access 2007 vba -using excel templates to create formatted worksheets filled with access data

8/17/2019 Access 2007 VBA -Using Excel Templates to Create Formatted Worksheets Filled With Access Data

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Using a query as a data source allows you to combine data from multiple tables and also

to format data as you want it to appear in the target worksheet, using data type conver-sion functions such as CDate, CCur, or CStr.

With a few clicks, you can resize the worksheet columns as needed, edit the column headers asneeded, and make the column header row bold, and a plain but serviceable worksheet (Figure 3.4)is ready for use.

FIGURE 3.4

The exported worksheet with a little formatting applied manually.

Using Excel Templates to Create FormattedWorksheets Filled with Access DataIf you want to produce a more formatted worksheet, you can prepare an Excel template and formatit as needed — for example, adding a large, centered title and column headings with appropriatetext, perhaps in a larger or bolder font than the data area. Then, instead of using the Excel com-mand on the Ribbon, use VBA code to export the Access data row by row to the data area of a newworksheet created from the template. I created a set of queries for archiving data, again using thesample Northwind data, and a dialog form (fdlgArchiveOrders) that allows the user to select a date

range for archiving Orders data, as shown in Figure 3.5.

Note the calendar icon next to the date controls (it appears when a control bound to a

Date field has the focus). Clicking the icon opens a calendar for selecting a valid date,as shown in Figure 3.6. The new calendar pop-up is definitely useful, though selecting a date far in thepast can be tedious, because there is no way to move year by year.

NEW FEATURENEW FEATURE

TIPTIP

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The Office Components and What They Do BestPart I


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FIGURE 3.5

A dialog form for selecting Northwind Orders data to archive.

FIGURE 3.6

Selecting a date from the calendar pop-up.

Once the start date and end date have been entered or selected, clicking the Archive button runsa procedure that creates a new Excel worksheet from a template (Orders Archive.xltx) in the samefolder as the database, fills it with data from tblOrders in the selected date range, and deletes thearchived records.

The ArchiveData procedure uses the Start Date and End Date values selected in the dialog asarguments. This procedure is listed as follows, together with the CreateAndTestQuery proce-dure it uses to create a query programmatically, and another procedure (TestFileExists) thattests whether a file exists in a specific folder:

Public Sub ArchiveData(dteStart As Date, dteEnd As Date)

On Error GoTo ErrorHandler

Dim appExcel As Excel.Application

Dim intReturn As Integer

Dim lngCount As Long

Dim n As Long

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Dim rng As Excel.Range

Dim rngStart As Excel.Range

Dim strDBPath As String

Dim strPrompt As String

Dim strQuery As StringDim strSaveName As String

Dim strSheet As String

Dim strSheetTitle As String

Dim strSQL As String

Dim strTemplate As String

Dim strTemplateFile As String

Dim strTemplatePath As String

Dim strTitle As String

Dim wkb As Excel.Workbook

Dim wks As Excel.Worksheet

Create a filtered query using the dates selected in the dialog:

strQuery = “qryArchive”

Set dbs = CurrentDb

strSQL = “SELECT * FROM tblOrders WHERE “ _

& “[ShippedDate] Between #” & dteStart & “# And #” _

& dteEnd & “#;”

Debug.Print “SQL for “ & strQuery & “: “ & strSQL

lngCount = CreateAndTestQuery(strQuery, strSQL)

Debug.Print “No. of items found: “ & lngCount

If lngCount = 0 Then

Exit if no orders are found in the selected date range:

strPrompt = “No orders found for this date range; “ _& “canceling archiving”

strTitle = “Canceling”

MsgBox strPrompt, vbOKOnly + vbCritical, strTitle

GoTo ErrorHandlerExit

Else

strPrompt = lngCount & “ orders found in this date “ _

& “range; archive them?”

strTitle = “Archiving”

intReturn = MsgBox(strPrompt, vbYesNo + vbQuestion, _

strTitle)

