Recordset в миф excel

Visual Basic for Applications or VBA is an important event driven programming language.  It is used for creating programs which enhance the Microsoft Office suite of applications. Visual Basic for Applications is perfect for developing specific applications, whether these are office resources, graphics programs, file sorting programs, or any other kind of Windows-based software programs. Today we look at the useful and frequently used Recordset function, in this intermediate level tutorial. You require a basic level of familiarity with Microsoft Access. If you’re new to them, you should first do this introductory course to Microsoft Access.  For folks who are familiar with VBA, you can just do a quick brush up with this VBA tutorial.

What is Recordset

A recordset is a structure which stores a group of records in a database. These records could be the result of a query or the contents of an individual table. Modifying the information stored in record sets does not affect the corresponding information contained in the actual database tables. Recordsets are widely employed as an integral part of database programming which includes Visual Basic for Applications.

Note that recordset is a blank table which is fully customizable with infinite rows and columns. These include whatever information a computer’s database returns, no matter how small or large. Good databases have the ability to generate and display recordsets. You can learn more about managing databases in Excel in this course.

Microsoft Office Access, a database, permits you to use VBA to create applications in Access. VBA is usually used to automate repetitive tasks in MS Office applications. MS Access is a relational database system generally used for smaller databases. A select query retrieves data from a database table. A recordset reads the content returned by the query. Here we look at a program to create a table and view its content using a select query. You can take this course from Udemy to learn more about using VBA with MS Access.

Example 1: How to use recordset in a query

Sub useRecordset()
Dim strSQL1 As String
Dim dbs1 As Database
Dim rst1 As Recordset
Dim tmpStr As String
Set dbs = CurrentDb
tmpStr = "Company | Last Name | "
tmpStr = tmpStr& "First Name | "
tmpStr = tmpStr& "Job Title | "
tmpStr = tmpStr& "Business Phone"
Debug.PrinttmpStr
strSQL1 = "SELECT Customers.Company, Customers.[Last Name], "
strSQL1 = strSQL1& "Customers.[First Name], "
strSQL1 = strSQL1& "Customers.[Job Title], Customers.[Business Phone]"
strSQL1 = strSQL1& "FROM Customers;"
Set rst1 = dbs1.OpenRecordset(strSQL)
rst1.MoveLast
rst1.MoveFirst
Do While Not rst1.EOF
tmpStr = rst1.Fields(0).Value
tmpStr = tmpStr& " | " & rst1.Fields(1).Value
tmpStr = tmpStr& " | " & rst1.Fields(2).Value
tmpStr = tmpStr& " | " & rst1.Fields(3).Value
tmpStr = tmpStr& " | " & rst1.Fields(4).Value
Debug.PrinttmpStr
Rst1.MoveNext
Loop
rst1.Close
dbs1.Close

In this program, declare the variables dbs1 as database object, rst1 as recordset object. Use SQL select command to the query the customer’s table. Open the recordset using the query. Loop through the recordset and display the records till the end of the recordset. In the end, close the database and the recordset objects.

Example 2: VBA Recordset to run a select Query

Private Sub runSelectQuery()
Dim db1 As Database
Dim rcrdSe1t As Recordset
Dim strSQL1 As String
Dim Xcntr1As Integer
Set db1 = CurrentDb
strSQL1 = "CREATE TABLE selectQueryData (NumField NUMBER, Tenant TEXT, Apt TEXT);"
DoCmd.RunSQL (strSQL1)
strSQL1 = "INSERT INTO selectQueryData (NumField, Tenant, Apt)”
strSQL1 = strSQL1& "VALUES (1, 'John', 'A');"
DoCmd.SetWarnings False
DoCmd.RunSQL (strSQL1)
strSQL1 = "INSERT INTO selectQueryData (NumField, Tenant, Apt) "
strSQL1 = strSQL1& "VALUES (2, 'Susie', 'B');"
DoCmd.SetWarnings False
DoCmd.RunSQL (strSQL1)
strSQL1 = "INSERT INTO selectQueryData (NumField, Tenant, Apt) "
strSQL1 = strSQL1& "VALUES (3, 'Luis', 'C');"
DoCmd.SetWarnings False
DoCmd.RunSQL (strSQL1)
strSQL1 = "Select selectQueryData.* from selectQueryData "
strSQL1 = strSQL1& "WHERE selectQueryData.Tenant = 'Luis';"
Set rcrdSet1 = db.OpenRecordset(strSQL1)
rcrdSet1.MoveLast
rcrdSet1.MoveFirst
For Xcntr = 0 To rcrdSet1.RecordCount - 1
MsgBox "Tenant: " &rcrdSet.Fields("Tenant").Value & ", Lives in apt: " & _
rcrdSet1.Fields("Apt").Value
rcrdSet1.MoveNext
Next Xcntr
rcrdSet1.Close
db.Close
End Sub

In this program, we declare the variables Db1 as database object, rcrdSet1 as recordset object, strSQL1 as string object and Xcntr as Integer.The string object is assigned a query string.  DoCmd.RunSQL is a command which runs the string to create a table. A new table is created. Insert SQl command is used to insert records in the table. The recordset is opened and we move to the first record in the recordset. Display each record in the recordset until we reach the last record of the recordset. In the end we close both the recordset object and the database object.

