Article ID: 210150 - Last Review: October 11, 2006 - Revision: 2.2

ACC2000: How to Count Values in Record or Recordset Across Fields

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This article was previously published under Q210150

Advanced: Requires expert coding, interoperability, and multiuser skills.

SUMMARY

This article shows you how to create a sample user-defined Visual Basic for Applications routine that you can use to count the occurrence of a specific field value in a record or recordset.

Microsoft provides programming examples for illustration only, without warranty either expressed or implied. This includes, but is not limited to, the implied warranties of merchantability or fitness for a particular purpose. This article assumes that you are familiar with the programming language that is being demonstrated and with the tools that are used to create and to debug procedures. Microsoft support engineers can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific requirements.

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MORE INFORMATION

The following function is designed for Text fields, but you can modify it to work with any data type. It assumes that all fields are of the same data type. This function is designed to work on a single table or query. It accepts the following two arguments:

Strval, a string used to identify the value or text.
Sourcename, the name of the table or query to search.

CAUTION: If you follow the steps in this example, you modify the sample database Northwind.mdb. You may want to back up the Northwind.mdb file and follow these steps on a copy of the database.

NOTE: The sample code in this article uses Microsoft Data Access Objects. For this code to run properly, you must reference the Microsoft DAO 3.6 Object Library. To do so, click References on the Tools menu in the Visual Basic Editor, and make sure that the Microsoft DAO 3.6 Object Library check box is selected.

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Examples

To create the function, follow these steps:

Open the sample database Northwind.mdb and create a new module.
Type the following lines in the Declarations section:
Dim strval As String Dim sourcename As String

Type the following procedure:

 Function CountOccurrenceRecordset(strval As String, sourcename As _
    String)
    Dim db As DAO.Database, rs As DAO.Recordset, Strval_Count As Integer
    Dim I As Integer
    Set db = CurrentDb
    Set rs = db.OpenRecordset(sourcename, dbOpenDynaset)
    rs.MoveFirst
    Strval_Count = 0
    Do Until rs.EOF
       For I = 0 To rs.Fields.Count - 2
          If TypeName(rs.Fields(I).Value) <> "Byte()" Then
       ' In version 7.0, the OLE data type returns a data type error 13
       ' on a comparison. This is to exclude that field from the search.
             If rs.Fields(I).Value = strval Then
                Strval_Count = Strval_Count + 1
             End If
          End If
       Next I
       rs.MoveNext
    Loop
    MsgBox "Count of " & strval & " found = " & Strval_Count
    CountOccurrenceRecordset = Strval_Count

 End Function

On the View menu, click the Immediate Window, type the following line, and then press ENTER:
?CountOccurrenceRecordset("Robert","Employees")
Note that the message box returns "Count of Robert found = 1."

To demonstrate that more than one record can be found, open the Employees table and change another employee's first name to Robert, commit the record, and close the table. Then rerun the function in the Immediate window.

If you want to search all fields in only one record, use the following sample code. This example searches all fields in the first record only.

 Function CountOccurrenceRecord(strval As String, sourcename As _
    String)
    Dim db As DAO.Database, rs As DAO.Recordset, Strval_Count As Integer
    Dim I As Integer
    Set db = CurrentDb
    Set rs = db.OpenRecordset(sourcename, dbOpenDynaset)
    rs.MoveFirst
    Strval_Count = 0
    For I = 0 To rs.Fields.Count - 2
       If TypeName(rs.Fields(I).Value) <> "Byte()" Then
          If rs.Fields(I).Value = strval Then
             Strval_Count = Strval_Count + 1
          End If
       End If
    Next I
    MsgBox "Count of " & strval & " found = " & Strval_Count
    CountOccurrenceRecord = Strval_Count
 End Function

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