LEARN MS-ACCESS TIPS AND TRICKS

This post is the continuation of the earlier article, Access Live Data in Excel. Please refer to the earlier article before continuing.

If you want to make changes to the Query that you created for bringing Access Data into Excel, you may do so.

Click on a cell within the Data Area on the Worksheet.
Point to Import External Data (Get External Data in MS Office 2000) in the Data Menu.
Select Edit Query from the displayed menu. The Wizard will guide you through the earlier selections, and you can modify them before saving the Query.

Microsoft Query.

Alternatively, you can open the Microsoft Query Program (C:\Program Files\Microsoft Office\Office11\MSQRY32.EXE in MS Access 2003) and open the saved Query (refer to the earlier Post Access Live Data in Excel for the query file's default location) from the File Menu, edit the SQL String, and view the Output data in the Query Editor before saving the changes.

When you open the Query you created and saved earlier, the Source Data will be displayed in Datasheet View. Click on the SQL-labeled Toolbar Button or select SQL from the View menu.

You will find the SQL String like the sample given below:

SELECT Categories.CategoryID,
 Categories.CategoryName,
 Categories.Description,
 Categories.Picture
FROM `C:\Program Files\Microsoft Office\Office11\samples\Northwind`.Categories Categories

The normal SQL terminator character, semicolon (;), is not present. The FROM Clause in the SQL is written differently without the IN Clause, which we see in the MS Access Query to Open Excel or dBase Tables directly using the Source Connect Str Property. The Categories Table Name is attached to the sample Database Path Name with a dot separator, and the Table Name is repeated with a space in between. The .mdb file extension for Northwind is also omitted from the database file name specification.

If you copy and paste the SQL String into an MS Access Query and change it to Datasheet View, it will display the data correctly. No errors will be displayed, except that some Column headings may appear as Expr3, Expr4, and so on, if you have changed the Query in Design View first and then switched into Datasheet View.

Properties of Microsoft Query.

This is the time to learn about two more Properties of an MS Access Query.

Copy the above SQL String into a new MS Access Query SQL window.
Select View -> Datasheet View to display Records from the Categories table in the Northwind.mdb database.
Select View -> Design View to change the Query Design View.
The Table Object is already visible on the Query Design surface, but the Field Names are absent. Click on the title area of the Table to select it.
Display the Property Sheet (View -> Properties. The Alias and Query Source Properties are displayed.
The Table Name Categories are loaded in the Alias Property, and the Path Name of the NorthWind database appears in the Source Property without the .mdb extension.
Change the Table Name in the Alias Property to a different name, say myCategories.
Add the .mdb extension at the end of the Path Name string in the Source Property.

The Table Name now appears as myCategories in the Table Title. Turn the Query into an SQL View. You can see that at the end of the SQL String, the reference to the Table name, Categories (which appeared twice earlier), has now changed to myCategories.

We must qualify each data field with the Table Name myCategories due to the Alias Name change. Change the SQL String as shown below to qualify each Field with the alias name. Enclose the Database Path Name in Square Brackets ([]) in place of the single quotes.

SELECT [myCategories].[CategoryID],
 [myCategories].[CategoryName],
 [myCategories].Description,
 [myCategories].Picture
FROM [d:\Program Files\Microsoft Office\Office\samples\Northwind.mdb].Categories AS myCategories;

The change is necessary because we are referencing an external data source, and MS Access cannot guess the name. If we are using a Table from within the Database or from a linked Table, then the Alias Name change will automatically take effect in all the fields. You can try this experiment with one of your own Tables from within the Database or with a linked Table.

Note: The Source Database and Source Connect Str Property Values are taken into the Query Syntax with an IN Clause to identify the external Application.

Alias Property is initially set with the Table Name and accepts changes to the Table Name through this Property.

Source Property accepts the external Database reference, either a direct Path Name or an ODBC Connection String, and the SQL with a different Syntax in the FROM Clause of the Query definition.

Earlier Post Link References:

MS-Access Live Data in Excel

a.p.r. pillaiAugust 22, 2008External Links, MsaccessLinks 2 comments

MS Access Live Data in Excel.

We have already explored several techniques for accessing and working with external data sources—such as Access tables, dBase files, and Excel worksheets—without permanently linking them. These included both VBA-based and query-based approaches.

However, we have not yet experimented with using an ODBC connection string in the Query SourceConnectStr property to open external data files. While linking external data to Access is straightforward, we will later explore how to perform this linking dynamically through VBA.

Before diving into that, let’s look at something slightly different—a reversal of the usual “one-way traffic” of data flow from external sources into Access. Interestingly, the data flow isn’t truly one-way: we can also update external data directly from Access, whether or not those data sources are permanently linked.

When we use queries configured with SourceDatabase and SourceConnectStr properties to open external data, the resulting datasets are fully updatable. Any changes made to these records within Access are automatically reflected in their original parent applications.

Live MS-Access Data in an Excel Sheet

In this section, we will explore how to link live Microsoft Access data into Excel so that any updates made in Access are automatically reflected in Excel. In this setup, Access functions as the server application, while Excel acts as the client.

One important distinction from our earlier methods: although you can edit the linked Access data in Excel, those changes will not be written back to Access.

So, what’s the purpose of having Access data in Excel? You can use it to create charts, perform calculations, or prepare analytical reports—especially if you’re more comfortable working in Excel. You can also create links (using Copy → Paste Special → Paste Link) to reference this live data in other parts of the workbook. This way, any updates in Access will appear in your reports or charts in Excel.

To bring Access data into Excel, we use Microsoft Query, which serves as the intermediary between the two applications. The Query Wizard will guide you through the necessary steps to connect Excel with the Access database.

For our example, we’ll use the Categories table from the Northwind.mdb sample database.

Step through the following procedure.