Example 3: Program to Set the Value of a Specific Record

Dim sqlStr1 As String
Dim rst1 As Recordset
Dim dbs1 As Database
Set dbs1 = CurrentDb
sQLString = "CREATE TABLE editRecord (F_Name TEXT, L_Name TEXT)"
DoCmd.SetWarnings False
DoCmd.RunSQL (sQLString)
Strsql1 = "INSERT INTO editRecordVALUES('JOhn','Smith')"
DoCmd.RunSQL (strsql1)
strsql = "INSERT INTO editRecord VALUES('George','Bailey')"
DoCmd.RunSQL (strsql1)
strsql = "INSERT INTO editRecord VALUES('Glen','Maxwell')"
DoCmd.RunSQL (strsql1)
Set rst1 = dbs.OpenRecordset("SELECT editRecord.* FROM editRecord")
Set rst1 = dbs.OpenRecordset("SELECT editRecord.* FROM editRecord")
rst1.Move (2)
rst1.Edit
rst1.Fields("F_Name").Value = "PAUL"
rst1.Update
rst1.Close
Set dbs = Nothing

In this program, we declare sqlStr1 as string variable, rst1 as recordset object and dbs1 as database object. A new table is created using the DoCmd.RunSQL command. Three records are inserted into the table. A recordset is created by querying the table for allits records.We move through the record set to the record number 3 and update the “F_name” field to “Paul.” Then close the recordset. Press “F5” Functional key to run the subroutine.  You may want to learn more about Microsoft Access with this course to understand these examples better.

Example 4:  Search for Records in a Table

Sub searchRecords()
Dim rst1 As Recordset
Dim dbs1 As Database
Dim stringToSearch1 As String
Set dbs1 = CurrentDb
stringToSearch1 = "Dyna"
Set rst1 = dbs1.OpenRecordset("SELECT Customers.* FROM Customers")
Set rst1 = dbs1.OpenRecordset("SELECT <table name>.* FROM <table name>")
Rst1.MoveFirst
Do While Not rst1.EOF
If rst1.Fields("First Name").Value = stringToSearch1 Then
MsgBox "Found "&stringToSearch& " in record number: " & rst1.AbsolutePosition
rst1.MoveLast
Else
Rst1.MoveNext
End If
Loop
stringToSearch1 = "<your text to search>"
If rst1.Fields("<your column name>").Value = stringToSearch Then
rst1.Close
dbs1.Close

In the program, we declare the variables rst1 as Recordset object and  dbs1 as database object. Create a recordset by querying the customer’s table. Move to the first record of the recordset. Loop through the recordset by incrementing recordset position and search for “Dyna” in the first name column.  After the record is found, close the recordset and database objects. This course on using VBA with Microsoft Access has many more examples you may want to try out.

Example 5: How to copy from a recordset into a Table

Sub RecordsetExample()
Dim dbTest1 as Database
Dim rsRecordset1 as Recordset
Dim sqlStatement1 as String
Set dbTest1 = OpenDatabase("MyDatabase.mbd")
set rsRecordset1 = .OpenRecordset("Table1",dbOpenTable)
End With
sqlStatement1 = "INSERT INTO Table2 VALUES" & rsRecordset1
With rsRecordset1
rsRecordset1.MoveFirst
Do
rsRecordset1.RunSQL(sqlStatement1)
rsRecordset1.MoveNext
Loop While Not rsRecordset1.EOF
End With
End Sub

Declare the variables dbTest1, rsRecordset1,sqlStatement1 as type database, recordset and string objects respectively. Open the recordset object read the records and inserts the values into the database table. This operation terminates reaching the end of the recordset. In the end close the database and recordset objects.

Example 6:How to Use VBA to Import Data From Excel Into Access

Sub importExcelData()
Dim xlApp As Excel.Application
Dim xlBk As Excel.Workbook
Dim xlSht As Excel.Worksheet
Dim dbRst1 As Recordset
Dim dbs1 As Database
Dim SQLStrAs String
Set dbs1 = CurrentDb
Set xlApp = Excel.Application
Set xlBk = xlApp.Workbooks.Open("C:TempdataToImport.xlsx")
Set xlSht = xlBk.Sheets(1)
SQLStr = "CREATE TABLE excelData(columnOne TEXT, columnTwo TEXT)"
DoCmd.SetWarnings False
DoCmd.RunSQL (SQLStr)
Set dbRst1 = dbs.OpenRecordset("excelData")
dbRst1.AddNew
xlSht.Range("A2").Select
dbRst1.Fields(0).Value = xlSht.Range("A2").Value
xlSht.Range("B2").Select
dbRst1.Fields(1).Value = xlSht.Range("B2").Value
dbRst1.Update
dbRst1.Close
dbs1.Close
xlBk.Close
End Sub

In the beginning, we declare xlApp, xlBk and xlSht as variables you will use to read Excel. Also, we declare the variables dbrst1 as recordset object and dbs1 as database object. Use DoCmd.RunSQL to execute an SQL command. We get values from the Excel workbook, save them to your table and update the records. In the end always remember to close  the database and recordset objects. If you’d like a more hands on approach, you can check out this course on MS Access.

Hope you had fun learning the Recordset function. Programming is best learnt by creating your own programs. Go through the examples above and play with the code. Once you’re ready to move it up to the next level, you can take this advanced VBA course for Microsoft Access by Simon Sez. It has a lot more juice and tips to make your work with MS Access so much more easier!

A Recordset That Does Not Support the RecordCount Property

   <source lang="vb">

Sub CountRecordsBad()

   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   rst.ActiveConnection = CurrentProject.Connection
   rst.Open "Select * from Employees"
   Debug.Print rst.RecordCount  "Prints -1
   rst.Close
   Set rst = Nothing

End Sub

</source>
   
  

A Recordset That Supports the RecordCount Property

   <source lang="vb">

Sub CountRecordsGood()

   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   rst.ActiveConnection = CurrentProject.Connection
   rst.CursorType = adOpenStatic
   rst.Open "Select * from Employees"
   Debug.Print rst.RecordCount  "Prints Record count
   rst.Close
   Set rst = Nothing

End Sub

</source>
   
  

Assigning Recordsets Dynamically to a form

   <source lang="vb">

Sub runFormNY()

   Dim con As ADODB.Connection
   Dim myRecordset As Recordset
   Dim strFrmNm As String
   
   Set myRecordset = New ADODB.Recordset
   myRecordset.CursorType = adOpenKeyset
   myRecordset.LockType = adLockOptimistic 
   Set con = New ADODB.Connection
   con.Open "Provider=Microsoft.Jet.OLEDB.4.0;Data Source=c:mydb.mdb;"
      myRecordset.Open "SELECT * FROM Employees", con
      strFrmNm = "frmCustomer"
   DoCmd.OpenForm strFrmNm
   Set Application.Forms(strFrmNm).Recordset = myRecordset
   
   myRecordset.Close
   con.Close
   Set myRecordset = Nothing
   Set con = Nothing

End Sub

</source>
   
  