If intReturn = vbNo Then


End If

End If

Create a new worksheet from the template and export the Access data to it:

strDBPath = Application.CurrentProject.Path & “\”

Debug.Print “Current database path: “ & strDBPath

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strTemplate = “Orders Archive.xltx”

strTemplateFile = strDBPath & strTemplate

If TestFileExists(strTemplateFile) = False Then

Put up a message and exit if the template is not found:

strTitle = “Template not found”

strPrompt = “Excel template ‘Orders Archive.xlt’” _

& “ not found in “ & strDBPath & “;” & vbCrLf _

& “please put template in this folder and try again”

MsgBox strPrompt, vbCritical + vbOKOnly, strTitle


Else

Debug.Print “Excel template used: “ & strTemplateFile

End If

Template found; create a new worksheet from it:

Set appExcel = GetObject(, “Excel.Application”)

Set rst = dbs.OpenRecordset(“qryRecordsToArchive”)

Set wkb = appExcel.Workbooks.Add(strTemplateFile)

Set wks = wkb.Sheets(1)

wks.Activate

appExcel.Visible = True

Write the date range to title cell:

Set rng = wks.Range(“A1”)

strSheetTitle = “Archived Orders for “ _

& Format(dteStart, “d-mmm-yyyy”) _

& “ to “ & Format(dteEnd, “d-mmm-yyyy”)Debug.Print “Sheet title: “ & strSheetTitle

rng.Value = strSheetTitle

Go to the first data cell:

Set rngStart = wks.Range(“A4”)


Reset lngCount to the number of records in the data source query:

rst.MoveLast

rst.MoveFirst

lngCount = rst.RecordCount

For n = 1 To lngCount

Write data from the recordset to the data area of the worksheet, using the columnoffset argu-ment to move to the next cell:

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rng.Value = Nz(rst![OrderID])

Set rng = rng.Offset(columnoffset:=1)

rng.Value = Nz(rst![Customer])


rng.Value = Nz(rst![Employee])Set rng = rng.Offset(columnoffset:=1)

rng.Value = Nz(rst![OrderDate])


rng.Value = Nz(rst![RequiredDate])


rng.Value = Nz(rst![ShippedDate])


rng.Value = Nz(rst![Shipper])


rng.Value = Nz(rst![Freight])


rng.Value = Nz(rst![ShipName])

Set rng = rng.Offset(columnoffset:=1)rng.Value = Nz(rst![ShipAddress])


rng.Value = Nz(rst![ShipCity])


rng.Value = Nz(rst![ShipRegion])


rng.Value = Nz(rst![ShipPostalCode])


rng.Value = Nz(rst![ShipCountry])


rng.Value = Nz(rst![Product])


rng.Value = Nz(rst![UnitPrice])


rng.Value = Nz(rst![Quantity])


rng.Value = Nz(rst![Discount])

Go to the next row in the worksheet, using the rowoffset argument:

rst.MoveNext

Set rng = rngStart.Offset(rowoffset:=n)

Next n

Save and close the filled-in worksheet, using a workbook save name with the date range selected in

the dialog:

strSaveName = strDBPath & strSheetTitle & “.xlsx”

Debug.Print “Time sheet save name: “ & strSaveName

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ChDir strDBPath

On Error Resume Next

If there already is a saved worksheet with this name, delete it:

Kill strSaveName


wkb.SaveAs FileName:=strSaveName, _

FileFormat:=xlWorkbookDefault

wkb.Close

rst.Close

Put up a success message, listing the name and path of the new worksheet:

strTitle = “Workbook created”

strPrompt = “Archive workbook ‘“ & strSheetTitle & “‘“ _& vbCrLf & “created in “ & strDBPath

MsgBox strPrompt, vbOKOnly + vbInformation, strTitle

Delete the archived records, processing the “many” table first, because you can’t delete a record inthe “one” table if there are linked records in the “many” table:

DoCmd.SetWarnings False

strSQL = “DELETE tblOrderDetails.*, “ _

& “tblOrders.ShippedDate “ _

& “FROM tblOrderDetails INNER JOIN qryArchive “ _

& “ON tblOrderDetails.OrderID = qryArchive.OrderID;”

