• Status: Solved
  • Priority: Medium
  • Security: Public
  • Views: 2648
  • Last Modified:

Export Recordset to Excel or CSV

There is a VERY easy way to export a saved MS Access query (via VBA) to an Excel file.  Basically, one line of code:
       DoCmd.OutputTo acOutputQuery, "query name", acFormatXLS, "outputfilename", 0

This works great if you have a saved query.  But I need to export a recordset, not a saved query.  I keep thinking that there must be a simply way to do this (just like exporting a saved query).  But I cannot seem to find anything on-line and the few things I've tried don't seem to work.

In the sample below, I create a recordset subset of records from a saved query. I've simplified the syntax, but I know that it's working because the msgbox returns a count of 50 records.  So, the recordset has data.

Next, I tried using the basic query export command, replacing the query reference with the recordset name.  But that doesn't seem to work.  I get a message indicating "The expression you entered is the wrong data type for one of the arguments

    Dim RS As DAO.Recordset
    Dim sSQL As String
            sSQL = "Select * from queryA where fieldX = 100"
            Set RS = CurrentDb.OpenRecordset(sSQL)
                RecCount = RS.RecordCount
                MsgBox RecCount
            If RecCount > 0 Then
                DoCmd.OutputTo acOutputQuery, RS, acFormatXLS, MyPathFileName, 0
            End if
Is there a way to export a recordset like this?  The other option would be to just save the query to the DB and export that saved query.  Seems like there should be a way to do this.

  • 2
2 Solutions
Rey Obrero (Capricorn1)Commented:
try this codes

Dim db As dao.Database, rs As dao.Recordset
Dim iRow, iCol
Dim ssql As String
Dim xlObj As Object
Dim Sheet As Object

Set db = DBEngine.Workspaces(0).Databases(0)

ssql = "Select * from queryA where fieldX = 100"

Set rs = db.OpenRecordset(ssql, dbOpenDynaset)

Set xlObj = CreateObject("Excel.Application")
Set Sheet = xlObj.activeworkbook.Sheets(1)
'copy the headers

iRow = 2
    For iCol = 0 To rs.Fields.Count - 1
        Sheet.cells(iRow, iCol + 1).Value = rs.Fields(iCol).Name

Sheet.Range("A2").CopyFromRecordset rs  'this copy just the data
xlObj.Visible = True
Excel Automation.

This is a generic function I use:

Function GenericExcelReport(sSelect As String, sTitle As String) As Boolean
'On Error GoTo ErrGenericExcelReport

    GenericExcelReport = False

    Dim db As Database
    Dim rsGeneric As DAO.Recordset
    Set db = CurrentDb
    Set rsGeneric = db.OpenRecordset(sSelect, dbOpenDynaset, dbSeeChanges)
    Dim ColCount As Integer
    Dim col As Integer
    Dim row As Integer
    Dim oExcel As Excel.Application
    Dim oWB As Excel.Workbook
    Dim oWS As Excel.Worksheet
    'open the spreadsheet for editing
'On Error GoTo Excel_EH
    If oExcel Is Nothing Then Set oExcel = New Excel.Application
    oExcel.Visible = True
    Set oWB = oExcel.Workbooks.Add
    Set oWS = oExcel.ActiveSheet
'On Error GoTo ErrGenericExcelReport

    ColCount = rsGeneric.Fields.Count
    row = 1
    col = 0
    With oWS
        If (sTitle & "" <> "") Then row = row + 2       'set up for the title if there is one
        .Rows(row).Font.Bold = True
        'set up the Column Headings and
        Do While (col < ColCount)
            .Cells(row, col + 1).Value = rsGeneric.Fields(col).Name
            'check if this field type is Date/Time
            If rsGeneric.Fields(col).Type = 8 Then
                'next line requires more checking, the property may not exist for each date field
                'If (rsGeneric.Fields(col).Properties("Format") = "Short Date") then .Columns(col + 1).NumberFormat = "m/d/yyyy;@"
                .Columns(col + 1).NumberFormat = "[$-409]m/d/yy h:mm AM/PM;@"
            End If
            'check if this field type is Currency
            If rsGeneric.Fields(col).Type = 5 Then
               .Columns(col + 1).NumberFormat = "$#,##0.00"
            End If
            col = col + 1
        'output the data
        If rsGeneric.EOF Then
            row = row + 1
            col = 0
            .Cells(row, col + 1).Value = "There are no records to display."
            .Range(.Cells(row, col + 1), .Cells(row, ColCount)).Merge
        End If
        Do While Not rsGeneric.EOF
            row = row + 1
            col = 0
            Do While (col < ColCount)
                .Cells(row, col + 1).Value = rsGeneric.Fields(col)
                col = col + 1
        If (sTitle & "" <> "") Then
            row = 1
            col = 0
            .Rows(row).Font.Bold = True
            .Cells(row, col + 1).Value = sTitle
            .Cells(row, col + 1).WrapText = False
            .Cells(row, col + 1).Font.Size = 14
        End If
    End With

    GenericExcelReport = True

Exit Function

    MsgBox "An error occurred. Please close excel and try running the process again.", vbExclamation, "No Page Break Inserted"
Exit Function

    MsgBox "An error occured while attempting to generate the report." & vbCrLf & Err.number & ": " & Err.Description
Exit Function
End Function

Open in new window

You'd call it like this:

  sSQL = "Select * from queryA where fieldX = 100"
  GenericExcelReport sSQL, "This is your report title"
The code I posted requires you to set a reference for excel from the VBA editor:

Tools -> References -> check your Microsoft Excel library
careybrophAuthor Commented:
Thank you.
Question has a verified solution.

Are you are experiencing a similar issue? Get a personalized answer when you ask a related question.

Have a better answer? Share it in a comment.

Join & Write a Comment

Featured Post

Ultimate Tool Kit for Technology Solution Provider

Broken down into practical pointers and step-by-step instructions, the IT Service Excellence Tool Kit delivers expert advice for technology solution providers. Get your free copy now.

  • 2
Tackle projects and never again get stuck behind a technical roadblock.
Join Now