Build a string text from result set

   <source lang="vb">

Sub MyFirstConnection4()

   Dim myConnection As ADODB.Connection
   Dim myRecordset As ADODB.Recordset
   Dim strSQL As String
   Dim strOutput As String
  
   strSQL = "SELECT FirstName, LastName FROM Employees"
   
   Set myConnection = CurrentProject.Connection
   
   Set myRecordset = New ADODB.Recordset
   myRecordset.Open strSQL, myConnection
   
   Do Until myRecordset.EOF
      strOutput = strOutput + myRecordset.Fields("FirstName") & " " & _
                              myRecordset.Fields("LastName") & vbCrLf
      myRecordset.MoveNext
   Loop
   myRecordset.Close
   msgBox strOutput
   myConnection.Close
   Set myConnection = Nothing
   Set myRecordset = Nothing

End Sub

</source>
   
  

Creating a Custom Recordset

   <source lang="vb">

Sub Custom_Recordset()

   Dim myRecordset As ADODB.Recordset
   Dim strFile As String
   Dim strFolder As String
   strFolder = "C:"
   strFile = Dir(strPath & "*.*")
   Set myRecordset = New ADODB.Recordset
   With myRecordset
      Set .ActiveConnection = Nothing
          .CursorLocation = adUseClient
          With .Fields
                    .Append "Name", adVarChar, 255
                    .Append "Size", adDouble
                    .Append "Modified", adDBTimeStamp
          End With
           .Open
             " Add a new record to the recordset
             .AddNew Array("Name", "Size", "Modified"), _
              Array("fileName.txt", 100, #9/9/1999#)
           .MoveFirst
            " Print the contents of the recordset to the Immediate window
                Do Until .EOF
                     Debug.Print !Name & vbTab & !Size & vbTab & !Modified
                    .MoveNext
                Loop
                .Close
        End With
    Set myRecordset = Nothing

End Sub

</source>
   
  

Creating a Disconnected Recordset

   <source lang="vb">

Sub Rst_Disconnected()

   Dim conn As ADODB.Connection
   Dim myRecordset As ADODB.Recordset
   Dim strConn As String
   Dim strSQL As String
   Dim strRst As String
   strSQL = "Select * From Orders where CustomerID = "VINET""
   strConn = "Provider=Microsoft.Jet.OLEDB.4.0;"
   strConn = strConn & "Data Source = " & CurrentProject.Path & "mydb.mdb"
   Set conn = New ADODB.Connection
   conn.ConnectionString = strConn
   conn.Open
   Set myRecordset = New ADODB.Recordset
   Set myRecordset.ActiveConnection = conn
   " retrieve the data
   myRecordset.CursorLocation = adUseClient
   myRecordset.LockType = adLockBatchOptimistic
   myRecordset.CursorType = adOpenStatic
   myRecordset.Open strSQL, , , , adCmdText
   Set myRecordset.ActiveConnection = Nothing
   myRecordset.MoveFirst
   Debug.Print myRecordset.Fields(0) & " was " & myRecordset.Fields(1) & " before."
   myRecordset.Fields("CustomerID").Value = "OCEAN"
   myRecordset.Update
   strRst = myRecordset.GetString(adClipString, , ",")
   Debug.Print strRst

End Sub

</source>
   
  

Dynamic Recordset

   <source lang="vb">

Sub exaRecordsetPosition()

   Dim db As Database
   Dim rsDyna As Recordset
   Set db = CurrentDb
   Set rsDyna = db.OpenRecordset("Books", dbOpenDynaset)
   rsDyna.MoveFirst
   Do While Not rsDyna.EOF
       Debug.Print rsDyna!PubID & " / " & rsDyna!Title
       Debug.Print rsDyna.AbsolutePosition
       Debug.Print Format$(rsDyna.PercentPosition
       rsDyna.MoveNext
   Loop
   rsDyna.Close

End Sub

</source>
   
  

Filling a Combo Box with a Disconnected Recordset

   <source lang="vb">

Private Sub Form_Load()

  Dim myRecordset As ADODB.Recordset 
  Dim strRowSource As String 
  Dim strName As String 
  strName = CurrentProject.Path & "Companies.rst" 
  Set myRecordset = New ADODB.Recordset 
     With myRecordset 
        .CursorLocation = adUseClient 
        .Open strName, , , ,  adCmdFile 
        Do Until .EOF 
           strRowSource = strRowSource & myRecordset!CompanyName & ";" 
           .MoveNext 
        Loop 
        With Me.cboCompany 
           .RowSourceType = "Value List" 
           .RowSource = strRowSource 
        End With 
        .Close 
     End With 
  Set myRecordset = Nothing 

End Sub

</source>
   
  

Looping Through a Recordset

   <source lang="vb">

Sub LoopThroughRecordset(rst As ADODB.Recordset, rg As Range)

   Dim nColumnOffset As Integer 
   Dim fld As ADODB.Field 
   With rst 
       Do Until .EOF 
           nColumnOffset = 0 
           For Each fld In .Fields 
               rg.Offset(0, nColumnOffset).Value = fld.Value 
               nColumnOffset = nColumnOffset + 1 
           Next 
           Set rg = rg.Offset(1, 0) 
           .MoveNext 
       Loop 
   End With 
   Set fld = Nothing 

End Sub

</source>
   
  

Move cursor in result set

   <source lang="vb">

Sub MyFirstConnection3()

   Dim myConnection As ADODB.Connection
   Dim myRecordset As ADODB.Recordset
   Dim strSQL As String
   
   strSQL = "SELECT FirstName, LastName FROM Employees"
   Set myConnection = CurrentProject.Connection
   
