Importing from access to excel

ImportExportSpreadsheet Macro Action

You can use the ImportExportSpreadsheet macro action to import or export data between the current Access database (.mdb or .accdb) and a spreadsheet file. You can also link the data in an Excel spreadsheet to the current Access database. With a linked spreadsheet, you can view the spreadsheet data with Access while still allowing complete access to the data from your Excel spreadsheet program. You can also link to data in a Lotus 1-2-3 spreadsheet file, but this data is also read-only in Access.

Note: Beginning in Access 2010, the TransferSpreadsheet macro action was renamed to ImportExportSpreadsheet.

Note: This action will not be allowed if the database is not trusted.

Setting

The ImportExportSpreadsheet macro action has the following arguments.

The type of transfer you want to make. Select Import, Export, or Link in the Transfer Type box in the Action Arguments section of the macro design window. The default is Import.

Note: The Link transfer type is not supported for Access projects (.adp).

The type of spreadsheet to import from, export to, or link to. You can select one of a number of spreadsheet types in the box. The default is Excel Workbook.

Note: You can import from and link (read-only) to Lotus .WK4 files, but you can’t export Access data to this spreadsheet format. Access also no longer supports importing, exporting, or linking data from Lotus .WKS or Excel version 2.0 spreadsheets with this action. If you want to import from or link to spreadsheet data in Excel version 2.0 or Lotus .WKS format, convert the spreadsheet data to a later version of Excel or Lotus 1-2-3 before importing or linking the data into Access.

The name of the Access table to import spreadsheet data to, export spreadsheet data from, or link spreadsheet data to. You can also type the name of the Access select query you want to export data from. This is a required argument.

If you select Import in the Transfer Type argument, Access appends the spreadsheet data to this table if the table already exists. Otherwise, Access creates a new table containing the spreadsheet data.

In Access, you can’t use an SQL statement to specify data to export when you are using the ImportExportSpreadsheet macro action. Instead of using an SQL statement, you must first create a query and then specify the name of the query in the Table Name argument.

The name of the spreadsheet file to import from, export to, or link to. Include the full path. This is a required argument.

Access creates a new spreadsheet when you export data from Access. If the file name is the same as the name of an existing spreadsheet, Access replaces the existing spreadsheet, unless you’re exporting to an Excel version 5.0 or later workbook. In that case, Access copies the exported data to the next available new worksheet in the workbook.

If you are importing from or linking to an Excel version 5.0 or later spreadsheet, you can specify a particular worksheet by using the Range argument.

Has Field Names

Specifies whether the first row of the spreadsheet contains the names of the fields. If you select Yes, Access uses the names in this row as field names in the Access table when you import or link the spreadsheet data. If you select No, Access treats the first row as a normal row of data. The default is No.

When you export an Access table or select query to a spreadsheet, the field names are inserted into the first row of the spreadsheet no matter what you select in this argument.

The range of cells to import or link. Leave this argument blank to import or link the entire spreadsheet. You can type the name of a range in the spreadsheet or specify the range of cells to import or link, such as A1:E25 (note that the A1..E25 syntax does not work in Access 97 or later). If you are importing from or linking to an Excel version 5.0 or later spreadsheet, you can prefix the range with the name of the worksheet and an exclamation point; for example, Budget!A1:C7.

Note: When you export to a spreadsheet, you must leave this argument blank. If you enter a range, the export will fail.

You can export the data in Access select queries to spreadsheets. Access exports the result set of the query, treating it just like a table.

Spreadsheet data that you append to an existing Access table must be compatible with the table’s structure.

Each field in the spreadsheet must be of the same data type as the corresponding field in the table.

The fields must be in the same order (unless you set the Has Field Names argument to Yes, in which case the field names in the spreadsheet must match the field names in the table).

This macro action is similar to clicking the External Data tab and clicking Excel in the Import or Export group. You can use these commands to select a source of data, such as Access or a type of database, spreadsheet, or text file. If you select a spreadsheet, a series of dialog boxes appear, or an Access wizard runs, in which you select the name of the spreadsheet and other options. The arguments of the ImportExportSpreadsheet macro action reflect the options in these dialog boxes or in the wizards.

Note: If you query or filter a linked spreadsheet, the query or filter is case-sensitive.

If you link to an Excel spreadsheet that is open in Edit mode, Access will wait until the Excel spreadsheet is out of Edit mode before completing the link; there’s no time-out.

To run the ImportExportSpreadsheet action in a Visual Basic for Applications (VBA) module, use the TransferSpreadsheet method of the DoCmd object.

Источник

Export data to Excel

Using the Export Wizard, you can export data from an Access database to in a file format that can be read by Excel. This article shows you how to prepare and export your data to Excel, and also gives you some troubleshooting tips for common problems that might occur.

In this article

Exporting data to Excel: the basics

When you export data to Excel, Access creates a copy of the selected data, and then stores the copied data in a file that can be opened in Excel. If you copy data from Access to Excel frequently, you can save the details of an export operation for future use, and even schedule the export operation to run automatically at set intervals.

Common scenarios for exporting data to Excel

Your department or workgroup uses both Access and Excel to work with data. You store the data in Access databases, but you use Excel to analyze the data and to distribute the results of your analysis. Your team currently exports data to Excel as and when they have to, but you want to make this process more efficient.

You are a long-time user of Access, but your manager prefers to work with data in Excel. At regular intervals, you do the work of copying the data into Excel, but you want to automate this process to save yourself time.

About exporting data to Excel

Access does not include a “Save As” command for the Excel format. To copy data to Excel, you must use the Export feature described in this article, or you can copy Access data to the clipboard and then paste it into an Excel spreadsheet.

You can export a table, query, form, or report. You can also export selected records in a multiple-record view, such as a datasheet.

