none
VBA in EXCEL - Connect to SQL Server

    Question

  • I am a new programmer try to write some VBA codes in excel to get data out from the Sql server database. When I try to compile the codes, it said "compile error: user defined typed not defined" for the following sentences

       Dim dbsCurrent As Database
       Dim qdfPassThrough As QueryDef
       Dim qdfLocal As QueryDef
       Dim rstTopFive As Recordset
       Dim strMessage As String

    What I need to define for Database,recordset or QueryDef?  Please help!!!

    Thursday, April 13, 2006 1:52 AM

Answers

  • Per our support engineer:

    We have Various ways to connect to a SQL server:

    - Using ADODB SQL ODBC provider with DSN

    - Using ADODB SQL ODBCprovider without DSN  

    - ADO SQL OLEDB provider for authenticated connections

    In below code example, I've used the OLEDB provider for SQL using a trusted connection.

     ===

    Function Get_BCM_Connection(Optional ByVal _

            ServerName As String = _

            "Percy\MicrosoftBCM") As ADODB.Connection

    'Returns an ADODB Connection object to Outlook 2003 Business Contact _

    'Manager installed locally

    '---------------------------------

    Dim cn As New ADODB.Connection

     

     

        On Error GoTo ErrHand

         With cn

            .ConnectionString = "Provider=SQLOLEDB; " & _

                "Data Source=" & ServerName & "; " & _

                "Initial Catalog=MSBusinessContactManager;" & _

                "User ID=sa; Password=; Trusted_Connection=yes"

            .Open

        End With

        Set Get_BCM_Connection = cn

    ExitHere:

        On Error Resume Next

        cn.Close: Set cn = Nothing

        Err.Clear

        Exit Function

    ErrHand:

        Set Get_BCM_Connection = Nothing

        MsgBox "Connection not propertly defined.", vbExclamation

        Resume ExitHere

    End Function

     ===

    And here is a KB : How To Import Data from Microsoft SQL Server into Microsoft Excel (http://support.microsoft.com/default.aspx?scid=kb;en-us;306125&sd=tech )

    I hope it’s helpful.

    -brenda (ISV Buddy Team)

    Tuesday, April 25, 2006 3:13 PM
  • Due to an overlap in communication, I have more information on this topic that I might as well post in case it helps someone.

    Using VBA to Get At SQL Server Data

    If you're after a less manual process, the last method is a bit more complex, but even more powerful. Microsoft Excel, like all newer versions of Microsoft Office products, has a complete programming interface in the guise of Visual Basic for Applications (VBA). If you've got any programming experience at all, you can write code against a database.

    Again, all the previous warnings about locking apply. Additional warnings are warranted here, since with programming you can affect data in the database as well as reading from it.

    There are a few places you can use VBA in Excel, such as custom functions and macros, but we'll stick with macros for this example. The basic process is that you create a macro, edit it, and then run it.

    You edit the macro inside an editor, in which you type the code to connect, access, and close the connection to a database. Here's the process to create your own macro to connect to SQL Server programmatically:

    1.       Open Excel.

    2.       Click on Tools, then Macro, and then Macros...

    3.       Name the Macro, and then click Create.

    4.       In the editor window, type the following information, substituting the proper names for the server and the tables you want in between the "Sub xxxx" and "End Sub" tags:

    ' Declare the QueryTable object
    Dim qt As QueryTable
     
    ' Set up the SQL Statement
    sqlstring = "select au_fname, au_lname from authors"
     
    ' Set up the connection string, reference an ODBC connection
    ' There are several ways to do this
    ' Leave the name and password blank for NT authentication
    connstring = _
     "ODBC;DSN=pubs;UID=;PWD=;Database=pubs"
     
    ' Now implement the connection, run the query, and add
    ' the results to the spreadsheet starting at row A1
    With ActiveSheet.QueryTables.Add(Connection:=connstring, Destination:=Range("A1"), Sql:=sqlstring)
     .Refresh

    End With

     

    Save and close the macro, and run it from the same menu you accessed in step 2.