Debug.Print “SQL string: “ & strSQL

DoCmd.RunSQL strSQLstrSQL = “DELETE tblOrders.* FROM tblOrders WHERE “ _

& “[ShippedDate] Between #” & dteStart & “# And #” _

& dteEnd & “#;”

Debug.Print “SQL string: “ & strSQL

DoCmd.RunSQL strSQL

Put up a message listing the cleared records:

strTitle = “Records cleared”

strPrompt = “Archived records from “ _

& Format(dteStart, “d-mmm-yyyy”) _

& “ to “ & Format(dteEnd, “d-mmm-yyyy”) _

& “ cleared from tables”MsgBox strPrompt, vbOKOnly + vbInformation, strTitle

ErrorHandlerExit:

Exit Sub

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ErrorHandler:

‘Excel is not running; open Excel with CreateObject

If Err.Number = 429 Then

Set appExcel = CreateObject(“Excel.Application”)

Resume NextElse

MsgBox “Error No: “ & Err.Number & “; Description: “

Resume ErrorHandlerExit

End If

End Sub

Public Function CreateAndTestQuery(strTestQuery As String, _

strTestSQL As String) As Long

This function is called from other procedures to create a filtered query, using a SQL string in itsstrTestSQL argument:


Dim qdf As DAO.QueryDef

‘Delete old query

Set dbs = CurrentDb

dbs.QueryDefs.Delete strTestQuery


‘Create new query

Set qdf = dbs.CreateQueryDef(strTestQuery, strTestSQL)

‘Test whether there are any records

Set rst = dbs.OpenRecordset(strTestQuery)

With rst

.MoveFirst

.MoveLast

CreateAndTestQuery = .RecordCount

End With

ErrorHandlerExit:

Exit Function

ErrorHandler:If Err.Number = 3021 Then

CreateAndTestQuery = 0


Else

MsgBox “Error No: “ & Err.Number & “; Description: “ &

Err.Description


End If

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End Function

Public Function TestFileExists(strFile As String) As Boolean


TestFileExists = Not (Dir(strFile) = “”)

End Function

The code in the sample database requires a reference to the Excel object library;Figure 3.7 shows this reference checked in the References dialog, which is opened

from the Tools menu in the Visual Basic window.

FIGURE 3.7

Setting a reference to the Excel object model.

After the worksheet of archived records has been created and saved, you will get a message

(depicted in Figure 3.8) listing the location where the archive worksheet was saved.

FIGURE 3.8

A success message after records are archived.

NOTENOTE

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See Chapter 7 for a more flexible way of specifying a Templates folder and a Documents

folder.

After the code deletes the archived records — first the ones in tblOrderDetails (the “many” table)

and then those in tblOrders (the “one” table) — a final message appears, as shown in Figure 3.9.

FIGURE 3.9

A final informative message stating that the archived database records have been cleared.

A worksheet filled with archived data is shown in Figure 3.10.

FIGURE 3.10

A worksheet filled with archived Access data.

Saving the newly created worksheet with the xlWorkbookDefault value for the FileFormatargument saves it as a standard Excel worksheet. If you need to save the worksheet in another for-

mat, perhaps for use by someone running an older version of Excel, you can use one of the othervalues in the XlFileFormat enum, which are shown in the Object Browser in Figure 3.11. The

xlExcel9795 named constant will create a worksheet in a format usable by people runningExcel 95 or 97. (The worksheet format choices available in VBA code are much more numerous

than those available in the interface, as shown in Figure 3.12.)

NOTENOTE

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FIGURE 3.11

Viewing the file format choices for saving an Excel workbook.

If you create a worksheet in the new .xlsx format, only Office 2007 users will be able

to open it. To create a worksheet that can be opened and edited by users with earlierversions of Office, select one of the other formats. The Excel 97–Excel 2003 Workbook (.xls) format(shown being selected in Figure 3.12) is usable in Office 97 through 2007, so it is generally the mostuseful worksheet format.