Open a new MS Excel workbook.
Select Cell A1 on Sheet1.
Point to Import External Data in the Data Menu.
Select New Database Query from the displayed menu.
The Microsoft Query Wizard opens up and displays a Dialog Box. It displays the Database Sources list in the Databases tab, which you can link to MS Excel. This is a combined list of items that appear in the ODBC dialog control: User DSN, System DSN, and File DSN Tabs.
Right-click to open the Large Image in a New Tab/Window.
Select the MS-Access Database* from the list and click OK.
The Common Dialog Control opens up, allowing you to browse to the Location of the MS-Access Database and select it. Find the sample database C:\Program Files\Microsoft Office\Office11\Sample\Northwind.mdb (MS-Access 2003; you can drop 11 from Office11 in the location address for Access 2000), select it, and click OK.
Select the Categories Table from the Available Tables and Columns in the Query Wizard and click on the > symbol to select all the Fields of the Categories Table into the Columns in your Query Control. If you don't need all the fields from the Source Table, then expand the Categories Table by clicking on the + symbol to display all the Fields and select only those you need and move them to the right side panel.
Right-click to open the Large Image in a New Tab/Window.

Before you move the field to the right, you can preview the Field contents by clicking the Preview Now button below. Memo Field or OLE Object field contents cannot be previewed this way.
After selecting the Fields, click Next. Here, you can define Filter conditions.
Right-click to open the Large Image in a New Tab/Window.
Click Next to proceed to the Sort options.
Right-click to open the Large Image in a New Tab/Window.
Click Next to move to the Finishing point.
Here, we can save the selected settings in a Microsoft Query File (an external File) in the location C:\Documents and Settings\User\Application Data\Microsoft Queries\. Open this saved file in Microsoft Query and edit the Query Definition in the SQL Window for data selection options.
Right-click to open Large Image in New Tab/Window.
See the Radio Button set on Return Data in Microsoft Office Excel, and click Finish.
In the next Dialog Control, you can select the Location on the Excel Sheet where you want to insert the data from Access. Since we already selected Cell A1 as the target location in Step 2 above, this will appear as the default location in the control; click OK without change.

Right-click to open Large Image in New Tab/Window.

The records from the Categories Table appear in the Excel Worksheet, starting in range address A1.

It was a long journey from Access to Excel. Bringing Excel data into Access needs only two property changes in an MS Access query, and now you know how simple it is.

Refreshing Updates from Access Table.

Now that we have successfully brought Access data into Excel, let’s try a few simple experiments to confirm it is live data—directly linked to the Access database. We’ll also observe how changes made in Access are automatically reflected in Excel, demonstrating the dynamic connection between the two applications.

There are two methods to refresh Access Data in Excel: Manual and Automatic.

Keep the Northwind.mdb sample database open so we can make changes in the linked table in Excel or in Access and check the change in both Applications.

Open the Categories Table of the Northwind.mdb Database.
Add Crabs and Lobsters in the Description field of the last record. Or add a new record with some Category Name and Description.
Minimize MS Access and display the Excel Window; check whether the change has taken place immediately in the linked data in Excel. You may not find any change on the Excel side. We have to refresh the data in Excel to reflect the changes.
Click anywhere within the data Area.
Select Refresh Data from the Data Menu.
Now, any changes you make in Access will automatically be updated on the Excel side as well. Besides that, you can configure Excel to refresh the linked data automatically at regular intervals, eliminating the need to do manual updates.
Right-click anywhere within the linked table in Excel and select Data Range Properties from the shortcut menu.
In the dialog box that appears, you will find several options to manage the linked data, including the name of the query that retrieves data from Access into Excel. Under the Refresh Control section, select the Refresh every option and set the interval to 1 minute. This allows change Access data and observe the automatic refresh without delay.
Next, switch to the Access window and either undo the earlier changes to the Categories table or make new edits that will be noticeable in Excel once the data refreshes.
Return to Excel and wait for the refresh to occur. You should soon see the updates reflected in the worksheet—Excel will continue to refresh the data at one-minute intervals.

If you made any changes to the data in the Excel side, those modifications will be lost during the refresh process.

When you close and reopen the Excel workbook, a prompt will appear asking whether Excel should automatically refresh the linked data. You can enable or disable this feature at your will.

We will continue our discussion on this topic in the next post, rather than crowding all the details here.

Database Connection String Properties

a.p.r. pillaiAugust 15, 2008External Links, MsaccessLinks 1 comment

Database Connection String Properties.

Open external data sources such as dBase files, Excel sheets, or tables from an MS Access database through VBA code. If you are not comfortable working with VBA, a better alternative allows you to access external data without permanently linking it to your Access database.

In either approach, one thing remains essential: you must know how to correctly reference different external data sources using the appropriate Source Database Path and Connection String values. Fortunately, these methods are quite straightforward to learn.

While understanding the syntax for ODBC (Open Database Connectivity) connection strings can be slightly challenging, there are some alternatives, and we will explore them. However, we will set aside the ODBC discussion for now and revisit it later with a relevant example.

As demonstrated earlier, we can display values from Excel cells or ranges directly on MS Access form controls.

In the previous examples on opening Access tables, dBase tables, and Excel tables directly through VBA, you may have considered copying the SQL strings from the VBA code into queries and testing them there. If you haven’t done so yet, now is a good time to try—it’s a great way to understand how they work and to explore a few important details about their usage.

Open Recordset in Select Query, from External Access Database

Let us try to open an MS Access table from another Database directly in a Select Query.

Open one of your Databases or create a new one.
Select the Query Tab and Click the New Button on the Database Menu. Select Design View from the displayed Options and click Close without selecting any Table from the list.
Click on the SQL Toolbar Button or select SQL View from the View Menu.
Copy and paste the following SQL string into the SQL Editing Window, and save the Query as EmployeesQ.
```
SELECT Employees.* 
FROM Employees IN 'C:\Program Files\MicrosoftOffice\Office\samples\Northwind.mdb';
```
Note: If you are using MS Access 2003, then change the Path to ...\Office11\Samples\.
Open the Query in Datasheet View (View -> Datasheet View) to display the Employees Table contents from the Sample Database Northwind.mdb.