   Set myRecordset = New ADODB.Recordset
   myRecordset.Open strSQL, myConnection
   
   Do Until myRecordset.EOF
      Debug.Print myRecordset.Fields("FirstName") & " " & _
                  myRecordset.Fields("LastName")
      myRecordset.MoveNext
   Loop
   myRecordset.Close
   myConnection.Close
   Set myConnection = Nothing
   Set myRecordset = Nothing

End Sub

</source>
   
  

Refreshing Recordset Data

   <source lang="vb">

Sub PersistRecordset()

   Dim strFileName As String
   strFileName = "c:test.txt"
   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   rst.ActiveConnection = CurrentProject.Connection
   rst.CursorType = adOpenStatic
   rst.LockType = adLockOptimistic
   rst.Open Source:="Select * from Employees ", Options:=adCmdText
   On Error Resume Next
   Kill strFileName
   "Save the recordset
   rst.Save strFileName, adPersistADTG
   rst.Close
   Set rst = Nothing

End Sub

</source>
   
  

Retrieve data from Recordset by table column name

   <source lang="vb">

Sub MyFirstConnection()

   Dim myConnection As ADODB.Connection
   Dim myRecordset As ADODB.Recordset
   Set myConnection = CurrentProject.Connection
   
   Set myRecordset = New ADODB.Recordset
   myRecordset.Open "select * from employees", myConnection
   
   Do Until myRecordset.EOF
      Debug.Print myRecordset.Fields("FirstName"), _
                  myRecordset.Fields("LastName")
      myRecordset.MoveNext
   Loop
   myRecordset.Close
   myConnection.Close
   Set myConnection = Nothing
   Set myRecordset = Nothing

End Sub

</source>
   
  

Row order in Dynamic Recordset

   <source lang="vb">

Sub exaRecordsetMove()

   Dim db As Database
   Dim rsTable As Recordset
   Dim rsDyna As Recordset
   
   Set db = CurrentDb
   
   Set rsTable = db.OpenRecordset("Books")
   Debug.Print "Books indexed by PubID/Title:"
   
   rsTable.Index = "PubTitle"
   rsTable.MoveFirst
   Do While Not rsTable.EOF
       Debug.Print rsTable!PubID & " / " & rsTable!Title
       rsTable.MoveNext
   Loop
   
   Debug.Print "Dynaset-type recordset order:"
   Set rsDyna = db.OpenRecordset("Books", dbOpenDynaset)
   rsDyna.MoveFirst
   Do While Not rsDyna.EOF
       Debug.Print rsDyna!PubID & " / " & rsDyna!Title
       rsDyna.MoveNext
   Loop
   
   rsTable.Close
   rsDyna.Close

End Sub

</source>
   
  

Set Index and seek the recordset

   <source lang="vb">

Sub exaRecordsetSeek()

   Dim db As Database
   Dim rsTable As Recordset
   
   Set db = CurrentDb
   
   Set rsTable = db.OpenRecordset("Books")
   rsTable.Index = "Title"
   rsTable.Seek ">=", "On"
   If Not rsTable.NoMatch Then
       Debug.Print rsTable!Title
   Else
       Debug.Print "No title beginning with word "On"."
   End If
   
   rsTable.Close

End Sub

</source>
   
  

Set recordset to form

   <source lang="vb">

Private Sub Form_Open(Cancel As Integer)

   Dim con As ADODB.Connection
   Dim myRecordset As ADODB.Recordset
   Dim strFrmNm As String
   
   Set myRecordset = New ADODB.Recordset
   myRecordset.CursorType = adOpenKeyset
   myRecordset.LockType = adLockOptimistic
   Set con = New ADODB.Connection
   con.Open "Provider=Microsoft.Jet.OLEDB.4.0;" & _
      "Data Source=C:store.mdb;"
      
   myRecordset.Open "SELECT * FROM tblCustomer", con
   Set Me.Recordset = myRecordset
   
   myRecordset.Close
   con.Close
   Set myRecordset = Nothing
   Set con = Nothing

End Sub

</source>
   
  

Snapshot Recordset

   <source lang="vb">

Sub exaRecordsets()

   Dim db As Database
   Dim rsTable As Recordset
   Dim rsDyna As Recordset
   Dim rsSnap As Recordset
   Set db = CurrentDb
   Set rsTable = db.OpenRecordset("Employees")
   Debug.Print "TableCount: " & rsTable.RecordCount
   Set rsDyna = db.OpenRecordset("Employees", dbOpenDynaset)
   Debug.Print "DynaCount: " & rsDyna.RecordCount
   rsDyna.MoveLast
   Debug.Print "DynaCount: " & rsDyna.RecordCount
   
   Set rsSnap = db.OpenRecordset("Employees", dbOpenSnapshot)
   Debug.Print "SnapCount: " & rsSnap.RecordCount
   rsSnap.MoveLast
   Debug.Print "SnapCount: " & rsSnap.RecordCount
   
   rsTable.Close
   rsDyna.Close
   rsSnap.Close
   

End Sub

</source>
   
  

The Sort Property of the Recordset Object

   <source lang="vb">

Sub SortRecordset()

   Dim intCounter As Integer
   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   rst.ActiveConnection = CurrentProject.Connection
   rst.CursorLocation = adUseClient
   rst.Open "Select * from Employees"
   Debug.Print "NOT Sorted!!!"
   Do Until rst.EOF
       Debug.Print rst("EmployeeID")
       rst.MoveNext
   Loop
   Debug.Print "Now Sorted!!!"
   rst.Sort = "[EmployeeID]"
   Do Until rst.EOF
       Debug.Print rst("EmployeeID")
       rst.MoveNext
   Loop
   rst.Close
   Set rst = Nothing

End Sub

</source>
   
  

The Supports Method of the Recordset Object

   <source lang="vb">

Sub SupportsMethod()