    NOTE

    There are probably at least ten programmatic ways to do this exact same thing – and all of them are correct! If you're really interested in programming using VBA, you'll find several good books here at InformIT and also on Safari.

    Keeping The Database Connection Live

    We now move away from the "Transfer In and Out" category to the "Linked Data" category of methods. I'll describe the two main methods to link data, both of which link Excel data into a SQL Server query.

    There are ways to use Excel to manage data directly in SQL Server, but they involve a bit more programming, and I've found them to be a bit clumsy – especially for daily use. Excel simply doesn't handle locks and connectivity issues as well as you need for large-scale production solutions.

    You could also code a solution that accesses data stored in an Excel spreadsheet and update a SQL Server table as a result, but this is really event-driven and not a linked solution. (Again, there's a great deal of programming help in that vein here on InformIT.)

    So returning to the methods I've found easy to implement, there is a two-step process you can use to query data in an Excel spreadsheet.

    First, you'll need to create a linked server. Here's how to do that:

    1.       Open Query Analyzer.

    2.       Run the following code:

    -- Here we set up the linked server using the JET provider
    EXEC sp_addlinkedserver N'ExcelLink', 
    @srvproduct = N'', 
    @provider = N'Microsoft.Jet.OLEDB.4.0', 
    @datasrc = N'C:\temp\test.xls', 
    @provstr = N'Excel 8.0;'

    GO

     

    By doing so, you create a linked server, and give that connection a name. Notice also the name of the spreadsheet, which can also be a share location. You only have to do this once for each spreadsheet; if you're not going to access that spreadsheet again, it's a good idea to drop the linked server after you've used it.

    Now that we have a linked server, we can access the data. The process for this method is as follows:

    1.       In a query tool such as Query Analyzer, type the following:

    -- Setup the user connection for the spreadsheet
    EXEC sp_addlinkedsrvlogin 'ExcelLink', 'false'
    GO
    -- Get the spreadsheet data - SCHOOLSP is the tab name
    SELECT * FROM OPENQUERY(ExcelLink, 'select * from [SCHOOLSP$]')

    GO

     

    In this section, we've used the OPENQUERY function, which passes the query on to the provider. You'll find the query language is pretty limited at times, with Excel. If the queries aren't selective enough, set up another worksheet in the workbook with the data you want, and query that one.

    As you can see, you have several options open to integrate data between Microsoft Excel and SQL Server. Keep the limitations in mind, and get that data out there!

    Online Resources

    These links are from Microsoft. There are several others out there but these deal with some of the issues that I brought up in the article.

    Here's an article that details the data type woes with DTS and Excel imports.

    This article from Microsoft details the process of using DTS with Excel.

    Microsoft has a larger discussion of ODBC to Excel datatype issues here.

    This Microsoft article details programming with ADO against Excel files – it shows you how to open one as a database.

     

    -brenda (ISV Buddy Team)

    Tuesday, May 09, 2006 3:42 PM

All replies

  • Ah.... I found an answer.  I need to add the reference of DAO object library. 

    But there is another problem.......

    sqlstring = "select * from customer"

    connstring = "ODBC;UID=userid;PWD=password;DATABASE=db;DSN=datasource;dbDriverNoPrompt"
    With ActiveSheet.QueryTables.Add(Connection:=connstring, Destination:=Range("B1"), Sql:=sqlstring)
        .Refresh
    End With

    It always displays the ODBC Data Sources dialog box even though I have passed all the information in the connstring.  Can anyone help please??

     

    Thursday, April 13, 2006 4:42 AM
  • Per our support engineer:

    We have Various ways to connect to a SQL server:

    - Using ADODB SQL ODBC provider with DSN

    - Using ADODB SQL ODBCprovider without DSN  

    - ADO SQL OLEDB provider for authenticated connections

    In below code example, I've used the OLEDB provider for SQL using a trusted connection.

