Need to export to Excel

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I have a database with course records that need to be distributed to up to 79
departments at a university. There is a column for department in the
database. I want to create a spreadsheet for each department with the records
for their department and also the spreadsheet name would be the name of their
department (for example, Biology). Some departments will have no course
records so in those cases I don't want a spreadsheet created when the query
returns zero records. I need this done in one of two ways: 1) I know I can
create 79 queries. But how can I tell it not to output the file if there are
zero records. or 2) I would rather create only one query that takes the
department name and creates the spreadsheet from that name. At the same time,
I need that one query to only create the spreadsheet if there are more than
zero records for that department.
 
This is one way to export to separate EXCEL files -- you'll need to modify
the code for your particular database design (names of tables, names of
primary keys, etc.), but it will let you do this:


Generic code to create a temporary query, get list of
filtering values, and then loop through the list to filter
various data and export each filtered query to separate
EXCEL files
----------------------------------------------------------

'Start of code
Dim qdf As DAO.QueryDef
Dim dbs As DAO.Database
Dim rstMgr As DAO.Recordset
Dim strSQL As String, strTemp As String, strMgr As String

Const strQName As String = "zExportQuery"

Set dbs = CurrentDb

' Create temporary query that will be used for exporting data;
' give it a dummy SQL statement initially
strTemp = dbs.TableDefs(0).Name
strSQL = "SELECT * FROM [" & strTemp & "] WHERE 1=0;"
Set qdf = dbs.CreateQueryDef(strQName, strSQL)
qdf.Close
strTemp = strQName

' *** code to set strSQL needs to be changed to conform to your
' *** database design -- ManagerID, EmployeesTable need to
' *** be changed to your table and field names
' Get list of manager IDs -- note: replace my generic table and field
names
' with the real names of the employees table and the manager ID field
strSQL = "SELECT DISTINCT ManagerID FROM EmployeesTable;"
Set rstMgr = dbs.OpenRecordset(strSQL, dbOpenDynaset, dbReadOnly)

' Now loop through list of manager IDs and create a query for each ID
' so that the data can be exported -- the code assumes that the actual
names
' of the managers are in a lookup table -- again, replace generic names
with
' real names of tables and fields
If rstMgr.EOF = False And rstMgr.BOF = False Then
rstMgr.MoveFirst
Do While rstMgr.EOF = False
' *** code to set strMgr needs to be changed to conform to your
' *** database design -- ManagerNameField, ManagersTable,
' *** ManagerID need to be changed to your table and field names
' *** be changed to your table and field names
strMgr = DLookup("ManagerNameField", "ManagersTable", _
"ManagerID = " & rstMgr!ManagerID.Value)
' *** code to set strSQL needs to be changed to conform to your
' *** database design -- ManagerID, EmployeesTable need to
' *** be changed to your table and field names
strSQL = "SELECT * FROM EmployeesTable WHERE " & _
"ManagerID = " & rstMgr!ManagerID.Value & ";"
Set qdf = dbs.QueryDefs(strTemp)
qdf.Name = "q_" & strMgr
strTemp = qdf.Name
qdf.SQL = strSQL
qdf.Close
Set qdf = Nothing
' Replace C:\FolderName\ with actual path
DoCmd.TranferSpreadsheet acExport, acSpreadsheetTypeExcel9, _
strTemp, "C:\FolderName\" & strMgr & Format(Now(), _
"ddMMMyyy_hhnn") & ".xls"
rstMgr.MoveNext
Loop
End If

rstMgr.Close
Set rstMgr = Nothing

dbs.QueryDefs.Delete strTemp
dbs.Close
Set dbs = Nothing
'End of code
 
Would I create this as a module? I have never done any of those. I have a
programming background but not in this language. I will look at this and see
if I can get it to work.

