XML File Toolbox -- The power of XML!

Why XML? More than just configuration files! 💪

In INI-Helper we looked at INI files -- a simple and proven solution for configuration management. Now it's time for the next level: 

XML files!

Yes, INI files are great for simple settings. But as soon as your application grows, you'll quickly reach its limits:

•             No hierarchical structures (only section → key → value)
•             No data validation
•             Limited international character support
•             Not suitable for complex data structures

This is where XML comes in!

XML: Not just for configurations

XML is much more versatile than INI. Sure, you can use it for configurations -- but that's just the beginning:

•             Hierarchical data structures: Perfect for nested configurations, catalogs, or product databases
•             UTF-8 support: All languages, special characters, and even emojis -- no problem!
•             Data exchange: XML is the standard for system integration
•             Validation: Check structure and content with schemas
•             Built-in: MSXML is available in every Windows installation

 

My conclusion:   INI for simple cases, XML when you need power and flexibility!

 

🧰 The complete XML File Toolbox – 13 powerful functions! 

I've developed a comprehensive VBA library that provides INI-like simplicity with the power of XML. All functions use Late Binding (no references required) and work in all Access versions (32/64-bit).

📖 1. XML_ReadValue - Read values

The basic function for reading configuration values.
strBackendPath = XML_ReadValue(strXmlPath, "Database", "BackendPath", "")

✍️ 2. XML_WriteValue - Write or update values

Saves values to the XML file. Automatically creates file and section if they don't exist! Special characters are automatically escaped.
XML_WriteValue strXmlPath, "Database", "BackendPath", strSelectedPath

🖨️ 3. XML_PrintAll - Print complete file

Displays the entire content formatted in the Immediate Window -- perfect for debugging!
XML_PrintAll CurrentProject.Path & "\config.xml"

📋 4. XML_GetSections - List all sections

Returns a collection of all sections.
Set colSections = XML_GetSections(strXmlPath)  
For Each varSection In colSections
     Debug.Print "Found Section: " & varSection  
Next

🔑 5. XML_GetKeys - All keys of a section

Perfect for dynamic processing of all settings.
Set colKeys = XML_GetKeys(strXmlPath, "Database")  
For Each varKey In colKeys
     Debug.Print varKey & " = " & XML_ReadValue(strXmlPath, "Database", CStr(varKey))  
Next

🗑️ 6. XML_DeleteSection - Delete entire section

Removes a complete configuration section.
If XML_SectionExists(strXmlPath, "OldModule") Then
     XML_DeleteSection strXmlPath, "OldModule"  
End If

❌ 7. XML_DeleteKey - Delete a key

Deletes specific settings.
XML_DeleteKey strXmlPath, "Session", "TempPassword"

✔️ 8. XML_SectionExists - Check section

Checks whether a configuration section exists.
If Not XML_SectionExists(strXmlPath, "DatabaseV2") Then ...

✅ 9. XML_KeyExists - Check key

Checks whether a specific setting exists. 
If Not XML_KeyExists(strXmlPath, "Features", "AutoBackup") Then
      XML_WriteValue strXmlPath, "Features", "AutoBackup", "True"  
End If

🏗️ 10. XML_PrintStructured - Structured output

Displays the XML file in a hierarchical structure -- ideal for documentation!
XML_PrintStructured strXmlPath

📦 11. XML_GetAllValues - Dictionary of all values

Retrieves all key-value pairs of a section as a dictionary -- super efficient!
Set dictDB = XML_GetAllValues(strXmlPath, "Database")  
Debug.Print "Server: " & dictDB("Server")  
Debug.Print "Port: " & dictDB("Port")  
Debug.Print "Timeout: " & dictDB("Timeout")

🔍 12. XML_ValidateFormat - Format validation

Checks the XML file for errors: malformed XML, duplicate keys, missing attributes.
If Not XML_ValidateFormat(strImportedXmlPath) Then
     MsgBox "The imported configuration is invalid!", vbCritical  
End If

Validation Checks:

• File exists and is readable
• XML is well-formed (correct syntax)
• No duplicate sections
• No duplicate keys within a section
• All sections and keys have names

