Export Subform results to EXCEL

[G]

I have a form and subform. When the user selects criteria on the form, the
subform reflects the criteria.
I need to export the results to excel, but I must be doing it wrong, because
it exports all the records, not just the selected results.

I am using the following...

'export the results to Excel
DoCmd.OutputTo acOutputForm, "subfrmData", acFormatXLS, "1.xls", True

Thank you,
G
True

 

[Dirk Goldgar]

I have a form and subform. When the user selects criteria on the
form, the subform reflects the criteria.
I need to export the results to excel, but I must be doing it wrong,
because it exports all the records, not just the selected results.

I am using the following...

'export the results to Excel
DoCmd.OutputTo acOutputForm, "subfrmData", acFormatXLS, "1.xls",
True

The OutputTo method is going to export the subform's recordsource as it
is defined in the form's Design View, not reflecting the changes you've
made to it on the fly. It won't export the recordset currently
displayed on the open subform.

There may be a better way, but the only way to do this that I can think
of offhand is to create a stored query to represent the form's current
recordsource query, then export that. Maybe you could use logic like
this:

Dim db As DAO.Database
Dim qdf As DAO.QueryDef

Set db = CurrentDb

' Get the existing export query, or create it if
' it doesn't exist.
On Error Resume Next
Set qdf = db.QueryDefs("qryDataExport")
If qdf Is Nothing Then
Set qdf = db.CreateQueryDef("qryDataExport")
End If
If qdf Is Nothing Then
MsgBox Err.Description, vbExclamation, "Error " & Err.Number
Exit Sub
End If
On Error GoTo 0 ' or your error-handler

' Here we have got a reference to the export query.
' Set its SQL property to the query we want to export.
qdf.SQL = Me!subfrmDataFiltered.Form.RecordSource

Set qdf = Nothing ' we're done manipulating it.

' Now export the query.
DoCmd.OutputTo _
acOutputQuery, "qryDataExport", _
acFormatXLS, "1.xls", True

 

[G]

Dirk,

That worked. but I have a question on it.
the line
Set qdf = Nothing ' we're done manipulating it.
Why is that set to nothing before exporting? Seems like that would make the
dataset null (which it didn't).

G

 

[Dirk Goldgar]

Dirk,

That worked. but I have a question on it.
the line
Set qdf = Nothing ' we're done manipulating it.
Why is that set to nothing before exporting? Seems like that would
make the dataset null (which it didn't).

A QueryDef object is a code structure that represents a query that is
stored in an Access database. When the query is actually created in the
database -- whether by way of the Acess user interface or by code such
as the "db.CreateQueryDef" line in the code I posted -- there is
something physically stored in the database's internal works that
defines the query. A QueryDef object, as I said, is a code
representation of that physically stored query, and it includes
properties and methods that allow us to manipulate the query in code,
but it is not the same thing as the stored query.

The code I posted creates a QueryDef object to represent the query named
"qryDataExport". If the query doesn't already exist it first creates
it, but either way we end up with the object variable qdf pointing to a
QueryDef object (code structure) in memory, which is a representation of
the actual query as it is stored in the database. We then set its SQL
property, which (because that's the way the QueryDef object is defined
to work) physically changes the stored query. Then we destroy the
QueryDef object, but that doesn't destroy the stored query; it only
destroys this code representation of the query. The query itself is
still there, stored in the database, until we delete it one way or
another. I decided not to automatically deleted it after exporting the
query to Excel, because I figure you're going to use it again, just with
different SQL.

Does that clarify the matter?

 

[Norbert]

Hi,
the only way of exporting data from both form and it's subform, that I am aware to be working, is with use of MS-Access add-in 'A2EE.mda'.
This add-in has been specially developed for exporting:
- forms with subforms
or
- datasheets with subdatasheets
from Access to Excel.

With this add-in you can:
- either send only those subform's data that are related to current main form's record
- or send all main form's and subform's data

Both mentioned options will keep access-like drill-down structure in Excel.

You may find examples and details on:
limbersti.cz/A2EE/

BR
Norbert