program can use the data. Export can be used in conjunction with the filter and query functions. FlexMail allows you to isolate a certain set of records using a filter or query and export only that set of records to a new file.

You can export data to a variety of supported databases and file formats. FlexMail contains built-in drivers that enable you to write the following types of data: Microsoft Access, dBase, Microsoft Excel, HTML, XML, and fixed-width and delimited text files.

Besides changing the database format during export you can select the fields you want to export and arrange the order of these fields within the records.

FlexMail allows you to export all or a portion of the currently linked database. If no query, sort, or filter is currently active, FlexMail exports all the records of the currently linked database. If a query, sort, or filter is active, FlexMail exports only the set of records resulting from that query, sort, or filter that are displayed in the datasheet.

To export records:

  1. Make sure the datasheet contains the records you want to export.

  2. Click the Export Data command in the Tools group on the Data Tools tab that is active when datasheet is shown.

    The Export Data wizard opens.

  3. In the first step of the wizard you specify the output format of the export file by selecting a name and file type for the destination file. Click Browse to navigate to the directory and select or enter a file name.

  4. Click Next.

    The Output Fields dialog of the wizard is displayed. The list contains all the fields in the currently linked data file. By default all are checked. Uncheck the fields that you do not want to copy to the destination file. Use the Move Up and Move Down buttons to change the order of the fields in the destination file.

  5. Click Next.

    The Error Handling dialog of the wizard opens. Through this dialog you can instruct FlexMail what you want to do when an error occurs during copying of the data to the destination file. See Error Handling for more information.

  6. Click Start to start the export.

    FlexMail begins exporting records and shows the progress of the export. At the end of the export process, the dialog box is replaced by the Export Results showing you a summary of the export results.

  7. Click Finish.

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