ACC: How to Parse Comma-Separated Text into Multiple Fields

• Microsoft Access versions 1.0, 1.1, 2.0, 7.0, 97

SUMMARY

Moderate: Requires basic macro, coding, and interoperability skills.

This article shows you two methods to parse comma-separated text in a Text field and to display the text in multiple Text fields.

You can use the first method for a Text field that contains two words separated by a comma, for example, a field that contains a last name followed by a first name (Smith, John). The method uses an expression in a query that includes three functions: the Instr() function to search for the comma in the Text field, and the Left$() and Right$() functions to extract the two parts of the Text field.

You can use the second method for a Text field that contains more than two words separated by commas, for example, a field that contains a city, a region, and a country (Toronto, Ontario, Canada). This method uses two user-defined functions: a function named CountCSWords() to count the number of comma-separated words in the Text field, and a function named GetCSWord() to return the nth word in the Text field.

MORE INFORMATION

Method 1

1. Open any existing database.



2. Create a table with the following structure:




      Table: Parse2Words
      ------------------
      Field Name: Empl
      Data Type:  Text 

3. View the Parse2Words table in Datasheet view and type the following three records in the Empl field:




Smith, John
Callahan, Laura
Fuller, Andrew

4. Create the following query based on the Parse2Words table:

   
         Query: QueryTest
         ------------------------------------------------------------------
         Field: FirstName: Right$([Empl],Len([Empl])- InStr(1,[Empl],",")-1)
            Show: True
         Field: LastName: Left$([Empl],InStr(1,[Empl],",")-1)
            Show: True
    

   NOTE: You can modify the QueryTest query to account for spaces between the two parts in the Empl field. For example, if the text in the Empl field is "Smith,John" without spaces, remove the -1 from the FirstName field expression.



5. Run the query. Note that the QueryTest query separates the text in the Empl field into the two fields below:




      FirstName   LastName
      --------------------
      John        Smith
      Laura       Callahan
      Andrew      Fuller 

Method 2

1. Open any database.



2. Create a table with the following structure:




      Table: ParseWords
      --------------------
      Field Name: Location
      Data Type:  Text 

3. View the ParseWords table in Datasheet view and type the following three records in the Location field:




Toronto, Ontario, Canada Boston, Massachusetts, USA Vancouver, British Columbia, Canada

4. Create a module and type the following line in the Declarations section if it is not already there:




Option Explicit

5. Type the following procedures:




       Function CountCSWords (ByVal S) As Integer
      ' Counts the words in a string that are separated by commas.

      Dim WC As Integer, Pos As Integer
         If VarType(S) <> 8 Or Len(S) = 0 Then
           CountCSWords = 0
           Exit Function
         End If
         WC = 1
         Pos = InStr(S, ",")
         Do While Pos > 0
           WC = WC + 1
           Pos = InStr(Pos + 1, S, ",")
         Loop
         CountCSWords = WC
      End Function

      Function GetCSWord (ByVal S, Indx As Integer)
      ' Returns the nth word in a specific field.

      Dim WC As Integer, Count As Integer, SPos As Integer, EPos As Integer
         WC = CountCSWords(S)
         If Indx < 1 Or Indx > WC Then
           GetCSWord = Null
           Exit Function
         End If
         Count = 1
         SPos = 1
         For Count = 2 To Indx
           SPos = InStr(SPos, S, ",") + 1
         Next Count
         EPos = InStr(SPos, S, ",") - 1
         If EPos <= 0 Then EPos = Len(S)
         GetCSWord = Trim(Mid(S, SPos, EPos - SPos + 1))
      End Function 

6. Compile the module, save it as basParse, and close it.



7. Create the following query based on the ParseWords table:




      Query: QueryTest2
      ---------------------------------------
      Field: City: GetCSWord([Location],1)
         Show: True
      Field: Region: GetCSWord([Location],2)
         Show: True
      Field: Country: GetCSWord([Location],3)
         Show: True 

8. Run the query. Note that the QueryTest2 query separates the text in the Location field into the three fields below:




      City        Region             Country
      --------------------------------------
      Toronto     Ontario            Canada
      Boston      Massachusetts      USA
      Vancouver   British Columbia   Canada 

REFERENCES

For more information about parsing text strings, please see the following article in the Microsoft Knowledge Base:

Q115915 Sample Expressions to Extract Portion of Text String

Q148287 ACC2: Neatcod2.mdb Available in Download Center

Q148402 ACC95: Neatcode.mdb Available in Download Center

Additional query words: split how to

Keywords : kbusage ExrStrg
Version : WINDOWS:1.0,1.1,2.0,7.0,97
Platform : WINDOWS
Issue type : kbhowto