     ===

    Function Get_BCM_Connection(Optional ByVal _

            ServerName As String = _

            "Percy\MicrosoftBCM") As ADODB.Connection

    'Returns an ADODB Connection object to Outlook 2003 Business Contact _

    'Manager installed locally

    '---------------------------------

    Dim cn As New ADODB.Connection

     

     

        On Error GoTo ErrHand

         With cn

            .ConnectionString = "Provider=SQLOLEDB; " & _

                "Data Source=" & ServerName & "; " & _

                "Initial Catalog=MSBusinessContactManager;" & _

                "User ID=sa; Password=; Trusted_Connection=yes"

            .Open

        End With

        Set Get_BCM_Connection = cn

    ExitHere:

        On Error Resume Next

        cn.Close: Set cn = Nothing

        Err.Clear

        Exit Function

    ErrHand:

        Set Get_BCM_Connection = Nothing

        MsgBox "Connection not propertly defined.", vbExclamation

        Resume ExitHere

    End Function

     ===

    And here is a KB : How To Import Data from Microsoft SQL Server into Microsoft Excel (http://support.microsoft.com/default.aspx?scid=kb;en-us;306125&sd=tech )

    I hope it’s helpful.

    -brenda (ISV Buddy Team)

    Tuesday, April 25, 2006 3:13 PM
  • Due to an overlap in communication, I have more information on this topic that I might as well post in case it helps someone.

    Using VBA to Get At SQL Server Data

    If you're after a less manual process, the last method is a bit more complex, but even more powerful. Microsoft Excel, like all newer versions of Microsoft Office products, has a complete programming interface in the guise of Visual Basic for Applications (VBA). If you've got any programming experience at all, you can write code against a database.

    Again, all the previous warnings about locking apply. Additional warnings are warranted here, since with programming you can affect data in the database as well as reading from it.

    There are a few places you can use VBA in Excel, such as custom functions and macros, but we'll stick with macros for this example. The basic process is that you create a macro, edit it, and then run it.

    You edit the macro inside an editor, in which you type the code to connect, access, and close the connection to a database. Here's the process to create your own macro to connect to SQL Server programmatically:

    1.       Open Excel.

    2.       Click on Tools, then Macro, and then Macros...

    3.       Name the Macro, and then click Create.

    4.       In the editor window, type the following information, substituting the proper names for the server and the tables you want in between the "Sub xxxx" and "End Sub" tags:

    ' Declare the QueryTable object
    Dim qt As QueryTable
     
    ' Set up the SQL Statement
    sqlstring = "select au_fname, au_lname from authors"
     
    ' Set up the connection string, reference an ODBC connection
    ' There are several ways to do this
    ' Leave the name and password blank for NT authentication
    connstring = _
     "ODBC;DSN=pubs;UID=;PWD=;Database=pubs"
     
    ' Now implement the connection, run the query, and add
    ' the results to the spreadsheet starting at row A1
    With ActiveSheet.QueryTables.Add(Connection:=connstring, Destination:=Range("A1"), Sql:=sqlstring)
     .Refresh

    End With

     

    Save and close the macro, and run it from the same menu you accessed in step 2.

    NOTE

    There are probably at least ten programmatic ways to do this exact same thing – and all of them are correct! If you're really interested in programming using VBA, you'll find several good books here at InformIT and also on Safari.

    Keeping The Database Connection Live

    We now move away from the "Transfer In and Out" category to the "Linked Data" category of methods. I'll describe the two main methods to link data, both of which link Excel data into a SQL Server query.

    There are ways to use Excel to manage data directly in SQL Server, but they involve a bit more programming, and I've found them to be a bit clumsy – especially for daily use. Excel simply doesn't handle locks and connectivity issues as well as you need for large-scale production solutions.