In the SQL String, the IN Clause points to the correct database path, and the entire Path Name is put in quotes and ends with a semicolon, indicating the end of the SQL String.

A Different and Simple Method.

There’s another way to accomplish this. The first part of the statement can be written directly in the SQL window, while the IN clause can be added separately in the Source Database and Source Connection String properties of the query. This approach eliminates the need to remember where to place the word IN, or where to insert opening and closing quotation marks, freeing you from such syntax concerns.

Create a New Query and open the SQL editing window following Steps 1 to 3 explained above.
Write the SQL string: SELECT Employees.* FROM Employees;
Select Design View from the View Menu to change the Query from SQL View to Design View. We are now in the normal Query Design View. You will find the Employees Table object appearing in the Query Design surface.
Select Properties from the View Menu to display the Property Sheet of the Query.
Click on an empty area of the Query surface, to the right of the Table Name, to display the Query- level Property Sheet correctly.
There are two properties on the Property Sheet that we are interested in.
- Source Database
- Source Connect Str
Here, we will be using only the Source Database Property for the external MS Access Table.
Enter the following Path Name in the Source Database Property, overwriting the text: current.

C:\Program Files\Microsoft Office\Office\samples\Northwind.mdb
Or use the change explained above for MS Access 2003 cases.
Select Datasheet View from the View Menu.

You will now see the same result as the first Select Query we tried. If you change the Query into its SQL View and inspect the SQL String, you can see that the IN Clause is formed using the Source Database property Value.

Source Connect Str for dBase and Excel.

You can use the same method for a dBase Table and an Excel Table (Named Range). In these cases, use the Source Connect Str Property.

Example: opening the dBase Table directly.

Table Name: Customer.dbf

SQL String: SELECT Customer.* FROM Customer;

Source Database Property Value = C:\mydBase

Source Connect Str Property Value = DBASE IV; (check the semicolon at the end)

Replace the Customer table name and the C:\mydBase path address with your own dBase File Name and Folder name, where the dBase Table is located.

Example: opening an Excel Table (Named Range) directly.

Table Name: Categories

SQL String: SELECT Categories.* FROM Categories;

Source Database Property Value = C:\My Documents\Products.xls

Source Connect Str Property Value = Excel 5.0;

(note the semicolon at the end)

Replace the Categories table name and the path to the C:\My Documents\Products.xls Excel file with your own.

NB: You must first define the Name Categories in the Excel Table Range using Insert -> Name -> Define before attempting to use the Name Categories in MS-Access Queries.

Next: MS-Access Live data in Excel

Earlier Post Link References:

Opening Excel Database directly

a.p.r. pillaiAugust 08, 2008External Links, MsaccessLinks 1 comment

Opening an Excel Database directly.

In the world of Personal Computers, many applications emerged and disappeared. One very popular Application was WordStar (Word Processor), which used the operating systems CP/M-80 (Control Program for Microcomputers) and MS-DOS (Disk Operating System) till 1992. There were dedicated Word Processing Machines in those days, using WordStar and competing Software WordPerfect.

The first spreadsheet program, VisiCalc, was released in 1979 and made a groundbreaking impact. It soon inspired several successors—SuperCalc, Multiplan, Lotus 1-2-3 (1983), and eventually Microsoft Excel (1985)—each adding more power and functionality than the original VisiCalc. (Source: Wikipedia)

Like Microsoft Access, Microsoft Excel also includes powerful automation capabilities that make spreadsheet-based computing both flexible and engaging.

Spreadsheet programs are designed for analytical tasks that involve a chain of calculations, with all relevant data visible on the sheet. A small change made at the beginning of a calculation can trigger a cascading effect through dependent cells, instantly updating the final results. This makes Excel an invaluable tool for “what-if” analysis. When it comes to creating charts, Microsoft Excel is often the first tool that comes to mind.

Excel Table

Although Excel includes limited database-like features, such as built-in functions, filters, and sorting capabilities, it can still be used effectively for structured data management. This brings us to our next example: creating an Excel table that can be managed from Microsoft Access.

While Excel provides the tools needed to follow general database principles when creating and maintaining a table, these rules are often overlooked. Users can design their worksheets the way they like, even mixing regular data and database-like tables side by side on the same sheet.

In contrast, Access enforces strict data integrity rules—for example, text data cannot go into numeric fields, field names must be unique, and data cannot exceed defined field sizes. The same principles technically apply in Excel, but violations often go unnoticed because Excel doesn’t always flag them. As a result, the worksheet may not function as intended when used as a data source.

Moreover, not all Access data types exist in Excel—for instance, the True/False MS Access field type equivalent, although Boolean values like TRUE and FALSE are still valid entries in Excel cells.

Before we create a database-style table in Excel and open it directly in Access (as we did with a dBase file), let’s explore how to set data validation rules in Excel to restrict cell entries. You may be surprised by how powerful these validation features can be.

Validation Settings.

Example: Accept only values between 25 and 100 in a Cell or Cells.

Open Excel and select a Cell in Sheet1.
Select Data -> Validation ... -> Settings.
Select Whole Number in the Allow control.
Enter 25 in the Minimum Control and 100 in the Maximum Control.
Select the Input Message Tab. Enter Age in the Title Control and type Enter Value between 25 and 100 in the Input Message.
Select the Error Alert Tab and type Value Error in the Title Control.
Type Valid Value between 25 and 100 in the Error Message Control and click OK to close it.

Try to enter a value less than 25 or greater than 100 in this cell, and it will display the Error message that you have set up in the Validation Control.