FIGURE 3.12

Selecting a worksheet save format.

WARNINGWARNING

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To open the Object Browser for examining components of an object model, open the

Visual Basic window and select Object Browser from the View menu, or press F2.

Formatting Excel Worksheets in VBA CodeIf you need to sort, group, indent, or otherwise format exported data in an Excel worksheet, or cre-ate a total under the last row of data, you can write VBA code to use Excel commands to do thework in code. You can apply formatting to a worksheet created by the TransferSpreadsheetmethod, or one created from the Ribbon command, or a worksheet created programmatically froma template.

See Chapter 7 for examples of creating worksheets using the TransferSpreadsheet

method.

In this section, data from qryOrdersAndDetails is exported to a new worksheet made from a tem-plate and is then formatted in code. For convenience, the ExportNorthwindData procedurecan be run from the macro mcrExportNorthwindData.

The procedure starts by creating a new worksheet from a template (Northwind Orders.xltx), as forthe ArchiveData procedure. Data from the query qryOrdersAndDetails is written to rowsin the worksheet, and then a set of Excel commands is used to apply hairline borders to the dataarea, and a double bottom border to the column headings row.

Next, the worksheet’s data area is sorted by the first two columns (Country and Category), and theextra values are removed (the effect is similar to turning on Hide Duplicates in an Access report).Finally, a Grand Total is created under the last row, made large and bold, and enclosed in a box.The procedure is listed as follows:

Public Sub ExportNorthwindData()


Dim appExcel As Object

Dim i As Integer

Dim lngCount As Long

Dim lngCurrentRow As Long

Dim lngRows As Long

Dim n As Long

Dim objFind As Object

Dim rng As Excel.RangeDim rngData As Excel.Range

Dim rngStart As Excel.Range

Dim strCategory As String

Dim strCountry As String

Dim strCurrAddress As String

Dim strDBPath As String

Dim strFormula As String

CROSS-REFCROSS-REF

NOTENOTE

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Dim strPrompt As String

Dim strDataRange As String

Dim strRange As String

Dim strSaveName As String

Dim strSheetName As StringDim strStartAddress As String

Dim strTemplate As String

Dim strTemplateFile As String

Dim strTitle As String

Dim wkb As Excel.Workbook

Dim wks As Excel.Worksheet

Create a new worksheet from the template and export data to it:

strDBPath = Application.CurrentProject.Path & “\”

Debug.Print “Current database path: “ & strDBPath

strTemplate = “Northwind Orders.xltx”

strTemplateFile = strDBPath & strTemplateIf TestFileExists(strTemplateFile) = False Then

Put up a message and exit if the template is not found:

strTitle = “Template not found”

strPrompt = “Excel template ‘Northwind Orders.xlt’” _

& “ not found in “ & strDBPath & “;” & vbCrLf _

& “please put template in this folder and try again”

MsgBox strPrompt, vbCritical + vbOKOnly, strTitle


Else

Debug.Print “Excel template used: “ & strTemplateFile

End If

Set appExcel = GetObject(, “Excel.Application”)

Set dbs = CurrentDb

Create a recordset based on the Access query:

Set rst = dbs.OpenRecordset(“qryOrdersAndDetails”)

Create a new worksheet based on the template:

Set wkb = appExcel.Workbooks.Add(strTemplateFile)

Set wks = wkb.Sheets(1)

wks.ActivateappExcel.Visible = True

Go to the first data cell in the worksheet:

Set rngStart = wks.Range(“A4”)


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Reset lngCount to the number of records in the query:

rst.MoveLast

rst.MoveFirst

lngCount = rst.RecordCount

For n = 1 To lngCount

Write data from the recordset to cells in the current row of the worksheet, using the columnoff-set argument to move to the next cell:

rng.Value = Nz(rst![ShipCountry])


rng.Value = Nz(rst![Category])


rng.Value = Nz(rst![Product])


rng.Value = Nz(rst![Customer])Set rng = rng.Offset(columnoffset:=1)

rng.Value = Nz(rst![OrderID])


rng.Value = Nz(rst![UnitPrice])


rng.Value = Nz(rst![Quantity])


rng.Value = Nz(rst![Discount])


rng.Value = Nz(rst![TotalPrice])