   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   
   rst.ActiveConnection = CurrentProject.Connection
   rst.CursorType = adOpenStatic
   rst.LockType = adLockOptimistic
   rst.CursorLocation = adUseServer
   rst.Open Source:="Select * from Employees ", _
       Options:=adCmdText
   Debug.Print "Bookmark " & rst.Supports(adBookmark)
   Debug.Print "Update Batch " & rst.Supports(adUpdateBatch)
   Debug.Print "Move Previous " & rst.Supports(adMovePrevious)
   Debug.Print "Seek " & rst.Supports(adSeek)
   rst.Close
   Set rst = Nothing

End Sub

</source>
   
  

Using the AbsolutePosition Property

   <source lang="vb">

Sub FindPosition()

   Dim strSQL As String
   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   rst.ActiveConnection = CurrentProject.Connection
   rst.CursorType = adOpenStatic
   rst.Open "Select * from Products"
   strSQL = "[ProductID] = " & 1
   rst.Find strSQL
   "If record is found, print its position
   If rst.EOF Then
       msgBox lngValue & " Not Found"
   Else
       Debug.Print rst.AbsolutePosition
   End If
   rst.Close
   Set rst = Nothing

End Sub

</source>
   
  

Using the Bookmark Property

   <source lang="vb">

Sub UseBookmark()

   Dim strSQL As String
   Dim vntPosition As Variant
   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   rst.ActiveConnection = CurrentProject.Connection
   rst.CursorType = adOpenStatic
   rst.Open "Select * from Products"
   vntPosition = rst.Bookmark
   Do Until rst.EOF
       Debug.Print rst("ProductID")
       rst.MoveNext
   Loop
   rst.Bookmark = vntPosition
   Debug.Print rst("ProductID")
   rst.Close
   Set rst = Nothing

End Sub

</source>
   
  

Using the EOF Property to Determine the Bounds of a Recordset

   <source lang="vb">

Sub DetermineLimits()

   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   rst.ActiveConnection = CurrentProject.Connection
   rst.CursorType = adOpenStatic
   rst.Open "Select * from Employees"
   Do Until rst.EOF
       Debug.Print rst("EmployeeID")
       rst.MoveNext
   Loop
   rst.Close

End Sub

</source>
   
  

Whether Records Are Returned in a Recordset

   <source lang="vb">

Sub CheckARecordset()

   Dim rst As ADODB.Recordset
   Set rst = New ADODB.Recordset
   rst.ActiveConnection = CurrentProject.Connection
   rst.CursorType = adOpenStatic
   rst.Open "Select * from Employees"
   If Not rst.RecordCount Then
     msgBox "Recordset Empty...Unable to Proceed"
   End If
   rst.Close
   Set rst = Nothing

End Sub

</source>

Dear Friends,

In my previous article, I emphasized mainly on how to execute different kind of queries in database using Excel VBA. I covered one example How to display or spread a RecordSet in excel Sheet. But in this article I am going to focus on different ways of reading RecordSet Object.

How to get Column Names from your recordSet Object

RecordSetObject.Fields.Count gives the total number of Columns present in your RecordSet Object. You can use following for loop to get all all the column names of a recordSet in your Excel Sheet.

Following is the Syntax to get the column names of a recordSet where all the records are stored.
Column Name of First Column = RecordSetObject(0).Name
Column Name of Second Column = RecordSetObject(1).Name

 
Similarly…

 
Column Name of Last Column = RecordSetObject(Total Columns – 1).Name

            For DBCol = 0 To RecordSetObject.Fields.Count - 1
              Worksheets("Data").Cells(xlRow, xlCol).Value = RecordSetObject(DBCol).Name
              xlCol = xlCol + 1 'move to next column in same row
            Next

RecordSet Object stores all the columns in form of an Array which can be accessed by passing an array Index which starts from Zero (0). This is why in above for loop, DBCol Index variable is initialized from Zero and goes up to one less than total number of columns available ( 0 to n-1 )

1. Spreading the whole RecordSet in Sheet (Without Loop)

I have explained this with an Example VBA code in my previous article. Click here to read and understand this Method.

2. Reading the whole RecordSet Object using Loop

RecordSetObject(0).Value gives you the value of the 1st Column value of the 1st Record of your RecordSet Object. .MoveNext is the method of your RecordSet Object which takes you to the Next Record of your recordSet. Below is the VBA code snippet which reads all the Records of your RecordSet and put it in your Excel Sheet named Data.

        xlRow = 1 ' Set it for your Excel Sheet Starting Row
        Do While Not RecordSetObject.EOF  'to traverse till last record
        'This for loop will display the values
        'of all column values in one Single record
            xlCol = 1 'Every next Record Should start from Starting Column
            For DBCol = 0 To RecordSetObject.Fields.Count - 1
              Worksheets("Data").Cells(xlRow, xlCol).Value = RecordSetObject(DBCol).Value
              xlCol = xlCol + 1 'move to next column in same row
            Next
            RecordSetObject.MoveNext 'This moves the loop to next record from the record set
            xlRow = xlRow + 1 'Move to next row in Excel
        Loop

3. Reading RecordSet Values by Passing Column Names

Above VBA code reads all the column values from the RecordSet by passing the Column Index – 0 to Total Columns-1. Suppose, If you want to read values of a particular column which Name is known to you but it could be 1st Column or 2nd Column or any nth column of your RecordSet Object. I will explain you the method of accessing the value of a column by passing the column name rather Column Index as passed in above example.

Syntax is very much same as above. Instead of passing the Index Number of the Column, you need to pass the Column Name in Double Quotes (” “). RecordSetObject(“Column_Name”).Value

        xlRow = 1 ' Set it for your Excel Sheet Starting Row
        Do While Not DBrs.EOF  'to loop till last record of the recordSet
            Worksheets("Data").Cells(xlRow, 1).Value = RecordSetObject("Column_NAME_1").Value
            Worksheets("Data").Cells(xlRow, 2).Value = RecordSetObject("Column_NAME_2").Value
            Worksheets("Data").Cells(xlRow, 3).Value = RecordSetObject("Column_NAME_3").Value
            
            DBrs.MoveNext 'This reads the next record from the record set
            xlRow = xlRow + 1 'Move to next row in Excel
        Loop

I prefer accessing column values by passing the column name. There are two benefits of using this method:

1. In case of Select * from… queries you do not need to check the position of your column to access it. No matter at what position your column is..can be accessed correctly from this method.

