ACC2000: Imported Excel Spreadsheet May Have Blank Columns (208512)


The information in this article applies to:

  • Microsoft Access 2000
This article was previously published under Q208512
Novice: Requires knowledge of the user interface on single-user computers.

This article applies to a Microsoft Access database (.mdb) and to a Microsoft Access project (.adp).

SYMPTOMS

When you import a Microsoft Excel spreadsheet whose cell table goes beyond the last cell that actually contains data, you may get blank columns in the Microsoft Access table. This behavior occurs with the TransferSpreadsheet macro and the Import Menu commands.

When you use a TransferSpreadsheet macro action or the TransferSpreadsheet method in Visual Basic for Applications to append data to an existing table from a spreadsheet file, you may receive an error message similar to the following:
Field 'F3' doesn't exist in destination table MyTable.
Microsoft Access was unable to append it.
The field specified in the error message may vary.

CAUSE

Excel keeps track of all the used cells on a worksheet by using an activecell table. In some cases, the last cell of that table may refer to a cell outside of the area of the worksheet that is actually being used. When imported into Microsoft Access, all cells of the activecell table are imported; this may result in blank fields.

RESOLUTION

To avoid the extra columns when you import an Excel spreadsheet, use one of the following methods:
  • Open the table in Design view and delete the extra columns.
  • Use Excel to reset the last cell.For additional information about resetting the last cell, click the article number below to view the article in the Microsoft Knowledge Base:

    244435 XL2000: Resetting the Last Cell Fixes Memory/Printing Problems

  • Use the TransferSpreadsheet macro action and set the Range argument to the actual range of cells to be imported.

MORE INFORMATION

Steps to Reproduce Behavior

  1. Create a folder (directory) on drive C and name it Examples.
  2. Start Microsoft Excel.
  3. If a default blank workbook does not appear, on the File menu, click New, click Workbook, and then click OK.
  4. Type the following information in Sheet1:
       A1: Sue      B1: 10     C1:  (enter a space in this cell)
   A2: Tom      B2: 20
   A3: Jill     B3: 30
   A4: Tim      B4: 40
  5. Save the workbook to the Examples folder as Test.xls, and then close it.
  6. Start Microsoft Access and open a new blank database.
  7. Create the following macro:
       Action: TransferSpreadsheet

   Action Arguments
   ----------------
   Transfer Type:    Import
   Spreadsheet Type: Microsoft Excel 8-9 (or the corresponding version
                      on your system)
   Table Name:       New
   File Name:        C:\Examples\Test.xls 
   Has Field Names:  No
  8. Save the macro as XLImport, and then close it.
  9. Run the XLImport macro.
  10. Open the New table.

    Note that there are three fields (F1, F2, and F3), and that the third field is blank.

REFERENCES

For more information about importing data from Microsoft Excel, click Microsoft Access Help on the Help menu, type import or link data from a spreadsheet in the Office Assistant or the Answer Wizard, and then click Search to view the topic.

For more information about the TransferSpreadsheet macro action, click Microsoft Access Help on the Help menu, type transferspreadsheet action in the Office Assistant or the Answer Wizard, and then click Search to view the topic.
Modification Type:MajorLast Reviewed:6/30/2004
Keywords:kberrmsg kbinterop kbprb KB208512
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