Go to the next row of the worksheet, using the rowoffset argument:

rst.MoveNext

Set rng = rngStart.Offset(rowoffset:=n)

Next n

Determine the number of data rows in the worksheet with the UsedRange property:

lngRows = wks.UsedRange.Rows.Count

Debug.Print “Number of data rows in worksheet: “ & lngRows

Define the data range:

strRange = “A4:I” & CStr(lngRows)

Set rngData = wks.Range(strRange)

Apply hairline borders to the data range:

With rngData

.Borders(xlDiagonalDown).LineStyle = xlNone

.Borders(xlDiagonalUp).LineStyle = xlNone

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.Borders(xlEdgeLeft).LineStyle = xlContinuous

.Borders(xlEdgeLeft).Weight = xlHairline

.Borders(xlEdgeLeft).ColorIndex = xlAutomatic

.Borders(xlEdgeTop).LineStyle = xlContinuous

.Borders(xlEdgeTop).Weight = xlHairline

.Borders(xlEdgeTop).ColorIndex = xlAutomatic

.Borders(xlEdgeBottom).LineStyle = xlContinuous

.Borders(xlEdgeBottom).Weight = xlHairline

.Borders(xlEdgeBottom).ColorIndex = xlAutomatic

.Borders(xlEdgeRight).LineStyle = xlContinuous

.Borders(xlEdgeRight).Weight = xlHairline

.Borders(xlEdgeRight).ColorIndex = xlAutomatic

.Borders(xlInsideVertical).LineStyle = xlContinuous

.Borders(xlInsideVertical).Weight = xlHairline

.Borders(xlInsideVertical).ColorIndex = xlAutomatic

.Borders(xlInsideHorizontal).LineStyle = xlContinuous

.Borders(xlInsideHorizontal).Weight = xlHairline

.Borders(xlInsideHorizontal).LineStyle = xlContinuousEnd With

Apply a double border to the bottom of the column headings row:

wks.Rows(“3:3”).Select

With appExcel.Selection



.Borders(xlEdgeLeft).LineStyle = xlNone

.Borders(xlEdgeTop).LineStyle = xlNone

End With

With appExcel.Selection.Borders(xlEdgeBottom)

.LineStyle = xlDouble

.ColorIndex = 0

.TintAndShade = 0

.Weight = xlThick

End With


.Borders(xlEdgeRight).LineStyle = xlNone

.Borders(xlInsideVertical).LineStyle = xlNone

End With

Sort the data range by country and category:

strDataRange = “A3:I” & CStr(lngRows)

strKey1Range = “A4:A” & CStr(lngRows)

strKey2Range = “B4:B” & CStr(lngRows)

Debug.Print “Data range: “ & strDataRange

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wks.Range(strDataRange).Select

wks.Sort.SortFields.Clear

wks.Sort.SortFields.Add Key:=Range(strKey1Range), _

SortOn:=xlSortOnValues, _

Order:=xlAscending, _DataOption:=xlSortNormal

wks.Sort.SortFields.Add Key:=Range(strKey2Range), _

SortOn:=xlSortOnValues, _

Order:=xlAscending, _

DataOption:=xlSortNormal

With wks.Sort

.SetRange Range(strDataRange)

.Header = xlYes

.MatchCase = False

.Orientation = xlTopToBottom

.SortMethod = xlPinYin

.Apply

End With

Remove the duplicate countries:

Set rng = wks.Range(“A:A”)

For i = 4 To lngRows

Debug.Print rng.Cells(i, 1).Address & “ contains “ _

& rng.Cells(i, 1).Value

If rng.Cells(i, 1) = rng.Cells(i - 1, 1) Then

rng.Cells(i, 1).Font.ColorIndex = 2

ElseIf rng.Cells(i, 1).Value strCountry Then

Debug.Print “Different data in “ _

& rng.Cells(i, 1).Address

strCountry = rng.Cells(i, 1).Value

End If

Next i

Remove the duplicate categories:

Set rng = wks.Range(“B:B”)

For i = 4 To lngRows

Debug.Print rng.Cells(i, 1).Address & “ contains “ _

& rng.Cells(i, 1).Value

If rng.Cells(i, 1).Value = rng.Cells(i - 1, 1) Then

rng.Cells(i, 1).Font.ColorIndex = 2

ElseIf rng.Cells(i, 1).Value strCategory Then

Debug.Print “Different data in “ _

& rng.Cells(i, 1).Address

strCategory = rng.Cells(i, 1).Value

End If

Next i

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Add a Grand Total, and format its cell:

strFormula = “=SUM(R[-” & CStr(lngRows - 2) _

& “]C:R[-1]C)”

Debug.Print “Formula: “ & strFormula

strRange = “I” & CStr(lngRows + 2)

Debug.Print “Range: “ & strRange

wks.Range(strRange).FormulaR1C1 = strFormula

wks.Range(strRange).Select

With appExcel.Selection.Font

.Name = “Calibri”

.Size = 14

.Strikethrough = False

.Superscript = False

.Subscript = False

.OutlineFont = False

.Shadow = False

.Underline = xlUnderlineStyleNone

.ThemeColor = 2

.TintAndShade = 0

.ThemeFont = xlThemeFontMinor

End With


.Font.Bold = True



End With

With appExcel.Selection.Borders(xlEdgeLeft)

.LineStyle = xlContinuous

.ColorIndex = 0

.TintAndShade = 0

.Weight = xlMedium

End With

With appExcel.Selection.Borders(xlEdgeTop)


.ColorIndex = 0

.TintAndShade = 0

.Weight = xlMedium

End With

With appExcel.Selection.Borders(xlEdgeBottom)


.ColorIndex = 0

.TintAndShade = 0

.Weight = xlMedium

End With

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With appExcel.Selection.Borders(xlEdgeRight)


.ColorIndex = 0

.TintAndShade = 0

.Weight = xlMedium End With


.Borders(xlInsideVertical).LineStyle = xlNone

.Borders(xlInsideHorizontal).LineStyle = xlNone

End With

Save and close the filled-in worksheet, using a workbook save name with the date range:

strSheetName = “Northwind Orders as of “ _

& Format(Date, “d-mmm-yyyy”)

Debug.Print “Sheet name: “ & strSheetName

Write the title with the date range to the worksheet:

wks.Range(“A1”).Value = strSheetName

strSaveName = strDBPath & strSheetName & “.xlsx”

Debug.Print “Time sheet save name: “ & strSaveName

ChDir strDBPath


If there already is a saved worksheet with this name, delete it:

Kill strSaveName


wkb.SaveAs FileName:=strSaveName, _

FileFormat:=xlWorkbookDefault

wkb.Close

rst.Close

Put up a success message with the name and path of the new worksheet:

strTitle = “Workbook created”

strPrompt = strSheetName & vbCrLf & “created in “ _

& strDBPath

MsgBox strPrompt, vbOKOnly + vbInformation, strTitle

ErrorHandlerExit:

Exit Sub

ErrorHandler:

‘Excel is not running; open Excel with CreateObject

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If Err.Number = 429 Then

Set appExcel = CreateObject(“Excel.Application”)

Resume Next

Else

MsgBox “Error No: “ & Err.Number & “; Description: “ _& Err.Description


End If

End Sub

A finished worksheet is shown in Figure 3.13.

FIGURE 3.13

A worksheet filled with data and formatted using VBA code.

Summary

When you need to export Access data to Excel worksheets so that everyone who has Office can

work with them, you can use the techniques discussed in this chapter to export Access data in theinterface, or using VBA code, either to a plain default worksheet, or a formatted worksheet createdfrom an Excel template.