2. Easy to debug: While debugging your code – Statement RecordSetObject(“Column_NAME_1”).Value is clearly understood without referring the actual database table as compared to RecordSetObject(5).Value. To know which column is being referred in this statement I need to check the NAME proprty of the 5th Column of your RecordSet

Are you facing any difficulty in accessing your RecordSet Object?? Put your queries here in comment. We will try to get back on that ASAP 🙂

Definitive Guide To ADO in Excel and VBA

There are several methods to work with external data and files in Excel. ADO (ActiveX Data Objects) is one of the best and most frequently used tools to work with external data and files. In Excel, we can use the combination of ADO with VBA (Visual Basic for Applications) to work with external data sets in memory. ADO always comes in handy when we need to perform complex, multi-layered procedures and checks on external datasets.

What is ActiveX Data Objects (ADO)?

ADO in Excel and VBA is a tool in that helps developers to write VBA code to access data without knowing how the database is implemented; developers should be aware of the database connectivity only. Being a developer, you don’t need to know the SQL to access a database when using ADO, although you can run SQL commands directly using ADO. So, in short, ADO helps developers accomplish two major tasks:

• Connect to a data source
• Specify the datasets with which to work

Using the ADODB connection, we connect our VBA application with the databases e.g., SQL, MS Access, Microsoft List, Excel workbook, etc.,

Understanding the fundamental syntax of ADO (Connection String and Recordset)

While dealing with external data and files, we must connect the data source before doing anything. To establish the connection, we must provide VBA a few pieces of information. The required information will be provided to VBA in the form of the connection string.

What is a connection string?

A connection string is nothing but a text string that contains a series of variables (also called arguments), which VBA uses to identify the data source and open the connection for further use.

Let’s understand the connection string and its arguments that point to an MS Access database and MS Excel Workbook. You can find several other connection strings at ConnectionStrings.com – Forgot that connection string? Get it here!

Connection Sting – MS Access database 

“Provider=Microsoft.ACE.OLEDB.12.0; ” & _
“Data Source= C:MyDatabase.accdb;” & _
“User ID= Administrator;” & _
“Password= AdminPassword”

Connection Sting – MS Excel workbook

“Provider=Microsoft.ACE.OLEDB.12.0; ” & _
“Data Source= C:MyExcelWorkbook.xlsx;” & _
“Extended Properties=Excel 12.0”

ADO connection string can have multiple arguments basis the data source type. Let’s understand the arguments which commonly used i.e., Provider, Data Source, Extended Properties, User ID, and Password (the same have been used in the previous example for MS Access and Excel).

Live Project – Data Entry Application in Excel and VBA using ADO
Data Entry Application in Excel and Access

Provider: With the help of Provider argument in the connection string, VBA identifies the type of data source we are going to work with. Suppose we are going to work with MS Access or MS Excel datasets, then the Provider syntax will be:

Provider=Microsoft.ACE.OLEDB.12.0

Data Source: This argument helps VBA to find the source of database or workbook that contains the data needed. For this parameter, we need to pass the full path of the database or workbook. For example:

Data Source=C:MydirectoryMyDatabaseName.accdb

Extended Properties: Extended Properties is required when we connect to an Excel Workbook. With the help of this argument, VBA identifies that data source is something else than a database. You can use this argument below:

Extended Properties=Excel 12.0

User ID: The User ID argument is optional and only used if the data source is protected with a user id and password. For example:

User Id = Admin

Password: This argument is optional and only need if the password is required to connect to the data source. For example:

Password = MyPassword

Note: You can skip User ID and Password arguments if the data source is not protected.

What is a Recordset?

A Recordset object is a group of records that can either come from a data source or as the output of a query to the table. The Recordset provides several methods and properties to examine the data that exists within the data source.

In addition to building a connection to the data source, we need to define the dataset (Recordset) with which we need to work. We can define the Recordset to open an existing table or query using the 4 common arguments: Source, ConnectString, CursorType, and LockType.

Recordset.Open Source, ConnectString, CursorType, LockType

Let’s understand all these 4 parameters.

Source in Recordset

The source data is typically a table, a SQL statement, or a query that retrieves records from the data source. Please see the below example of Source in different scenarios.

Providing MS Access table name ‘Product’ to Source

Recordset.Open “Product”

SQL statement to Source. In below code, MySQL is a variable holding SQL statement.

MySQL=”Select * from [Product] where Region=”North’”
Recordset.Open MySQL

ConnectString in Recordset

ConnectString is the argument that we have already discussed while understanding the ConnectionString. We just need to pass the ConnectionString here so that Recordset can identify the data source.

So, suppose we are going to connect with MS Access table ‘Product’ in Recordset then the code will be like:

Recordset.Open Product, ConnectionString

CursorType in Recordset

A cursor is a mechanism that enables the Recordset to move over the records in a database. It allows developers to retrieve each row at a time and manipulate its data. In simple language, a cursor is nothing more than a point to a row on which you are performing the data manipulation work.

The CursorType that are commonly used in Recordset code:

1. adOpenForwardOnly: This is the default cursor type available in Recordset. If we don’t pass any CursorType in the code, then Recordset will automatically consider adOpenForwardOnly. This cursor is very efficient and allows us to move through the Recordset from beginning to end (one way only). This cursor is ideal for reporting purposes where we need to extract the data. This cursor does not allow to perform any changes to data.
2. adOpenDynamic: When we need to loop through the data, moving up and down in the datasets, and want to identify any edits made to the dataset then adOpenDynamic can be used in Recordset. As it performs almost all the activities required in database operation, this cursor takes a lot of memory and resources of the system and should be used only when needed.
3. adOpenStatic: This CursorType is ideal for quick return as it uses a static copy of data from the database. This is different from adOpenForwardOnly CursorType as it allows the developer to navigate the returned records. In addition to these, this CursorType allows data to be updateable by setting the LockType except adLockReadOnly (we will see LockType in upcoming part of this blog).

