Extract data form one Excel file to another

gmaxey · #1 06-04-2023, 11:37 AM

Hi,

I don't post here often and I work primarily with Word and Word VBA, but occasionally need a bit of help with Excel. In this case, it might be a lot of help.

I have an existing process where I have a Word document form with content controls where the content control titles serve as column headings in a separate Excel file. Several Word forms are completed each day and the at the end of the day, I run a procedure in an Excel file where the the data in each completed Word form is extracted and saved as a new record in the Excel file. All works well.

I would like to expand my process where I have an Excel spreadsheet embedded within the Word document and data entered into the embedded Excel spreadsheet is also extracted.

Can anyone offer any tips or code on how this might be achieved?

Thank you.

Guessed · #2 06-07-2023, 04:27 PM

Greg

I did a google search and found some relevant code by Andy Pope which works in Word to read or write to its own embedded spreadsheet.

Code:

Sub WriteToSS()
  'Sourced from...
  'https://social.msdn.microsoft.com/Forums/en-US/c4969934-0a4a-4e2c-bb56-cf05f756dc82/can-you-use-vba-to-access-a-spread-sheet-embedded-in-a-word-doc?forum=isvvba
  ' added a couple of lines to read cell values and save any changes
  Dim objSS As InlineShape
  With ActiveDocument.InlineShapes(1)
    .OLEFormat.DoVerb wdOLEVerbHide
    With .OLEFormat.Object.Application
        With .Workbooks(1).Worksheets(1)
          Debug.Print .Cells(1, 1).Value, .Range("B1").Value  'reading cells
          .Cells(1, 1).Value = "Hello"  'writing to a cell
          .Range("B1").Value = "Big Boy"    'writing to another cell
        End With
        .Workbooks(1).Save  'if you wanted to save the changed cell values
        .Quit
    End With
  End With
End Sub

If you are already running code from Excel to access that Word document then you've got that part of the automation running and can adapt the relevant lines above into your existing code.
Getting the right InlineShape might be a bit tricky and relying on its numerical position in the document is problematic so I would probably use Format Object to set its Alt Text to a unique value so the code could iterate through all the InlineShapes to find the one which has that Alt Text value. An example of looping through a docs Shapes (same for InlineShapes) is shown in this thread.

gmaxey · #3 06-07-2023, 05:14 PM

Andrew,

Thanks for the reply. I'm sorry I didn't get back here last night to update this thread. I had cobbled together something that seemed to work and was so excited about it, I forgot :-(

In my main routing which opens the Word document containing the embedded Excel file, I run this code:

Code:

'Get the embedded data

arrLabs = fcnGetEmbeddedLabData(oDoc)
'Set the target worksheet

Set oSheet = Worksheets("Labs")
'Get target range (last row)

lngLastRow = oSheet.Cells(Rows.Count, "A").End(xlUp).Row + 1
'Write the extracted values

oSheet.Cells(lngLastRow, "A").Resize(1, UBound(arrLabs) + 1).Value = arrLabs
'...
'More code to close the Word doc and process next doc.


Function fcnGetEmbeddedLabData(oDocPassed As Object) As String()
'Returns values in last column of embedded worksheet to a array.

Dim oILS As InlineShape
Dim oWS As Worksheet
Dim oWB As Workbook
Dim lngRow As Long, lngCol As Long
Dim lngRows As Long
Dim arrData() As String
  ReDim arrData(287)
  For Each oILS In oDocPassed.InlineShapes
    If oILS.Type = wdInlineShapeEmbeddedOLEObject Then
      If oILS.OLEFormat.progID = "Excel.Sheet.12" Then
        oILS.OLEFormat.Edit
        Set oWB = Workbooks(2)
        Set oWS = oWB.Sheets(1)
        lngCol = oWS.Cells(2, oWS.Columns.Count).End(xlToLeft).Column
        lngRows = oWS.Cells(Rows.Count, "A").End(xlUp).Row
        arrData(0) = oDocPassed.SelectContentControlsByTitle(strCCUnique).Item(1).Range.Text
        For lngRow = 1 To lngRows
          Select Case oWS.Cells(lngRow, lngCol).Text
            Case Is = "#DIV/0!", "#NUM!", "#VALUE!"
            Case Else
              arrData(lngRow) = oWS.Cells(lngRow, lngCol).Text
          End Select
        Next lngRow
      End If
    End If
  Next oILS
  fcnGetEmbeddedLabData = arrData()
  
lbl_Exit:
  Set oWB = Nothing: Set oWS = Nothing
  Exit Function
End Function

This seems to work nicely. Will look at your example in more detail. Thanks again.

Guessed · #4 06-07-2023, 07:27 PM

Looks like you already have it sorted. I will make a few minor suggestions to tidy it up a bit

1. Why redim the array if you already know how many slots

Code:

Dim arrData(287) As String

2. I'm surprised the workbook opens in the same Excel application instance but it seems a little haphazard to rely on it always being the second workbook. Is it worth exploring whether it is possible to be more explicit about which workbook is oWB?

