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Asked: 2026-05-27T06:09:18+00:00

Excel 2007: I get my data from Access tables the Excel sheet is called

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Excel 2007: I get my data from Access tables the Excel sheet is called “Data”. My Excel report cells are populated by linking to those data cells(=Data!A1) and some report cells have simple code. But my question is this; my report needs to specify one record. Example: Data record 1: Name=Joe, Birth=7/29/62, Country=USA: record 2: Name=Sam, Birth=4/13/74, Country=China… How do we control the report display to a specific record? If I add a DropDown or ListBox, how do we make only the records for the name picked show in the report. Is there a way to put the code behind the listbox, or should I scrap the list and create a macro, what is the best way for a user to pick the data to be displayed on the report? Suggestions please…

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1 Answer

  1. Editorial Team

    There are two approaches I would use.

    When you embed a query object in Excel (which is, I assume, how you are fetching the data from Access) you have the ability to edit that query in the little Query Editor tool.
    You can add criteria to that query in this tool – there’s a filter icon, you select let’s say the Name column, and then type “Sam” in the box below, and that will produce a SQL statement that now includes “Where Name = ‘Same'” at the end.

    However, that’s not that helpful for reporting, since most likely we want the name to be a parameter passed in from the Excel sheet itself. If in the criteria box, you type “[enter name]” instead of “Sam”, the square brackets tell the Query tool that this is a user supplied parameter. When you run the query from the tool now you get a pop up box asking you each time for the name.

    Now when you exit the query tool and return to Excel, you can edit the Query Parameters for that embedded query object. The parameter you made (name) is there, and it can either take on a static value, prompt the user, or take the contents of a cell. You can even set a flag to refresh the query when the cell contents change.

    The other approach goes a little further and manipulates the query object in some VBA code. If you need to do some heavier lifting, or other logic, for example, and you don’t want to deal with writing it all out as spreadsheet formulas. An easy way to do that is to drop in a button on the report sheet and have the VBA code start on that button’s click event.

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