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How to Find and Replace Text in Microsoft Access Queries

Huda Qurayshi Oct 10, 2026 868 views

Question details

The user needs a way to find and replace specific text, such as field-name suffixes or expressions, across multiple Microsoft Access query definitions without altering the underlying stored data.

How to Find and Replace Text in Microsoft Access Queries

Product: Microsoft Access
Device & OS: not provided
Scenario: Modifying structural definitions, expressions, and field names inside multiple Access queries simultaneously.
Observed behavior: To update multiple query designs or SQL strings programmatically without manually opening and editing each query in Design View.

Before you start

Before modifying query definitions using VBA or external tools, always create a secure backup copy of your Microsoft Access database file (.accdb or .mdb) to prevent accidental structural damage or code loss.

Solution 1Recommended

Use VBA Code to Update QueryDefs SQL Property

You can write a simple VBA macro to loop through the QueryDefs collection and replace text in the SQL property of every query in your database.

This method uses Microsoft's Data Access Objects (DAO) to programmatically iterate through all saved queries. By applying the VBA Replace function to the SQL string of each query, you can instantly update field names, suffixes, or expressions.

Open the VBA Editor

In Microsoft Access, press the 'Alt + F11' keys on your keyboard to open the Microsoft Visual Basic for Applications (VBA) Editor.

Create a New Module

In the top menu, click on 'Insert' and select 'Module' to create a blank workspace for your code.

Write the DAO Loop Code

Declare your variables and set the database to CurrentDb. Write a loop for the QueryDefs collection: 'Dim dbs As DAO.Database; Dim qdf As DAO.QueryDef; Set dbs = CurrentDb; For Each qdf In dbs.QueryDefs'.

Apply the Replace Function

Inside the loop, update the SQL property by using the Replace function. For example: 'qdf.SQL = Replace(qdf.SQL, "_0", "_3")'. Close the loop with 'Next qdf'.

Execute the Macro

Place your cursor inside the subroutine and press 'F5' or click the 'Run' button in the toolbar to apply the text replacement across all query definitions.

Use VBA Code to Update QueryDefs SQL Property

Library References: If you receive an error regarding DAO objects, go to 'Tools' > 'References' in the VBA Editor and ensure that the 'Microsoft Office Access database engine Object Library' or 'Microsoft DAO Object Library' is checked.

Solution 2

Utilize Third-Party Access Add-ins

If you prefer not to write or run VBA code, specialized third-party tools can safely search and replace text across all Access database objects.

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Frequently Asked Questions

Will replacing text in the query SQL change my actual table data?

No. The query definition (the SQL property) only dictates how data is structured, retrieved, or calculated. Changing text like field names or expressions in the query's SQL string alters the query design, but it does not modify the underlying records stored in your tables.

Can I use the built-in Access Find and Replace dialog for queries?

The standard 'Find and Replace' feature (Ctrl+H) in Access works well for finding and editing actual data within a table or query datasheet view. However, it cannot globally search and replace text across the structural SQL code of multiple saved queries.

What does the VBA Replace function do exactly?

The VBA Replace function scans the entire SQL text string of a specific query, locates every instance of your specified target text (such as an outdated suffix or expression), and substitutes it with your new text before saving the modified string back to the query definition.

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