🔄 13. XML_Compare - Compare two XML files

THE HAMMER for versioning and migration management!
If Not XML_Compare(strOldConfig, strNewConfig) Then
     Debug.Print "Changes detected - see details in Immediate Window"  
End If

Perfect for:

📊 Version comparison after updates
🔍 Troubleshooting configuration problems
📝 Documentation of changes
⚠️ Warning in case of critical deviations

🌍 Real-World Use Cases  -  Beyond Configuration

Use Case 1: Multi-Backend Support (Classic)

XML_WriteValue strXmlPath, "Backends", "Production", "\\Server\DB\Prod.accdb"  
XML_WriteValue strXmlPath, "Backends", "Test", "\\Server\DB\Test.accdb"  
XML_WriteValue strXmlPath, "Backends", "Development", "C:\Dev\DB.accdb"  
XML_WriteValue strXmlPath, "Settings", "CurrentEnvironment", "Production"

Use Case 2: Product Catalog with Hierarchical Structure

XML is perfect for nested data! Example: A product catalog with categories, products, and attributes.         
<?xml version="1.0" encoding="UTF-8"?> 
 <Product>
      <Section name="Electronics">
          <Key name="Laptop_001">Dell XPS 15, €1499, 16GB RAM</Key>
          <Key name="Laptop_002">MacBook Pro, €2299, 32GB RAM</Key>
          <Key name="Phone_001">iPhone 15, €999, 256GB</Key>
      </Section>
      <Section name="Books">
          <Key name="Programming_001">Clean Code, €35.99</Key>
          <Key name="Programming_002">Design Patterns, €42.50</Key>
      </Section> 
 </Product>

Use Case 3: Export Templates for Reports

Store export settings (headers, formats, filters) in XML and load them dynamically.
XML_WriteValue strXmlPath, "ReportTemplate_Sales", "Title", "Monthly Sales Report"  
XML_WriteValue strXmlPath, "ReportTemplate_Sales", "DateFormat", "DD.MM.YYYY"  
XML_WriteValue strXmlPath, "ReportTemplate_Sales", "Columns", "Date,Customer,Amount,Status"  
XML_WriteValue strXmlPath, "ReportTemplate_Sales", "SortBy", "Amount DESC"

Use Case 4: User Preferences with UTF-8

Perfect for international applications! All special characters work flawlessly.
XML_WriteValue strXmlPath, "UI", "Language", "DE"  
XML_WriteValue strXmlPath, "UI", "Theme", "Dark"  
XML_WriteValue strXmlPath, "UI", "WelcomeMessage", "Willkommen zurück, Müller!"  
XML_WriteValue strXmlPath, "Export", "DefaultFolder", "C:\Users\Marcus\Exporte"

Use Case 5: System Integration via XML

Exchange data with other systems that expect XML format (e.g., web services, ERP systems). The functions automatically create valid, well-formed XML that other systems can read!

 

✨ The Advantages at a Glance

✅        Update-proof: XML remains intact during frontend updates
✅        UTF-8 support: All languages and special characters work perfectly
✅        Robust: MSXML -- proven for decades
✅        Universal: Standard format for data exchange
✅        Hierarchical: Support for complex, nested structures
✅        32/64-bit: Works in all Access versions
✅        No dependencies: Only MSXML (Late Binding), no references necessary
✅        Auto-escaping: Special characters (&, <, >, ", ') automatically handled

⚠️ Important: Special Characters Handling

The module automatically escapes all special characters. You don't have to worry about it!

Automatic handling:
XML_WriteValue strXmlPath, "Test", "Ampersand", "A & B"      ' Saved correctly as "A & B" and read back as "A & B"  
XML_WriteValue strXmlPath, "Test", "Quotes", "He said "Hello""      ' Automatically escaped, no problems!

 

🔮 What’s next? 

In the next episode of this series, I will introduce similar tools that store, write, and read data in .yml format.

 

🧪 Try it out

Using my little testing form you can try the functions directly. This makes it easy to learn the functions step by step. Do you develop a lot with Access?
Then give it a try — I’m looking forward to your feedback or ideas for additional functions! 🚀

You will find the detailed description and all instructions directly in the code - well documented as usual.

   DOWNLOAD  
Version: 1.0   18th December 2025