You can apply the same rules quickly to other cells. Copy the Cell, highlight the Range of Target Cells, and select Edit -> Paste Special -> Validation. If you paste it over existing data, it will not validate the field contents if the wrong value is already present in the Cell. The validation check is performed only when you enter values manually.

Following the same procedure, try setting up a validation rule in Excel to accept 15 characters or fewer in a cell. Try entering 16 characters or more into that Cell.

When planning to create a database in Excel, begin by defining short, meaningful headings in the top row—these will serve as your field names. Next, apply data entry rules (as explained earlier) to each column so that only valid values can be entered. Excel also provides a built-in Data Entry and Search Form, similar to the one available in Microsoft Access.

If you already have a data table in Excel, simply click anywhere within the table and select Form from the Data menu. This will open a Data Entry/Search Form. By clicking the Criteria button, you can switch it into search mode, where you can enter specific criteria in any field to locate a record.

You can experiment with this feature after we create an Excel table, which we’ll later open directly in MS Access through a VBA program.

Preparing for a Trial Run.

Open Microsoft Excel (if it is already closed).
Open the NorthWind.mdb sample database. Check the link Saving Data on Forms not in Table for location references if you don't know where this file is found.
Open the Categories Table in Datasheet View.
Right-click on the top-left corner of the Datasheet View and select Copy from the shortcut menu.
Click on the Excel Icon on the Taskbar to open it, and select Cell A1.
Select Paste from the Edit Menu.
While the pasted table is still highlighted, select Insert -> Name -> Define, type Categories in the Names in Workbook control; click OK to close.
Save the Workbook with the name: C:\My Documents\myData.Xls, and close Microsoft Excel and close the Northwind.mdb sample Database.
Open any one of your Databases or create a new one.

Copy and paste the following code into the Global VBA Code Module of your Database and keep the Module open. You may save the Module by selecting the Save Toolbar Button or the File -> Save option.

Public Sub OpenDirectExcel()
'-----------------------------------------------------
'Open Excel Table directly
'Author : a.p.r. pillai
'URL    : www.msaccesstips.com
'All Rights(c) Reserved by msaccesstips.com
'-----------------------------------------------------
Dim db As Database, rst As Recordset
Dim strSql As String, i As Integer
Dim msg As String

strSql = "SELECT Categories.* FROM Categories IN 'C:\My Documents\myData.xls'[Excel 5.0;];"
Set db = CurrentDb
Set rst = db.OpenRecordset(strSql, dbOpenDynaset)

i = 0
With rst

msg = ""
Do While Not .EOF And i < 5
   msg = msg & ![Category Name] & vbCr
   If ![Category Name] = "Confections" Then
      .Edit
      ![Category Name] = "Chocolates"
      .Update
   End If
   i = i + 1
   .MoveNext
Loop

.Close
End With

MsgBox msg, , "Product Categories"

Set rst = Nothing
Set db = Nothing

End Sub

Click in the Code and press F5 to run it. Displays the Product Category Names of the first five Records from the Categories Table in C:\My Documents\myData.xls in a Message Box.

Note: In the VBA Code, we have tested the Category Names Field for the value Confectionaries, and updated the Value Chocolates back into the Excel Cell, overwriting the word Confectionaries.

Check the SQL Syntax in the Code that pulls the data directly from the Named Range Categories in the C:\My Documents\myData.xls file.

Next: Database Connection String Properties

Earlier Post Link References:

Display Excel Value Directly on Form

a.p.r. pillaiAugust 01, 2008External Links, MsaccessLinks 2 comments

Display Excel Value Directly on Form - MS Access 2003.

In the earlier post, Opening dBase Files Directly, we learned how to open and work with dBase files in MS Access using VBA. However, there are several alternative methods—other than linking—to handle dBase files in Access. We’ll explore those options in detail later.

This post, however, was originally meant to demonstrate how to open an Excel-based data table directly and work with it in VBA. We’ll cover that in the next section. But before diving into that, let’s take a short detour to try out some simple yet fascinating Excel tricks.

I say “simple” because you won’t need to wrestle with any complex VBA code this time. And I know you’ll appreciate that little break from my so-called spaghetti code!

As the title suggests, we’re going to explore how to display values from an Excel worksheet directly on Microsoft Access forms—no heavy coding required.

The Demo Run Preparation

Open Microsoft Excel.
Enter your name in cell A1 on Sheet1, then minimize Excel—but don’t close it. You may save the workbook with a suitable name. Keep in mind that if the AutoSave feature is turned on, Excel may prompt you to save your changes.
Open any one of your Microsoft Access Databases or create a new one.
Open a New Form in Design View.
Select the Text Box Tool from the Toolbox and draw a Text Box on the Detail Section of the Form.
Click on the Text Box and display the Property Sheet (View -> Properties).
Write the following expression in the Control Source Property of the Text Box:

=DDE("Excel","Sheet1","R1C1")
Save the Form with the name of your choice.
Open the Form in Normal View. You will see your Name written in an Excel Cell appearing in the Text Box on the Form.

The DDE() Function stands for Dynamic Data Exchange. The first two Parameters are the Excel Application and the worksheet name Sheet1, and the third one is the Cell Reference where your name is written in R1C1 (Row 1, Column 1, or Cell A1). Cell references must be used in this format rather than the A1 style.
Do the following if not successful.
But you may end up with nothing showing in the TextBox. In that case, you have to see if a particular Option is set correctly on the General Tab of Options in the Excel Tools Menu.
Click on the Excel icon on the Taskbar to open it. Click on Tools -> Options, and select the General Tab.
Remove the check mark (if it is set) from the Ignore Other Applications option in the Settings Options.
Minimize Excel, close the MS Access Form, and open it again. Now, your name should appear in the Excel Cell on the Form. Don't close the Form.
Maximize Excel, change the Name, and minimize again. The change may not reflect immediately on the Form. You can update the Form value manually without closing and opening steps.
While the Access Form is in Normal View, select OLE/DDE Links from the Edit Menu.
The Links Dialog Box will open up. Select DDE Links in the Links Group control. The Links list will appear below. Select the Link and click the Update Now CommandButton. Now the change on the Worksheet will reflect the Form Value.

