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Ms Access Form export to Ms Excel

Hi Experts,

I need to export my ms access form to ms excel sheet with the same format.
Could you help me please?
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ghiguy Nzamba
Asked:
ghiguy Nzamba
8 Comments
 
Ares KurkluSoftware EngineerCommented:
You have got a few different ways depending on what exactly you want to import, this may be multiple tables or just a single table.

You can possibly write queries in Access then you right click and export that to Excel.

You can also open Excel first then select Get Data from Database and connect to the Access database and import tables etc.
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mbizupCommented:
The closest you can get to your Form's existing layout without much code will most likely be using the output to command through VBA:

DoCmd.OutputTo acOutputForm, "YourForm", acFormatXLSX, "test123.xlsx", True

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Unfortunately, it most likely will be a poor approximation of your form's layout.  Same thing when using the Excel button on the quick access toolbar.

If your form is in a simple datasheet view, you can use that same outputTo command to export the underlying table or query.

Otherwise the *closest* you will get to the layout you want will likely be a bit more work, by automating Excel.  It's more work but gives you a lot of flexibility.  The accepted answer here should give you a general idea:

https://www.experts-exchange.com/questions/28011280/Export-Access-data-to-Excel-using-Access-VBA.html
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Fabrice LambertFabrice LambertCommented:
Hi,

This sound hardly doable since MS access forms can be linked to data sources, can be continuous (or not), can hold more or less complex VBA code (wich may not be compatible with MS Excel) as well as various graphic componments.

You'll need to provide more détails about what you want to achieve.
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ghiguy NzambaITAuthor Commented:
Thank you all for your comments.

I just uploaded 2 files: an image representing my form and  ms excel file, the one I want to get.
C--Local-vba_access-frm_report_1.jpg
C--Local-vba_access-frm_report.xlsx
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PatHartmanCommented:
What are you trying to achieve?  If you want to just provide a picture of the form, convert it to a report and export to PDF.  The only time you would want to recreate a "form" in Excel is if you wanted the user to be able to modify the data and that's a whole different problem.

Access' built in export to Excel is pretty poor.  Your best option if you just have to do this is to create a template.  Then your access code would use OLE automation to open Excel, Open the template, populate the cells that need data one at a time.  Save the file and close excel
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Dale FyeCommented:
You can do this, but it is going to involve automating Excel from within Access, and probably quite a bit of code.  You obviously already have a shell (template) built, but you would need to build that pieces which copy this template to a new worksheet, then use the CopyFromRecordset method to populate your Excel cells based upon one or more recordsets.  Are you using subforms on the main form to categorize your data?
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ghiguy NzambaITAuthor Commented:
Dale Fye I'm not using subforms on the main form but data from multiple tables.

PatHartman the need is to let users to modify the ms excel file.
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PatHartmanCommented:
the need is to let users to modify the ms excel file.
And then what?  It would be much better if they simply made changes to the application.  

Here's a sample of Excel Automation code.  It does a lot of different thing.  Hopefully, you can understand it well enough to extract what you need.  It is currently set to use late binding so you don't have to set a reference to a specific Excel library ahead of time.  This is less efficient but the only way to deal with the version issue if you have a mixed Office version environment.  In my case, this report was essentially tabular so prior to the start of this procedure, I used TransferSpreadsheet to export the data to the workbook.  This code does mostly pretty-printing.  In your case, you will need to poke individual cells with values unless you change the format of the spreadsheet to look more like a table.
Private Sub FormatWeeklyJobStatus(sFileName)

Const xlDown = -4121
Const xlCellTypeLastCell = 11
Const xlThemeFontMinor = 2
Const xlPrintNoComments = -4142
Const xlPortrait = 1
Const xlPaperLegal = 5
Const xlPaperLetter = 1
Const xlOverThenDown = 2
Const xlPrintErrorsDisplayed = 0
 
    Dim sPath           As String
    Dim sTemplateName   As String
    Dim lngRows           As Long       'MUST be long
Dim ref As Reference