LockType: A LockType is a mechanism that helps developer to apply restrictions on a table or datasets to avoid unauthorized access or changes to the Recordset. We usually use two LockType in ADO:

• adLockReadOnly: This is the default LockType in Recordset which indicates that there is no need to edit the data returned. If we don’t provide the LockType to Recordset then VBA considers this internally.

• adLockOptimistic: This LockType is ideal when we need to edit the data returned to Recordset. We can use this if we want to perform Add, Update and Delete method in the database.

Referencing the ADO object library in VBA

Now, we have strong fundamentals of ADO and the codes/arguments. Let’s create our own ADO procedures to perform some basic operations. It will help us get more clarity and understanding of ADO in real projects.

To use the ADO in the Excel project, we need to add the reference of the ADO object library in the Visual Basic Application (VBA) window. Once we add the reference of ADO in the Excel project, Excel will start understanding the objects, properties, and methods of ADO.

Note: we can use ADO library without giving the reference of ADO in Excel with Late Binding technique, but it will increase the complexity of code and you will not be able to get the help while writing the code. So, we would recommend you start using the Early Binding i.e., giving the reference of ADO and then writing the code. Once you have expertise in the code then you can move to Late Binding technique.

To start adding the reference of ADO, just open the MS Excel application and create a new workbook and save the file with a Macro enabled extension e.g., .xlsm. Open the Visual Basic Editor window using the Shortcut key ALT + F11.

Once Visual Basic Editor window will appear on screen then click on Tools (available in the application menu) -> References….

Once you click on References.. then it will open the References dialog box as shown in the picture below. In the available references list, just scroll down until you find the latest version of the Microsoft ActiveX Data Objects Library. Just tick the Checkbox and click on the OK button available in the dialog box to add the ADO reference to the current Excel file.

Note: you can see several versions of the ADO library in Reference dialog box. We would recommend you select the latest version from the list or if you are developing a project for your client then check the version of MS Excel and available ADO on client system and then go with that library to make your code compatible.

After clicking on OK button, we can open the Reference dialog box again to ensure that whether the ADO reference is selected or not. If that is selected, then it will start appearing on top of the list as check marked (as you can see in above image).

VBA code to Use ADO and get data from MS Access database

Writing the code to get the data from Customer table of MS Access database.

Sub GetCustomerData ()
       Dim MyConnect as String
       Dim MyRecordset as ADODB.Recordset
       MyConnect= “Provider=Micorosft.ACE.OLEDB.12.0;” & _
                          “Data Source= D:TheDataLabsSales.accdb”
       Set MyRecordset= New ADODB.Recordset
       MyRecordset.Open “Customer”, MyConnect, adOpenStatic, adLockReadOnly
      ThisWorkbook.Sheets(“Customer”).Range(“A2”).CopyFromRecordset MyRecorset
      With ActiveSheet.Range (“A1:C1”)
             .value = Array (“Name”, “Gender”, “Address”)
             .EntireColumn.AutoFit
      End With
End Sub

Now we are done with putting all the code together in a procedure to get the data from Customer table and provide the output in MS Excel worksheet “Customer”.

Understand VBA Codes line by line

For better clarity, let’s take a moment to understand the VBA code.

Sub GetCustomerData ()

With the help of this line, we are declaring a procedure named ‘GetCustomerData’.

Dim MyConnect as String

Declaring a string variable to hold the Connection sting so that VBA can identify the data source.

Dim MyRecordset as ADODB.Recordset

Declaring a Recordset object variable to hold the data that will be returned by the procedure.

MyConnect= “Provider=Micorosft.ACE.OLEDB.12.0; Data Source= D:TheDataLabsSales.accdb”

Here, we are defining the connection string for the ADO procedure. As we are connecting the ‘Sales’ MS database to get the data from the Customer table hence, we are passing the Provider parameter as Micorosft.ACE.OLEDB.12.0 and Source as D:TheDataLabsSales.accdb. The same has been already discussed in the Connection String section of the post.

Set MyRecordset= New ADODB.Recordset

With the help of the line of code, we are setting the reference of ADODB Recordset to MyRecordset object variable.

MyRecordset.Open “Customer”, MyConnect, adOpenStatic, adLockReadOnly

This line of code helps us in opening the Recordset to return static and read-only data.

ThisWorkbook.Sheets(“Customer”).Range(“A2”).CopyFromRecordset MyRecorset

Here, we are using Excel’s CopyFromRecordset method to get the data from the Recordset and provide the output in the range starting from the “A2” to the spreadsheet named ‘Customer’.

With ActiveSheet.Range (“A1:C1”) …. End With

These lines of Code help us in getting the column header and putting the header name in active sheet range A1 to C1. We need these lines of code because the CopyFromRecordset method does not return column headers or field names.

Live Project in Excel

Using ADO with Microsoft Visual Basic, we have developed the Data Entry Application Project in MS Excel and MS Access to transfer the data. Refer the below link.
Data Entry Application in Excel and Access

Interested in developing Data Entry Form without Using ADO
Easy-To-Follow: Create a Fully Automated Data Entry Userform in Excel and VBA in 5 Easy Steps
How to Create a Multi-User Data Entry Form in Excel (Step-by-step Guide)
Advance Data Entry Form

Read more topics

If you have any question on ‘Definitive Guide To ADO in Excel and VBA’ then please leave your comment in comment section. Thanks!

Работа с внешними источниками данных

Материалы по работе с внешними источниками данных на примере Excel и SQL.

Рассмотрим способы передачи данных между Excel и внешней базой данной на SQL сервере с помощью ADO.

Задача первая. Подключаемся к внешней базе данных.