Microsoft Access also includes option settings similar to those in Excel. Generally, instead of manually refreshing changes—as we did earlier—updates should occur automatically at fixed intervals according to the settings under Tools → Options in Microsoft Access. However, in my experience, this feature hasn’t worked reliably on my system.

Select Tools → Options → Advanced tab. Ensure the Enable DDE Refresh option is checked if it is not already enabled. In this section, you can also view the default settings for automatic refreshing of Dynamic Data Exchange (DDE) and ODBC links — including the number of retry attempts and the wait time before Microsoft Access tries again in case of a failure.

Display value in a Combo Box and Option Group.

You can display Values from Excel in two more Access Controls: ComboBoxes and an Option Group Control. See the sample image given below.

The Combo Box Method

Minimize Access and Maximize Excel.
Enter a few Names of people, books, or anything else in Cells A9 to A17.
Enter Value 2 in Cell C1 and minimize the Excel Application Window.
Maximize MS Access and open the Form in Design View.
Disable the Control Wizards Button on the Toolbox. Select the Combo Box Tool and draw a Combo Box Control on the form so that it looks like a List Box. See the sample image given above.
Display the Property Sheet and write the expression
```
=DDE("Excel","Sheet1","R9C1:R17C1")
```
In the Control Source Property of the Combo Box.
You may give a Name to the Range: R9C1:R17C1 and use that Name in the expression, replacing the Range Address. To name the Excel Cell Range, highlight the Range, select Insert -> Name -> Define, and type the name, say List, in the Names in Workbook control. Replace the third Parameter R9C1:R17C1 with the Range Name List in the DDE Function.
Open the Form in Normal View. The Names from the Excel Range will appear in the Combo Box.

Note: You cannot select any of these values and insert them into the Text Box portion of the Combo Box and use it in a data field.

The Option-Group Option.

We will try one more example with the Option Group Control.

Turn On the Control Wizard in the Toolbox. Select the Option Group Tool from the Toolbox and Draw an Option Group Control on the Form. Refer to the example given above.
Type three Labels in the Wizard: Data View, Print Preview, and Print, or anything else you prefer, on the control, and click Finish.
Click on the outer frame of the Options Group and display the Property Sheet (View -> Properties).
Write the following expression in the Control Source Property:

=DDE("Excel","Sheet1","R1C3"

The selection of items in the Options Group will be based on the value given in Excel Cell C1. The value in Cell C1 is 2. The second item in the Options group will now show as selected. Change the Value in Cell C1 to 3 and refresh the Form as explained above; the option will change to 3.

Note: If the Excel Application is not active when you open the Form with the DDE() Function, then Access will show the following Error Message:

"You tried to open a form or report that includes a DDE or DDESend function in a calculated control that specifies an OLE server application."

"Do you want to start the application in Excel?"

If you respond with Yes, then the Excel Application will be started with Blank Sheets. You must open the Excel Workbook that provides information for the DDE() function manually and display the values in the Access Form.

Next: Opening an Excel Database directly.

Opening dBase Files Directly

a.p.r. pillaiJuly 25, 2008External Links, MsaccessLinks No comments

Opening dBase Files Directly

In the earlier article “Opening External Data Sources,” we learned how to open another Microsoft Access database and work with its tables using VBA code. I have revised that code from the previous post to include an additional feature — it now displays the database names loaded in Workspace(0) at the top of the list of employee names in the message box.

The revised code is provided below. You can copy it, replace the earlier version, and try it out.

Revised VBA Code.

Public Sub OpenSecondDatabase()
Dim wsp As Workspace, db As Database
Dim rst As Recordset, msg As String, x As Integer
Dim dbcount As Integer

Set wsp = DBEngine.Workspaces(0)
Set db = wsp.OpenDatabase("c:\Program Files\Microsoft Office\Office11\samples\Northwind.mdb")
Set rst = db.OpenRecordset("Employees", dbOpenDynaset)

dbcount = wsp.Databases.Count - 1

msg = ""
For x = 0 To dbcount
 msg = msg & "Database(" & x + 1 & ") " & Dir(wsp.Databases(x).Name) & vbCr
Next
msg = msg & vbCr
With rst
x = 1
Do While x < 6 And Not .EOF
    msg = msg & ![LastName] & vbCr
   .MoveNext
   x = x + 1
Loop
   .Close
End With
MsgBox msg

Set rst = Nothing
Set db = Nothing
Set wsp = Nothing
End Sub

The statement wsp.Databases(x).Name Returns the full path of the database file. To make the display in the message box more concise, I have wrapped it in a Dir() function, which extracts only the file name from the full path. The Dir() function also checks for the existence of the specified file in the given folder, and if it is found, returns just the file name.

Opening dBase Table

Opening the dBase File is comparatively a simple operation. Create an SQL string with a reference to the dBase Database Folder, the Table Name, and the dBase Version (dBase III, IV, or 5.0) of the Table, and open the Recordset directly. The sample SQL String is given below:

strSql = "SELECT Employee.* FROM Employee IN 'C:\MydBase'[DBASE III;];"

If you don't have a dBase file on your Machine to try this out, you can export one of your own Microsoft Access Tables to dBase III, IV, or 5.0 Versions.

I used the exported Employees Table from the NorthWind.mdb sample database for our trial run. To try the code without changes, you may export the Employees Table from the Northwind.mdb sample database. If you don't know where to find this file, visit the link Saving Data on Forms Not in Table for location references.