Ken Snell (MVP) said:
This is one way to export to separate EXCEL files -- you'll need to modify
the code for your particular database design (names of tables, names of
primary keys, etc.), but it will let you do this:


Generic code to create a temporary query, get list of
filtering values, and then loop through the list to filter
various data and export each filtered query to separate
EXCEL files
----------------------------------------------------------

'Start of code
Dim qdf As DAO.QueryDef
Dim dbs As DAO.Database
Dim rstMgr As DAO.Recordset
Dim strSQL As String, strTemp As String, strMgr As String

Const strQName As String = "zExportQuery"

Set dbs = CurrentDb

' Create temporary query that will be used for exporting data;
' give it a dummy SQL statement initially
strTemp = dbs.TableDefs(0).Name
strSQL = "SELECT * FROM [" & strTemp & "] WHERE 1=0;"
Set qdf = dbs.CreateQueryDef(strQName, strSQL)
qdf.Close
strTemp = strQName

' *** code to set strSQL needs to be changed to conform to your
' *** database design -- ManagerID, EmployeesTable need to
' *** be changed to your table and field names
' Get list of manager IDs -- note: replace my generic table and field
names
' with the real names of the employees table and the manager ID field
strSQL = "SELECT DISTINCT ManagerID FROM EmployeesTable;"
Set rstMgr = dbs.OpenRecordset(strSQL, dbOpenDynaset, dbReadOnly)

' Now loop through list of manager IDs and create a query for each ID
' so that the data can be exported -- the code assumes that the actual
names
' of the managers are in a lookup table -- again, replace generic names
with
' real names of tables and fields
If rstMgr.EOF = False And rstMgr.BOF = False Then
rstMgr.MoveFirst
Do While rstMgr.EOF = False
' *** code to set strMgr needs to be changed to conform to your
' *** database design -- ManagerNameField, ManagersTable,
' *** ManagerID need to be changed to your table and field names
' *** be changed to your table and field names
strMgr = DLookup("ManagerNameField", "ManagersTable", _
"ManagerID = " & rstMgr!ManagerID.Value)
' *** code to set strSQL needs to be changed to conform to your
' *** database design -- ManagerID, EmployeesTable need to
' *** be changed to your table and field names
strSQL = "SELECT * FROM EmployeesTable WHERE " & _
"ManagerID = " & rstMgr!ManagerID.Value & ";"
Set qdf = dbs.QueryDefs(strTemp)
qdf.Name = "q_" & strMgr
strTemp = qdf.Name
qdf.SQL = strSQL
qdf.Close
Set qdf = Nothing
' Replace C:\FolderName\ with actual path
DoCmd.TranferSpreadsheet acExport, acSpreadsheetTypeExcel9, _
strTemp, "C:\FolderName\" & strMgr & Format(Now(), _
"ddMMMyyy_hhnn") & ".xls"
rstMgr.MoveNext
Loop
End If

rstMgr.Close
Set rstMgr = Nothing

dbs.QueryDefs.Delete strTemp
dbs.Close
Set dbs = Nothing
'End of code


--

Ken Snell
<MS ACCESS MVP>



Michelle W. said:
I have a database with course records that need to be distributed to up to
79
departments at a university. There is a column for department in the
database. I want to create a spreadsheet for each department with the
records
for their department and also the spreadsheet name would be the name of
their
department (for example, Biology). Some departments will have no course
records so in those cases I don't want a spreadsheet created when the
query
returns zero records. I need this done in one of two ways: 1) I know I can
create 79 queries. But how can I tell it not to output the file if there
are
zero records. or 2) I would rather create only one query that takes the
department name and creates the spreadsheet from that name. At the same
time,
I need that one query to only create the spreadsheet if there are more
than
zero records for that department.
 
The code example that I provided would need to be included in a public
function or public subroutine, which then would be put in a regular module.

Or you could use the code in an event procedure in a form's module if you're
wanting to do the export from a form.
--

Ken Snell
<MS ACCESS MVP>




Michelle W. said:
Would I create this as a module? I have never done any of those. I have a
programming background but not in this language. I will look at this and
see
if I can get it to work.