Для начала надо подключиться к внешней базе данных. Подключение возможно если на компьютере установлен драйвер. Список установленных драйверов для подключения к базам данных на компьютере под управлением Windows:

Панель управленияВсе элементы панели управленияАдминистрированиеИсточники данных (ODBC)

Проверить подключение к базе данных можно простым способом. Создаем пустой файл (например, «текстовый документ.txt»), затем изменяем имя и расширение на .udl (например, «connect.udl»). Двойной клик мышкой по новому файлу, далее приступаете к настройке и проверке подключения к базе данных. После того, как удалось настроить корректное подключение к базе данных, сохраняем файл «connect.udl». Открываем файл «connect.udl» обычным текстовым редактором (например, блокнотом), и видим в строке подключения все необходимые параметры. Про подключение к внешним базам данных можно посмотреть на ресурсе ConnectionStrings .

Теперь возвращаемся к нашему VBA для Excel. В редакторе VBA подключаем последнюю версию библиотеки:

 Microsoft ActiveX Data Objects Library

Пример кода:

Sub TestConnection()
Dim cn As ADODB.Connection
Set cn = New ADODB.Connection
cn.ConnectionString = "" 'Параметры строки подключения
cn.Open   'Открываем подключение
cn.Close   'Закрываем подключение
Set cn = Nothing   'Стираем объект из памяти
End Sub

Задача вторая. Загружаем данные из внешней базы данных на SQL сервере в Excel.

После того, как мы установили подключение к внешней базе данных можно приступать к чтению данных и выводу в Excel. Здесь потребуется знание языка запросов SQL. В результате выполнения SQL запроса к нам возвращается некая таблица с данными в объект RecordSet. Далее из объекта RecordSet можно выгружать данные непосредственно на лист или в сводную таблицу.

Пример кода простой процедуры:

Sub LoadData()

Dim cn As ADODB.Connection
Dim rst As ADODB.Recordset

Set cn = New ADODB.Connection
Set rst = New ADODB.Recordset

cn.ConnectionString = "" 'Параметры строки подключения
cn.Open

rst.Open "SELECT TOP 10 * FROM <таблица>", cn 'SQL-запрос, подключение

ActiveSheet.Range("A1").CopyFromRecordset rst 'Извлекаем данные на лист

rst.Close
cn.Close

Set rst = Nothing
Set cn = Nothing

End Sub

Для удобства работы. Предлагаю создать собственный класс «tSQL» для работы с базой данных.  У класса будет одно свойство:

Public ConnectionSring As String

Для чтения данных напишем метод SelectFrom с параметрами TableName и ws. TableName — это имя таблицы, откуда будем считывать данные и ws — лист Excel, куда будем записывать данные.

Public Sub SelectFrom(TableName As String, ws As Worksheet)

Dim cn As ADODB.Connection
Dim rst As ADODB.Recordset
Dim SQLstring As String
Dim i As Long

Set cn = New ADODB.Connection
Set rst = New ADODB.Recordset
SQLstring = "SELECT * FROM " & TableName
ws.Cells.Clear

cn.ConnectionString = ConnectionSring
cn.Open

rst.Open SQLstring, cn

For i = 1 To rst.Fields.Count
 ws.Cells(1, i) = rst.Fields(i - 1).Name
Next i
ws.Range("A2").CopyFromRecordset rst

rst.Close
cn.Close

Set rst = Nothing
Set cn = Nothing
SQLstring = Empty
i = Empty

End Sub

Пример использования класса tSQL в процедуре

Sub mySQL()
Dim ts As tSQL
Set ts = New tSQL

ts.ConnectionSring = '<Строка подключения>
ts.SelectFrom "Название таблицы", ActiveSheet

Set ts = Nothing
End Sub

Задача третья. Загружаем данные из Excel во внешнюю базу данных.

Для записи данных напишем метод InsertInto с параметрами TableName. rHead и rData. TableName — это имя таблицы, куда будем добавлять данные;  rHead — диапазон ячеек, с указанием полей; rData — диапазон ячеек с данными, которые будем добавлять.

Public Sub InsertInto(TableName As String, rHead As Range, rData As Range)

Dim cn As ADODB.Connection
Dim SQLstring As String
Dim SQLstringH As String
Dim SQLstringV As String
Dim i As Long
Dim j As Long

Dim arrHead()
Dim arrData()

arrHead = rHead.Value
arrData = rData.Value
Set cn = New ADODB.Connection
cn.ConnectionString = ConnectionSring
cn.Open

SQLstringH = "INSERT INTO " & TableName & "("
For j = LBound(arrHead, 2) To UBound(arrHead, 2)
 SQLstringH = SQLstringH & " " & arrHead(1, j)
 If j < UBound(arrHead, 2) Then
 SQLstringH = SQLstringH & ","
 Else
 SQLstringH = SQLstringH & ")"
 End If
Next j
SQLstringH = SQLstringH & " VALUES("

For i = LBound(arrData, 1) To UBound(arrData, 1)
 For j = LBound(arrData, 2) To UBound(arrData, 2)
 SQLstringV = SQLstringV & " " & arrData(i, j)
 If j < UBound(arrHead, 2) Then
 SQLstringV = SQLstringV & ","
 Else
 SQLstringV = SQLstringV & ") "
 End If
 Next j
 SQLstring = SQLstringH & SQLstringV
 SQLstringV = Empty
 cn.Execute SQLstring
Next i
cn.Close

Set cn = Nothing
SQLstring = Empty
i = Empty
j = Empty
SQLstring = Empty
SQLstringH = Empty
SQLstringV = Empty
Erase arrHead
Erase arrData

End Sub

Пример использования класса tSQL в процедуре

Sub mySQL()
Dim ts As tSQL
Set ts = New tSQL

ts.ConnectionSring = '<Строка подключения>
ts.InsertInto "Название таблицы", Range("B1:D1"), Range("B8:D300")

Set ts = Nothing
End Sub

Задача четвертая. Управляем внешней базой данных из Excel

Рекомендую использовать запросы в основном для чтения данных из внешней БД. Можно записывать данные в таблицы внешней БД.
Но крайне не желательно использовать Excel для управления внешней базой данных, лучше использовать стандартные средства разработки.

Полезные ссылки:

Data from Excel to SQL 

 http://www.excel-sql-server.com/excel-sql-server-import-export-using-vba.htm