Code:

Set oWB = oILS.OLEFormat.Object  'does this work

3. You can avoid the Select Case complexity if you make use of the worksheet function to return an empty string on errored formulas

Code:

For lngRow = 1 To lngRows
    arrData(lngRow) = WorksheetFunction.IfError(Cells(lngRow, lngCol), "")
  Next lngRow

gmaxey · #5 06-08-2023, 03:46 AM

Andrew, thanks for the additional comments and help. It is always nice to have an expert on staff

Good point about fixed value for array dimension. Setting the worksheet to the OLE.Object also works.

Had troubles eliminating the Select Case complexity though.

Here is the new code:

Code:

Function fcnGetEmbeddedLabData(oDocPassed As Object) As String()
Dim oILS As InlineShape
Dim oWS As Worksheet
Dim oWB As Workbook
Dim lngRow As Long, lngCol As Long
Dim lngRows As Long
Dim arrData() As String
  For Each oILS In oDocPassed.InlineShapes
    If oILS.Type = wdInlineShapeEmbeddedOLEObject Then
      If oILS.OLEFormat.progID = "Excel.Sheet.12" Then
        oILS.OLEFormat.Edit
        'Set oWB = Workbooks(2)
        Set oWB = oILS.OLEFormat.Object
        Set oWS = oWB.Sheets(1)
        lngCol = oWS.Cells(2, oWS.Columns.Count).End(xlToLeft).Column
        lngRows = oWS.Cells(Rows.Count, "A").End(xlUp).Row
        ReDim arrData(lngRows)
        arrData(0) = oDocPassed.SelectContentControlsByTitle(strCCUnique).Item(1).Range.Text
        For lngRow = 1 To lngRows
          'If Not oWS.Cells(lngRow, lngCol).Text = vbNullString Then
            'arrData(lngRow) = WorksheetFunction.IfError(oWS.Cells(lngRow, lngCol), "")
          'End If
          Select Case oWS.Cells(lngRow, lngCol).Text
            Case Is = "#DIV/0!", "#NUM!", "#VALUE!"
            Case Else
              arrData(lngRow) = oWS.Cells(lngRow, lngCol).Text
          End Select
        Next lngRow
      End If
    End If
  Next oILS
  fcnGetEmbeddedLabData = arrData()
lbl_Exit:
  Set oWB = Nothing: Set oWS = Nothing
  Exit Function
End Function

If I stet out the Select Case stuff and use just your suggestion, then 1) The dates appeared in the extracted data as long values and 2) Many of the fields in the embedded sheet were extracted as "0"

If I wrapped your suggested line in the IF ... End If statement, that resolves the "0" issue, but not the long values for dates.

Any ideas? Thanks.

gmaxey · #6 06-08-2023, 04:26 AM

Andrew,

Monkey learns! I figured out how to employ your IsError function without affecting the date values:

Code:

Function fcnGetEmbeddedLabData(oDocPassed As Object) As String()
Dim oILS As InlineShape
Dim oWS As Worksheet
Dim oWB As Workbook
Dim lngRow As Long, lngCol As Long
Dim lngRows As Long
Dim arrData() As String
  For Each oILS In oDocPassed.InlineShapes
    If oILS.Type = wdInlineShapeEmbeddedOLEObject Then
      If oILS.OLEFormat.progID = "Excel.Sheet.12" Then
        oILS.OLEFormat.Edit
        'Set oWB = Workbooks(2)
        Set oWB = oILS.OLEFormat.Object
        Set oWS = oWB.Sheets(1)
        lngCol = oWS.Cells(2, oWS.Columns.Count).End(xlToLeft).Column
        lngRows = oWS.Cells(Rows.Count, "A").End(xlUp).Row
        ReDim arrData(lngRows)
        arrData(0) = oDocPassed.SelectContentControlsByTitle(strCCUnique).Item(1).Range.Text
        For lngRow = 1 To lngRows
          If WorksheetFunction.IsFormula(oWS.Cells(lngRow, lngCol)) Then
            arrData(lngRow) = WorksheetFunction.IfError(oWS.Cells(lngRow, lngCol), "")
          Else
            arrData(lngRow) = oWS.Cells(lngRow, lngCol).Text
          End If
'          Select Case oWS.Cells(lngRow, lngCol).Text
'            Case Is = "#DIV/0!", "#NUM!", "#VALUE!"
'            Case Else
'              arrData(lngRow) = oWS.Cells(lngRow, lngCol).Text
'          End Select
        Next lngRow
      End If
    End If
  Next oILS
  fcnGetEmbeddedLabData = arrData()
lbl_Exit:
  Set oWB = Nothing: Set oWS = Nothing
  Exit Function
End Function

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