Exporting Employees Table as a dBase Table

Create a Folder on your disk: C:\MydBase.
Open the Northwind.mdb database.
Select the Employees table.
Select Export from the File Menu.
Select dBase III, dBase IV, or dBase 5 in the Save as Type Control in the Common Dialog Box.
Browse to the Folder C:\MydBase.
Type the File Name Employee in the File Name Control and Click Export.

Note: A dBase Application File uses only 8 characters for the name and 3 characters for File Name Extensions. When you export the Employees Table, it will shorten the name to 8 characters and save it as a dBase table Employee.dbf. The exported Table's Field Names will also be truncated after the 10th character if they are longer.

When the Employees Table is exported in dBase format, several files are created in the output folder depending on the dBase (III, IV, or 5.0) version you selected. The list of files will look like the samples given below:

EMPLOYEE.INF (contains the Index File Details)
EMPLOYEE.DBF (the data, except for the Memo Field Values)
EMPLOYEE.DBT (the Memo Field contents)
LastName.NDX (LastName Field Index information if saved as dBase III)
Postalco.NDX (PostalCode Field Index information if saved as dBase III)
PRIMARYK.NDX (Primary Key Index information if saved as dBase III)

If you export a table in dBase IV or 5.0 format, the information in the last three files will be consolidated into a single multiple-index file with the MDX extension. The export, import, and link operations are managed by the dBase driver, known as ISAM (Indexed Sequential Access Method), a standard mechanism used by database systems such as dBase and FoxPro (up to version 3.0).

When you attempt to link a dBase table to your MS Access database, Access collects related information from all associated files and will load the data correctly. For example, if the file EMPLOYEE.DBT has been deleted from the folder, the table import or link operation will fail with the error: “Cannot locate the XBase memo file.”

You can export the Employees table to dBase IV or 5.0 formats to experiment with SQL syntax for these versions. However, dBase III syntax can also be used to open tables from the later versions.

Having covered the necessary fundamentals of dBase files, it’s time to open and work with the data. Copy and paste the code below into a Global Module in your database and save it via File → Save. Place the cursor inside the code and press F5 to run it.

A message box will appear displaying the contents of the LastName field from the Employee.dbf file. If you are using your own dBase file, modify the code to reference your table and field names accordingly.

VBA Code for Opening dBase Table

Public Sub OpenDirectDBF()
'Open DBase File directly and read contents
Dim db As Database, rst As Recordset
Dim strSql As String, i As Integer
Dim msg As String

strSql = "SELECT Employee.* FROM Employee IN 'C:\MydBase'[DBASE III;];"

'Syntax for dBase IV & dBase V
'strSql = "SELECT Employe4.* FROM Employe4 IN 'C:\MydBase'[DBASE IV;];"
'strSql = "SELECT Employe5.* FROM Employe5 IN 'C:\MydBase'[DBASE 5.0;];"

Set db = CurrentDb
Set rst = db.OpenRecordset(strSql, dbOpenDynaset)

i = 0
With rst
msg = ""
Do While Not .EOF And i < 5
   msg = msg & ![LastName] & vbCr
   i = i + 1
   .MoveNext
Loop
MsgBox msg
.Close
End With

Set rst = Nothing
Set db = Nothing
End Sub

Tips: Even if the table name length is more than 8 characters (for example, Employees with 9 characters), the SQL syntax will ignore any characters beyond the eighth, and the file will still open correctly.

You can enable the SQL statements in the code for other dBase versions by removing the single quote (') character at the beginning of the line and then running the code.

If you have FoxPro version 2.5 or 3.0 installed on your machine, replace it [DBASE III;] with [FoxPro 2.5;] or [FoxPro 3.0;] to work with those files. Note that later versions of FoxPro require a DSN-based syntax.

Displaying Excel Value directly on the Access Form is next.

Earlier Post Link References:

Opening External Data Sources

a.p.r. pillaiJuly 18, 2008External Links, MsaccessLinks No comments

Opening External Data Sources.

Linking external data sources, such as dBase, Excel, or Tables from another Microsoft Access database, in a back-end/front-end setup, is one of the most common and efficient ways to work with data outside the current Database. Once these Data Sources are linked to an Access database, you can easily build queries, design custom Reports, or Design Forms to add or modify data directly within Access, and the source data remains in its original Application for updates and maintenance. The linked tables function almost like internal Access tables, but their structure cannot be modified.

To link a Table manually, highlight Get External Data in the File Menu and select Link Tables from the displayed menu. The Common Dialog Box will be displayed, and you can browse to the location of another MS Access database, dBase File, or Excel File. Once selected, the available objects will be displayed, and you can link them to your Access database as needed.

If the source data is an Excel database, it is advisable to assign a Range Name (using Insert → Name → Define) to the entire data area before linking it to an MS Access database.

One common issue with Excel-based data sources is that when data is copied and pasted from other applications, such as Word or text files, the column data types can become mixed. As a result, when the table is opened in Access, those columns may display #Error in affected cells due to wrong data type interpretations.

Although Excel provides Data Validation options for manual data entry—such as allowing only integer values in a column, setting character limits (e.g., a maximum of 25), or restricting entries to dates or times—these features are rarely utilized in practice.

So far, we have discussed how to work with external data tables by manually linking them to MS Access. Later, we will explore how to link external files programmatically using VBA, without relying on the menu options mentioned above.

However, if a permanent link to the external table is not required, but the data is still needed temporarily, you can open and work with it directly from Access without creating a link.

Opening a second Access Database

To begin with this method, let us try opening another Microsoft Access database and reading data from one of its tables using VBA code. Later, we will explore similar examples for opening dBase files and Excel databases to retrieve data from those sources as well.

Normally, after launching Microsoft Access, we work with only one database at a time, which remains visible on the application surface—unless it is hidden through the Startup Options. As we know, Microsoft Access is a component-based application consisting of several objects, all organized in a hierarchical structure.

