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VBA Visual Basic for Applications (Microsoft) FAQ

Excel How To

How can I use VBA to get my Access into Excel? by 01Patrik
Posted: 29 Apr 05

The following lets you define your query as a string variable, creates a connection to an Access database you define (with or without username and password), opens a recordset to the open database, returns the result of your query (including headers) to the active sheet in excel, closes and resets the recordset and connection, and autofits the column width.

Insert the code into a module in an Excel workbook of your choice. The red color indicates code you have to adjust to your settings.


Sub Connect_to_Access_DB_and_execute_SQL_Query()

    Dim Conn As New ADODB.Connection
    Dim RS As New ADODB.Recordset
    Dim SQL As String
    Dim MyDB As String
    Dim R As Long, C As Long
    Dim ConnStr As String
    Dim User As String, PW As String
 '   Enter your SQL Query as string, like this example
    SQL = "SELECT * FROM MyTable"

 '   Enter path to your Access Database as string, like
 '   this example
    MyDB = "C:\MyDB.mdb"

 '   Enter Username and password to the database
 '   (empty string ("") if there is no user / pw set)
    User = ""
    PW = ""

 '   Don't mess around with this code, unless you know what
 '   you are doing
 '   It defines the connectionstring, and opens a
 '   connection to the database stated above (MyDB)

    ConnStr = _
    "Provider=Microsoft.Jet.OLEDB.4.0;" & _
    "Data Source=" & MyDB & ";" & _
    "Persist Security Info=False"
    Conn.Open ConnStr, User, PW
 '  This opens a recordset with the query defined as SQL,
 '  using the connection opened previously
    RS.Open SQL, Conn

 '   Inserts headers and data

    Do While Not RS.EOF
      R = R + 1
      For C = 1 To RS.Fields.Count
        If R = 1 Then
          ActiveSheet.Cells(R, C) = RS.Fields(C - 1).Name
            ActiveSheet.Cells(R, C) = RS.Fields(C - 1).Value
          End If
      If Not R = 1 Then RS.MoveNext

 '   Closes the database and resets the connection and
 '   recordset variables
    Set RS = Nothing
    Set Conn = Nothing

 '   Autofits the column widths
End Sub

All the variables are defined in order to get an overview of the process for people not used to ADODB connections and recordsets.

The code can easily be adjusted to fit Microsoft SQL Server, by adjusting the connection string (ConnStr).

There are (of course) other ways of achieving the same things, like using .execute on the connection. However, defining a recordset opens up the possibility to adjust the code to fit other purposes.

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