Writing Excel Data directly into Access Table ~ LEARN MS-ACCESS TIPS AND TRICKS

Saturday, August 1, 2015

Writing Excel Data directly into Access Table

Introduction.

We can Import data from external data sources; from another Access database, dBase, FoxPro, Excel, and so on. We can Export data from Access into these Applications as well.

Following is a list of topics I have published earlier; either on importing, exporting, or working with external data sources from Microsoft Access:

Today, we will explore how to add a range of Excel cell data directly into Access Table, by running the VBA Code from within Excel.

The Algorithm of the program is as given below:

Create an Access Application Object and open it.
Open the target database within the Access Application.
Keep the Access Application window hidden.
Open the target table from the Database.
Take the count of Rows from one of the Excel data columns.
Open a repeating loop to write the excel data one row at a time, from the second row onwards.
Repeat the writing action till all the rows are transferred to the Access Table.
Close the table, and database, and quit the MS-Access Application.

The Excel VBA Code is Run by clicking a Command Button on the Excel Sheet. A sample image of the Excel Sheet with data and Command Button is given below:

Target Access Table Structure image is given below:

The Excel VBA Code

Sub Button1_Click()
    Dim objAcc As Object
    Dim recSet As Object
    Dim DataRow As Long, EndRow As Long
    
    On Error GoTo Button1_Click_Err
    
    'Create Access Application Object
    Set objAcc = CreateObject("Access.Application")
    'Open Database in Microsoft Access window
    objAcc.OpenCurrentDatabase "F:\mdbs\Database4XL.accdb", True
    'Keep Access application window hidden
    objAcc.Visible = False
    
    'Open Access Table to add records from Excel
    Set recSet = objAcc.CurrentDb.OpenRecordset("Table1")
    'Take actual row counts of data for transfer
    EndRow = Sheet1.Range("A" & Rows.Count).End(xlUp).Row

    With recSet
      For DataRow = 2 To EndRow
        .AddNew
        ![Desc] = Sheet1.Range("A" & DataRow).Value
        ![Qrtr1] = Sheet1.Cells.Range("B" & DataRow).Value
        ![Qrtr2] = Sheet1.Cells.Range("C" & DataRow).Value
        ![Qrtr3] = Sheet1.Cells.Range("D" & DataRow).Value
        ![Qrtr4] = Sheet1.Cells.Range("E" & DataRow).Value
        .Update
      Next
    End With
    recSet.Close
    objAcc.Quit
    Set objAcc = Nothing

Button1_Click_Exit:
Exit Sub

Button1_Click_Err:
MsgBox Err & " : " & Err.Description, , "Button1_Click()"
Resume Button1_Click_Exit
    
End Sub

Courtesy:

The non-functional raw VBA Code presented by a User at www.mrexcel.com/forum/microsoft-access, was modified by me to make it functional and was originally submitted there.

The first field of the table is an ID field with the data type AutoNumber. The ID field value is automatically generated when data is inserted into the other fields.

LEARN MS-ACCESS TIPS AND TRICKS

Saturday, August 1, 2015