At the top of this hierarchy is the Application object, which we typically open manually whenever we start working in Access. However, it is possible to create an Access Application object from other systems, such as Visual Basic and Excel and interact with Access databases programmatically.

Next in the hierarchy is the Data Access Objects (DAO) library, which serves as the foundation for working with data. DAO encompasses several key components, including:

DBEngine (commonly known as the Jet Engine)
Workspaces collection
Databases collection
User Groups and Users
Containers and Documents
Table Definitions and Query Definitions

The following diagram illustrates the hierarchical structure of these key components. We will refer to them as we open a secondary database and read from a table.

Right-click to open Large Image in New Tab/Window.

The Jet Database Engine is the core component that powers our work with Microsoft Access databases. It supports multiple Workspaces, and by default, we load or create our databases within Workspace(0).

Database security information—such as User Groups, Users, Personal IDs (PIDs), and Passwords—is managed by Data Access Objects (DAO) and stored in a separate Workgroup Information Database with the .mdw file extension.

The active Workgroup file name associated with the current Workspace can be verified by checking the 'DBEngine.SystemDB' property. The DBEngine object also maintains the Default User ID and Default Password associated with the active Workspace.

Displaying Workgroup Information File Name.

Type the following command in the VBA Debug Window:

? DbEngine.SystemDB

Sample Output: C:\mdbs\System.mdw

Databases in WorkSpace(0)

Let us return to the topic of Workspace(0) and continue from there. To open a second Microsoft Access database within the same workspace and read or write data to its tables, we must set a reference to DBEngine.Workspaces(0) is the workspace in which our current database resides. You can also modify the table structure, such as by adding a new field, if required.

To demonstrate this with a simple example, we will open the Employees table from the sample Northwind.mdb database and display the contents of the LastName field in a MsgBox using just a few lines of code:

Public Sub OpenSecondDatabase()
Dim wsp As Workspace, db As Database
Dim rst As Recordset, msg As String

Set wsp = DBEngine.Workspaces(0)
Set db = wsp.OpenDatabase("c:\Program Files\Microsoft Office\Office11\samples\Northwind.mdb")
Set rst = db.OpenRecordset("Employees", dbOpenDynaset)

With rst
msg = ""
Do While Not .EOF
    msg = msg & ![LastName] & vbCr
    .MoveNext
Loop
   .Close
End With
MsgBox msg

Set rst = Nothing
Set db = Nothing
Set wsp = Nothing
End Sub

Copy and paste the code into a Standard Module in your database and save it. Place the cursor anywhere within the code and press F5 to execute it. The LastName field values from the Employees table in Northwind.mdb will be displayed in a MsgBox after the database is closed.

The records are read in a loop to display all nine records available in the table. If you are working with a different table that contains a large volume of records, you can limit the reading cycle by modifying the condition in the Do While 'Not.EOF' statement. This can be achieved with the help of a variable, as shown in the following code snippet.

With rst
msg = ""
X=1
Do While X < 10
    If Not.EOF then
        msg = msg & ![LastName] & vbCr
       .MoveNext
    End If

    X=X+1
Loop
   .Close
End With

The VBA Code.

The reading statements are placed within an If...Then block so that the program cycles through the loop and terminates gracefully without triggering an error if your table contains fewer than nine records. The last three statements release the memory occupied by the objects.

The first line of the code sets a reference to the Workspace(0) object, while the second line opens the Northwind.mdb database within the same workspace. Although this secondary database is not visibly displayed, you can visualise it as being loaded alongside your current database within the same workspace.

The file path shown in the code corresponds to Microsoft Access 2003 version. In later versions of Access, the path structure may vary slightly after the \Microsoft Office\ directory, but the file will still reside within the \Samples folder. Locate the correct path for your version of Access and update the pathname in the code accordingly.

Next, we will see how to open a dBase File directly and work with it.

PIE Chart Object and VBA

a.p.r. pillaiJuly 11, 2008Graph Charts, msaccess graphs 4 comments

PIE Chart Object and VBA.

This post continues our discussion on working with the Chart Object in VBA. In the earlier article, Working with Chart Object in VBA, we created a small table and a report containing a Chart Object, and we explored a few basic property modifications to prepare for the upcoming VBA demonstrations.

If you have not gone through the earlier posts on this topic, before proceeding further, please review Steps 1 to 7 outlined in the earlier post by following this link,

You will find it helpful to read the related topics, Column Chart and VBA, for additional context and practical examples.

PIE Chart Options.

If you have already tried the code examples from the earlier posts, you should find most of the segments here familiar and easy to follow. The main differences in this section involve the formatting of individual pie slices and a few property adjustments.

In this example, we will experiment with three types of Pie Charts:

3D Pie
3D Exploded Pie
Pie of Pie

Each chart variation demonstrates data segments projecting in different ways, controlling the visual layout of your Chart through VBA.

Copy and paste the code given below into a Global Module in your Database.