Ken Snell (MVP) said:
This is one way to export to separate EXCEL files -- you'll need to
modify
the code for your particular database design (names of tables, names of
primary keys, etc.), but it will let you do this:


Generic code to create a temporary query, get list of
filtering values, and then loop through the list to filter
various data and export each filtered query to separate
EXCEL files
----------------------------------------------------------

'Start of code
Dim qdf As DAO.QueryDef
Dim dbs As DAO.Database
Dim rstMgr As DAO.Recordset
Dim strSQL As String, strTemp As String, strMgr As String

Const strQName As String = "zExportQuery"

Set dbs = CurrentDb

' Create temporary query that will be used for exporting data;
' give it a dummy SQL statement initially
strTemp = dbs.TableDefs(0).Name
strSQL = "SELECT * FROM [" & strTemp & "] WHERE 1=0;"
Set qdf = dbs.CreateQueryDef(strQName, strSQL)
qdf.Close
strTemp = strQName

' *** code to set strSQL needs to be changed to conform to your
' *** database design -- ManagerID, EmployeesTable need to
' *** be changed to your table and field names
' Get list of manager IDs -- note: replace my generic table and field
names
' with the real names of the employees table and the manager ID field
strSQL = "SELECT DISTINCT ManagerID FROM EmployeesTable;"
Set rstMgr = dbs.OpenRecordset(strSQL, dbOpenDynaset, dbReadOnly)

' Now loop through list of manager IDs and create a query for each ID
' so that the data can be exported -- the code assumes that the actual
names
' of the managers are in a lookup table -- again, replace generic names
with
' real names of tables and fields
If rstMgr.EOF = False And rstMgr.BOF = False Then
rstMgr.MoveFirst
Do While rstMgr.EOF = False
' *** code to set strMgr needs to be changed to conform to your
' *** database design -- ManagerNameField, ManagersTable,
' *** ManagerID need to be changed to your table and field names
' *** be changed to your table and field names
strMgr = DLookup("ManagerNameField", "ManagersTable", _
"ManagerID = " & rstMgr!ManagerID.Value)
' *** code to set strSQL needs to be changed to conform to your
' *** database design -- ManagerID, EmployeesTable need to
' *** be changed to your table and field names
strSQL = "SELECT * FROM EmployeesTable WHERE " & _
"ManagerID = " & rstMgr!ManagerID.Value & ";"
Set qdf = dbs.QueryDefs(strTemp)
qdf.Name = "q_" & strMgr
strTemp = qdf.Name
qdf.SQL = strSQL
qdf.Close
Set qdf = Nothing
' Replace C:\FolderName\ with actual path
DoCmd.TranferSpreadsheet acExport, acSpreadsheetTypeExcel9, _
strTemp, "C:\FolderName\" & strMgr & Format(Now(), _
"ddMMMyyy_hhnn") & ".xls"
rstMgr.MoveNext
Loop
End If

rstMgr.Close
Set rstMgr = Nothing

dbs.QueryDefs.Delete strTemp
dbs.Close
Set dbs = Nothing
'End of code


--

Ken Snell
<MS ACCESS MVP>



Michelle W. said:
I have a database with course records that need to be distributed to up
to
79
departments at a university. There is a column for department in the
database. I want to create a spreadsheet for each department with the
records
for their department and also the spreadsheet name would be the name of
their
department (for example, Biology). Some departments will have no course
records so in those cases I don't want a spreadsheet created when the
query
returns zero records. I need this done in one of two ways: 1) I know I
can
create 79 queries. But how can I tell it not to output the file if
there
are
zero records. or 2) I would rather create only one query that takes the
department name and creates the spreadsheet from that name. At the same
time,
I need that one query to only create the spreadsheet if there are more
than
zero records for that department.
 
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