    You could also code a solution that accesses data stored in an Excel spreadsheet and update a SQL Server table as a result, but this is really event-driven and not a linked solution. (Again, there's a great deal of programming help in that vein here on InformIT.)

    So returning to the methods I've found easy to implement, there is a two-step process you can use to query data in an Excel spreadsheet.

    First, you'll need to create a linked server. Here's how to do that:

    1.       Open Query Analyzer.

    2.       Run the following code:

    -- Here we set up the linked server using the JET provider
    EXEC sp_addlinkedserver N'ExcelLink', 
    @srvproduct = N'', 
    @provider = N'Microsoft.Jet.OLEDB.4.0', 
    @datasrc = N'C:\temp\test.xls', 
    @provstr = N'Excel 8.0;'

    GO

     

    By doing so, you create a linked server, and give that connection a name. Notice also the name of the spreadsheet, which can also be a share location. You only have to do this once for each spreadsheet; if you're not going to access that spreadsheet again, it's a good idea to drop the linked server after you've used it.

    Now that we have a linked server, we can access the data. The process for this method is as follows:

    1.       In a query tool such as Query Analyzer, type the following:

    -- Setup the user connection for the spreadsheet
    EXEC sp_addlinkedsrvlogin 'ExcelLink', 'false'
    GO
    -- Get the spreadsheet data - SCHOOLSP is the tab name
    SELECT * FROM OPENQUERY(ExcelLink, 'select * from [SCHOOLSP$]')

    GO

     

    In this section, we've used the OPENQUERY function, which passes the query on to the provider. You'll find the query language is pretty limited at times, with Excel. If the queries aren't selective enough, set up another worksheet in the workbook with the data you want, and query that one.

    As you can see, you have several options open to integrate data between Microsoft Excel and SQL Server. Keep the limitations in mind, and get that data out there!

    Online Resources

    These links are from Microsoft. There are several others out there but these deal with some of the issues that I brought up in the article.

    Here's an article that details the data type woes with DTS and Excel imports.

    This article from Microsoft details the process of using DTS with Excel.

    Microsoft has a larger discussion of ODBC to Excel datatype issues here.

    This Microsoft article details programming with ADO against Excel files – it shows you how to open one as a database.

     

    -brenda (ISV Buddy Team)

    Tuesday, May 09, 2006 3:42 PM
  • Thanks for posing this!

    You seemed to have stopped in mid stream.
    Can you provide the steps for the following?:

    ' Now implement the connection, run the query, and add
    ' the results to the spreadsheet starting at row A1
    ???
    Friday, May 01, 2009 5:23 PM
  • Thanks for posing this!

    You seemed to have stopped in mid stream.
    Can you provide the steps for the following?:

    ' Now implement the connection, run the query, and add
    ' the results to the spreadsheet starting at row A1
    ???
    Friday, May 01, 2009 5:24 PM
  • A little late to help this situation but for anyone else with a similar problem of having the ODBC Data Sources dialog box open every time they execute code to return query data. I've found this issue is due to the fact that the QueryTable "Save Password" has not been set to "True" via code, or manually you can set this in the Connection Properties dialog box.

    As long as you are supplying the password with code and have the "Save Password" property set to True (or checked in the dialog box) then the ODBC Data Sources dialog box should only appear the first time you execute the code, and sometimes it doesn't display even on the first time as long as you have the ODBC connection set-up on your machine.

    Dan

     


    profile for Daniel_DeHaven at Stack Overflow, Q&A for professional and enthusiast programmers
    Tuesday, January 18, 2011 7:23 PM
  • Hi

                 I WANT TO EXPORT REAL TIME DATA FROM EXCEL TO SQL IN VISUAL BASIC FOR THIS I HAVE WRITE MACRO IN EXCEL BUT I DON'T  KNOW  HOW  TO DO THIS ALL . AS I READ UR POST SO THOUGHT U HELP ME. THANKS FOR ADVANCES. 

    Friday, June 07, 2013 1:11 PM