Public Function PieChart(ByVal ReportName As String, ByVal ChartObjectName As String)
'---------------------------------------------------
'Author : a.p.r. pillai
'URL    : http://www.msaccesstips.com
'Date   : July-2008
'Customized Source Code : from Microsoft Access Help
'---------------------------------------------------
Dim Rpt As Report, grphChart As Object
Dim msg As String, lngType As Long, cr As String
Dim ctype As String, typ As Integer, j As Integer
Dim db As Database, rst As Recordset, recSource As String
Dim colmCount As Integer, chartType(1 To 5) As String
Const twips As Long = 1440

On Error GoTo PieChartChart_Err

chartType(1) = "3D Pie Chart"
chartType(2) = "3D Pie Exploded"
chartType(3) = "Pie of Pie"
chartType(4) = "Quit"
chartType(5) = "Select 1-4, 5 to Cancel"

cr = vbCr & vbCr
msg = ""
For j = 1 To 5
  msg = msg & j & ". " & chartType(j) & cr
Next

ctype = "": typ = 0
Do While typ < 1 Or typ > 4
 ctype = InputBox(msg, "Select Chart Type")
 If Len(ctype) = 0 Then
    typ = 0
 Else
    typ = Val(ctype)
 End If
Loop

Select Case typ
    Case 4
        Exit Function
    Case 1
       lngType = xl3DPie
    Case 2
       lngType = xl3DPieExploded
    Case 3
       lngType = xlPieOfPie
End Select

DoCmd.OpenReport ReportName, acViewDesign
Set Rpt = Reports(ReportName)

Set grphChart = Rpt(ChartObjectName)

grphChart.RowSourceType = "Table/Query"
recSource = grphChart.RowSource

If Len(recSource) = 0 Then
   MsgBox "RowSource value not set, aborted."
   Exit Function
End If

'get number of columns in chart table/Query
'if Table or SQL string is not valid then
'generate error and exit program
Set db = CurrentDb
Set rst = db.OpenRecordset(recSource)
colmCount = rst.Fields.Count
rst.Close

're-size the Chart
With grphChart
    .ColumnCount = colmCount
    .SizeMode = 3
    .Left = 0.2917 * twips
    .Top = 0.2708 * twips
    .Width = 5 * twips
    .Height = 4 * twips
End With

'activate the chart for modification.
grphChart.Activate

'Chart type, Title, Legend, Datalabels,Data Table
With grphChart
     .chartType = lngType
    .HasLegend = True
    .HasTitle = True
    .ChartTitle.Font.Name = "Verdana"
    .ChartTitle.Font.Size = 14
    .ChartTitle.Text = chartType(typ) & " Chart."
    .HasDataTable = False
End With

'format Pie slices with gradient color
With grphChart.SeriesCollection(1)
    .HasDataLabels = True
    .DataLabels.Position = xlLabelPositionBestFit
    .HasLeaderLines = True
    .Border.ColorIndex = 19 'edges of pie shows in white color
    For j = 1 To .Points.Count
        With .Points(j)
            .Fill.ForeColor.SchemeColor = Int(Rnd(Timer()) * 54) + 2
            .Fill.OneColorGradient msoGradientVertical, 4, 0.231372549019608
            .DataLabel.Font.Name = "Arial"
            .DataLabel.Font.Size = 10
            .DataLabel.ShowLegendKey = False
            '.ApplyDataLabels xlDataLabelsShowValue
            .ApplyDataLabels xlDataLabelsShowLabelAndPercent
        End With
    Next
End With

'Chart Area Border
With grphChart
    .ChartArea.Border.LineStyle = xlDash
    .PlotArea.Border.LineStyle = xlDot
    .Legend.Font.Size = 10
End With

'Chart Area Fill with Gradient Color
With grphChart.ChartArea.Fill
    .Visible = True
    .ForeColor.SchemeColor = 17
    .BackColor.SchemeColor = 2
    .TwoColorGradient msoGradientHorizontal, 2
End With

'Plot Area fill with Gradient Color
With grphChart.PlotArea.Fill
    .Visible = True
    .ForeColor.SchemeColor = 6
    .BackColor.SchemeColor = 19
    .TwoColorGradient msoGradientHorizontal, 1
End With

grphChart.Deselect

DoCmd.Close acReport, ReportName, acSaveYes
DoCmd.OpenReport ReportName, acViewPreview

PieChart_Exit:
Exit Function

PieChart_Err:
MsgBox Err.Description, , "PieChart()"
Resume PieChart_Exit
End Function

Press Ctrl+G to display the Debug Window (Immediate Window) in the VBA Editing View, type the following command in the Debug Window, and press Enter:

PieChart "MyReport1", "Chart1"

Sample run: an image of Option-1:

Right-click to open the Large Image in a New Tab/Window.

Sample run: an image of Option-2:

Right-click to open the large image in a New Tab/Window.

Sample run: an image of Option-3:

Right-click to open the large image in a New Tab/Window.

Run it from the CommandButton_Click.

You can run this program from the On_Click() Event Procedure of a CommandButton on your Form. The program will:

Open myReport1 in Design View.
Resize the Chart1 Chart Object to a size suitable for printing or viewing.
Format the chart elements.
Save the report and reopen it in Print Preview.

Key points about PIE Charts:

The analysis of values in a Pie Chart differs from other chart types, which is why Pie Charts accept only one set of values.
For example, if four people decide to buy a Cake worth $100, and their shares are $60, $20, $14, and $6, the Pie Slices will reflect the proportion of each share relative to the Total Cost.
Unlike Bar or Column Charts, where formatting can be applied to an entire data series using grphChart.SeriesCollection() - Pie Charts require you to access individual slices through grphChart.SeriesCollection().Points() - This allows you to apply different gradient colors or formatting to each slice separately.

Tip: You can use the same Points() method to format individual bars of a Bar Chart, but you must remove the Pie-specific properties from the code to avoid errors.

.DataLabels.Position = xlLabelPositionBestFit
.HasLeaderLines = True
.Border.ColorIndex = 19 'showing edges of Pie slices with white color
.ApplyDataLabels xlDataLabelsShowLabelAndPercent

Chart Formatting.

In Pie Charts, the X-Axis and Y-Axis titles are not used, so the corresponding code segments have been removed from the program. The Chart Area and Plot Area are formatted using a different set of light colors, distinct from the previous examples.

You can also use the Rnd() function to generate different color sets for each run, applying gradient formatting. However, the resulting color combination may not always be ideal for viewing or printing. If you are not satisfied with the current color scheme, you can experiment with different color values from the Color Chart provided in the first post, Working with Chart Object in VBA.