Learn Microsoft Access Advanced Programming Techniques, Tips and Tricks.

Appending Data from Excel to Access

Last week we have tried out an interesting method of writing a range of excel data range directly into a Microsoft Access Table. Each row of cells are transferred into the table as a single record. If you have not come across that article then you may find it here.

This is an equally interesting method.  The selected Worksheet contents are appended to the  Access Table in it's specified columns in the SQL.

Sample image of the Worksheet data is given below:

 

Private Sub CommandButton1_Click()
On Error GoTo CommandButton1_Click_Error
'Create Database connection Object
Set cn = CreateObject("ADODB.Connection")
'Access Database must be in the same location of the Worksheet 
dbpath = Application.ActiveWorkbook.Path & "\Database4XL.accdb"
'Get Workbook Full Pathname
dbWb = Application.ActiveWorkbook.FullName
'Get Active worksheet name
dbWs = Application.ActiveSheet.Name
'Create Data Target Connection string to open a session for data transfer
scn = "Provider=Microsoft.ACE.OLEDB.12.0;Data Source=" & dbpath
'Datasheet name to add at the end of the Workbook Name, to complete the
'FROM clause of the SQL String.
dsh = "[" & dbWs & "$]"
'Open session
cn.Open scn

'Append Query SQL String
ssql = "INSERT INTO Table1 ([Desc], [Qrtr1], [Qrtr2], [Qrtr3], [Qrtr4]) "
ssql = ssql & "SELECT * FROM [Excel 8.0;HDR=YES;DATABASE=" & dbWb & "]." & dsh

'Run SQL
cn.Execute ssql

MsgBox "Data Added to " & dbpath & " Successfully."

CommandButton1_Click_Exit:
Exit Sub

CommandButton1_Click_Error:
MsgBox Err & " : " & Err.Description, , "CommandButton1_Click()"
Resume CommandButton1_Click_Exit

End Sub

Courtesy: The above VBA Code was taken from a Forum Post of www.mrexcel.com/Forum and modified to run on the same sample data presented in the earlier Article published last week.

The Code on the Worksheet VBA Module is run from the Command Button1 Click Event Procedure.

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Writing Excel Data directly into Access Table

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 cells data directly into Access Table, by running VBA Code from within Excel?

The Algorithm of the program is as given below:

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

The Excel VBA Code is Run by clicking a Command Button on Excel Sheet. 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 is given below:

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 was presented by a User in www.mrexcel.com/forum/microsoft-access, modified by me to make it functional and was originally submitted there.

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

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