' 0 if Late Binding
' 1 if Reference to Excel set.
#Const ExcelRef = 0
#If ExcelRef = 0 Then ' Late binding
    Dim appExcel As Object     'Excel Object
    Dim wbkNew As Object    'Workbook Object
    Dim wksNew As Object    'Sheet Object
    Dim wbkTemplate As Object   'Workbook Object for Template

    Set appExcel = CreateObject("Excel.Application")
    ' Remove the Excel reference if it is present   -   <=======
    On Error Resume Next
    Set ref = References!Excel
    If Err.Number = 0 Then
        References.Remove ref
    ElseIf Err.Number <> 9 Then 'Subscript out of range meaning not reference not found
        MsgBox Err.Description
        Exit Sub
    End If
' Use your own error handling label here
On Error GoTo FormatWeeklyJobStatus_Error
#Else
    ' a reference to MS Excel <version number> Object Library must be specified
    Dim appExcel As Excel.Application      'Excel Object
    Dim wbkNew As Excel.Workbook        'Workbook Object
    Dim wksNew As Excel.Worksheet       'Sheet Object
    Dim wbkTemplate As Excel.Workbook   'Workbook Object for Template

    Set appExcel = New Excel.Application
#End If

    On Error GoTo FormatWeeklyJobStatus_Error

    sPath = DLookup("Database", "MsysObjects", "[Name] = 'tblJob'")
    sPath = Left(sPath, InStrRev(sPath, "\"))
    sTemplateName = sPath & "WeeklyJobStatusHeaders.xlsx"

    Set wbkNew = appExcel.Workbooks.Open(sFileName)
    Set wksNew = appExcel.Worksheets("qWeeklyJobStatusReportExcel")
    
    'remove column names - some bug is preventing HasFieldNames argument from working on the export
    If wksNew.Range("A1").Value = "ContractName" Then
        appExcel.Rows("1:1").Select
        appExcel.Rows("1:1").Delete
    End If
    
    ' Insert 5 rows at top to make room for headers
    With appExcel

        .Rows("1:1").Select
        .Selection.Insert Shift:=xlDown
        .Selection.Insert Shift:=xlDown
        .Selection.Insert Shift:=xlDown
        .Selection.Insert Shift:=xlDown
        .Selection.Insert Shift:=xlDown
        
        ' Get headers from template file
        Set wbkTemplate = .Workbooks.Open(sTemplateName)
        wbkTemplate.Activate
        .Rows("1:5").Select
        .Selection.Copy
        
        ' Paste into new Workbook.
        wbkNew.Activate
        .ActiveSheet.Paste
        
        ' Close template
        .CutCopyMode = False    'clear clipboard to get rid of warning message
        wbkTemplate.Close
        
        'add job name
        .Range("A5").Value = Me.cboJob.Column(3)
        
        ' Count rows in new Workbook.
        .Selection.SpecialCells(xlCellTypeLastCell).Select
        lngRows = .Selection.Row
        
        'insert sum functions
            'the reference style below uses the current position so we subtract the number of rows (lngRows)
            'to get to the top and then add 5 to get past the headers
        .Cells(lngRows + 1, 4).Select     'column D - Total plan pieces
        .ActiveCell.FormulaR1C1 = "=SUM(R[" & -lngRows + 5 & "]C:R[" & -1 & "]C)"
        
        .Cells(lngRows + 1, 5).Select     'column E - OFA pieces
        .ActiveCell.FormulaR1C1 = "=SUM(R[" & -lngRows + 5 & "]C:R[" & -1 & "]C)"
        
        .Cells(lngRows + 1, 6).Select     'column F - BFA pieces
        .ActiveCell.FormulaR1C1 = "=SUM(R[" & -lngRows + 5 & "]C:R[" & -1 & "]C)"
        
        .Cells(lngRows + 1, 7).Select     'column G - Issued to Shop pieces
        .ActiveCell.FormulaR1C1 = "=SUM(R[" & -lngRows + 5 & "]C:R[" & -1 & "]C)"
        
