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Tutorial 8
Excel
The Select Statement and the MsgBox Function
Microsoft Query
The Excel lesson makes use of an Access database called MthSales.mdb and an Excel
worksheet T8-EX-1.xls Data from the Access database is brought into the Excel
worksheet by using a program called Microsoft Query. Query can be used to bring in
the initial data and also used to update the worksheet data whenever the Access database
is updated.
How to instruct the Excel worksheet to make use of Query
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Click the top left cell where the data will reside, click Data on the menu bar, point
to Get External Data, and then New Database Query, then MS Access Database*.
You will then be able to Browse and select the MthSales.mdb.
You will be asked to select which fields of the database you want to include in the
transfer. Selecting the name of the Table, 2002Sales will select all fields.
To mark them for transfer you will then click on the ">" key, which will place
them in the Columns in you query window. Click on the Next button.
You are now asked to provide a Filter. This would select only designated records
from the database. We will not be using this feature, so select Next button.
The Sort window allows you to optionally sort the data as it is being brought into
the worksheet. We will be writing a macro to sort the data later, so select Next to
skip this feature.
The Returning External Data to Microsoft Excel window will indicate where the
data is to be stored. You can reset this value by selecting a different cell.
Name the query "SalesQuery" by clicking the Properties button from the
Returning External Data window. Select: Query from MS Access Database and
provide a name for the query. Make sure all checkboxes are checked as they are
on page 470. Click the Finish button.
Click OK to leave the External Data window, then OK again to leave the
Retuning External Data window.
Query Table Objects
The range of cells retuned from the database is called a Query Table. A variable
may be declared as a QueryTable as follows:
Dim qtbSales as QueryTable
Query Table objects are part of the Query Tables collection in Excel. The proper
format for accessing the Query Table objects is to Set an object variable name to the
worksheet, such as shtSales. Then Set the address of the query table:
Set qtbSales = shtSales.QueryTables("SalesQuery")
Structured Query Language (SQL) Select statements
SQL statements are used to extract records from databases. Since we are
extracting data from a database (into Excel) we will be able to select records based upon
specific criteria using the SQL Select statement. Several SQL Select statements are
shown on page 473.
Date Variable in SQL Query
qtbSales.CommandText = _
"Select * From 2002Sales where Month = #" & dtmDue & "#"
Note the use of 2002Sales. This is the name of the Table from the database
where the data is to be extracted from. Only those records that match the condition that
the Month field matches the dtmDue date variable will be selected.