        .Cells(lngRows + 1, 9).Select     'column I - Cut Issue pieces
        .ActiveCell.FormulaR1C1 = "=SUM(R[" & -lngRows + 5 & "]C:R[" & -1 & "]C)"
        
        .Cells(lngRows + 1, 11).Select     'column K - Fitted pieces
        .ActiveCell.FormulaR1C1 = "=SUM(R[" & -lngRows + 5 & "]C:R[" & -1 & "]C)"
        
        .Cells(lngRows + 1, 12).Select     'column L - Welded pieces
        .ActiveCell.FormulaR1C1 = "=SUM(R[" & -lngRows + 5 & "]C:R[" & -1 & "]C)"
        
        .Cells(lngRows + 1, 13).Select     'column M - Shipped pieces
        .ActiveCell.FormulaR1C1 = "=SUM(R[" & -lngRows + 5 & "]C:R[" & -1 & "]C)"
        
        .Range("A" & lngRows + 1 & ":N" & lngRows + 1).Select
        
        
        ' Freeze panes
        .Range("A6").Select
        .ActiveWindow.FreezePanes = True
        
        ' Header should print on every page when in Print Preview
        .ActiveSheet.PageSetup.PrintTitleRows = "$1:$5"
        .ActiveSheet.PageSetup.PrintTitleColumns = ""
        
       'format cells as numeric
        .Cells.NumberFormat = "#,##0_);[Red](#,##0)"
        
        ' Set format for date columns
        wksNew.Columns("H").NumberFormat = "d-mmm;@"
        wksNew.Columns("J").NumberFormat = "d-mmm;@"
            
        ' Set font and size
        .Cells.Select
        With .Selection.Font
            .Name = "Calibri"
            .Size = 11
            .Strikethrough = False
            .Superscript = False
            .Subscript = False
            .OutlineFont = False
            .Shadow = False
            .Underline = xlUnderlineStyleNone
            .TintAndShade = 0
            .ThemeFont = xlThemeFontMinor
        End With
        
        ' Set page setup properties
        .Columns("A:N").Select
        .Selection.Columns.AutoFit
        
        With .ActiveSheet.PageSetup
            .PrintArea = "$A$1:$N$" & CStr(lngRows + 2)
            .LeftHeader = ""
            .CenterHeader = ""
            .RightHeader = ""
            .LeftFooter = ""
            .CenterFooter = ""
            .RightFooter = ""
            .LeftMargin = appExcel.InchesToPoints(0.5)
            .RightMargin = appExcel.InchesToPoints(0.5)
            .TopMargin = appExcel.InchesToPoints(0.5)
            .BottomMargin = appExcel.InchesToPoints(0.5)
            .HeaderMargin = appExcel.InchesToPoints(0.5)
            .FooterMargin = appExcel.InchesToPoints(0.5)
            .PrintHeadings = False
            .PrintGridlines = True
            .PrintComments = xlPrintNoComments
           ' .PrintQuality = 600
            .CenterHorizontally = False
            .CenterVertically = False
            .Orientation = xlPortrait
            .Draft = False
            .PaperSize = IIf(lngRows > 44, xlPaperLegal, xlPaperLetter)
            .FirstPageNumber = xlAutomatic
            .Order = xlOverThenDown                         ' Change order to print all "page 1" before "page 2"
            .BlackAndWhite = False
            ''.Zoom = 80                                      ' Shrink down a little
            .Zoom = False                                   ' Should not need both
            .FitToPagesWide = 1
            .FitToPagesTall = False
            .PrintErrors = xlPrintErrorsDisplayed
        End With
    End With

    wbkNew.Save

FormatWeeklyJobStatus_Exit:
    On Error Resume Next
    ' Required for cleanup.
    wbkNew.Close
    Exit Sub

FormatWeeklyJobStatus_Error:
    Select Case Err.Number
        Case Else
            MsgBox "Error " & Err.Number & " (" & Err.Description & ") in procedure FormatWeeklyJobStatus of VBA Document Form_frmReports"
    End Select

    Resume FormatWeeklyJobStatus_Exit
Exit Sub

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