Microsoft Excel includes a command to import data from an Access database. You can use that command instead of the export command in Access; however, the Excel import command only allows you to import tables or queries. For more information, see the Excel Help article Connect to (import) external data.

You cannot export macros or modules to Excel. When you export a form, report, or datasheet that contains subforms, subreports, or subdatasheets, only the main form, report, or datasheet is exported. You must repeat the export operation for each subform, subreport, and subdatasheet that you want to export to Excel.

You can only export one database object in a single export operation. However, you can merge multiple worksheets in Excel after you complete the individual export operations.

Prepare for the export operation

Before performing an export procedure, it is a good idea to review the data that you want to export to make sure that it does not contain any error indicators or error values. If there are any errors, try to resolve them before you export the data to Excel. Otherwise, problems can occur during the export operation, and null values might be inserted into cells in the Excel worksheet. For more information about problems that can occur when exporting to Excel, see the section Troubleshoot missing and incorrect values.

If the source object is a table or a query, decide whether you want to export the data with or without its formatting. This decision affects two aspects of the resulting workbook — the amount of data that is exported and the display format of the data. The following table describes the outcome of exporting formatted and unformatted data.

Источник

Импорт данных из Access в Excel

Этот пример научит вас импортировать информацию из базы данных Microsoft Access. Импортируя данные в Excel, вы создаёте постоянную связь, которую можно обновлять.

1. На вкладке Data (Данные) в разделе Get External Data (Получение внешних данных) кликните по кнопке From Access (Из Access).
2. Выберите файл Access.
3. Кликните Open (Открыть).
4. Выберите таблицу и нажмите ОК.
5. Выберите, как вы хотите отображать данные в книге, куда их следует поместить и нажмите ОК.

Результат: Записи из базы данных Access появились в Excel.

Примечание: Когда данные Access изменятся, Вам достаточно будет нажать Refresh (Обновить), чтобы загрузить изменения в Excel.

Источник

Import or link to data in an Excel workbook

Note: Microsoft Access doesn’t support importing Excel data with an applied sensitivity label. As a workaround, you can remove the label before importing and then re-apply the label after importing. For more information, see Apply sensitivity labels to your files and email in Office.

You can bring the data from an Excel workbook into Access databases in many ways. You can copy data from an open worksheet and paste it into an Access datasheet, import a worksheet into a new or existing table, or link to a worksheet from an Access database.

This topic explains in detail how to import or link to Excel data from Access desktop databases.

What do you want to do?

Understand importing data from Excel

If your goal is to store some or all of your data from one or more Excel worksheets in Access, you should import the contents of the worksheet into a new or existing Access database. When you import data, Access creates a copy of the data in a new or existing table without altering the source Excel worksheet.

Common scenarios for importing Excel data into Access

You are a long-time user of Excel but, going forward, you want to use Access to work with this data. You want to move the data in your Excel worksheets into one or more new Access databases.

Your department or workgroup uses Access, but you occasionally receive data in Excel format that must be merged with your Access databases. You want to import these Excel worksheets into your database as you receive them.

You use Access to manage your data, but the weekly reports you receive from the rest of your team are Excel workbooks. You would like to streamline the import process to ensure that data is imported every week at a specific time into your database.

If this is the first time you are importing data from Excel

There is no way to save an Excel workbook as an Access database. Excel does not provide functionality to create an Access database from Excel data.

When you open an Excel workbook in Access (in the File Open dialog box, change the Files of Type list box to Microsoft Office Excel Files and select the file you want), Access creates a link to the workbook instead of importing its data. Linking to a workbook is fundamentally different from importing a worksheet into a database. For more information about linking, see the section Link to data in Excel, later in this article.

Import data from Excel

The steps in this section explain how to prepare for and run an import operation, and how to save the import settings as a specification for later reuse. As you proceed, remember that you can import data from only one worksheet at a time. You cannot import all the data from a whole workbook at the same time.

Prepare the worksheet

Locate the source file and select the worksheet that contains the data that you want to import to Access. If you want to import only a portion of a worksheet, you can define a named range that includes only the cells that you want to import.

Define a named range (optional)

Switch to Excel and open the worksheet that has data that you want to import.

Select the range of cells that contain the data that you want to import.

Right-click within the selected range and then click Name a Range or Define Name.

In the New Name dialog box, specify a name for the range in the Name box and click OK.

Remember that you can import only one worksheet at a time during an import operation. To import data from multiple worksheets, repeat the import operation for each worksheet.

Review the source data and take action as described in this table.

Number of columns

The number of source columns that you want to import cannot exceed 255, because Access does not support more than 255 fields in a table.

Skipping columns and rows

It is a good practice to include only the rows and columns that you want to import in the source worksheet or named range.

Rows You cannot filter or skip rows during the import operation.

Columns You cannot skip columns during the operation if you choose to add the data to an existing table.

Ensure that the cells are in tabular format. If the worksheet or named range includes merged cells, the contents of the cell are placed in the field that corresponds to the leftmost column, and the other fields are left blank.

Blank columns, rows, and cells

Delete all unnecessary blank columns and blank rows in the worksheet or range. If the worksheet or range contains blank cells, try to add the missing data. If you are planning to append the records to an existing table, ensure that the corresponding field in the table accepts null (missing or unknown) values. A field will accept null values if its Required field property is set to No and its ValidationRule property setting doesn’t prevent null values.

If one or more cells in the worksheet or range contain error values, such as #NUM and #DIV, correct them before you start the import operation. If a source worksheet or range contains error values, Access places a null value in the corresponding fields in the table. For more information about ways to correct those errors, see the section Troubleshoot missing or incorrect values, later in this article.

To avoid errors during importing, ensure that each source column contains the same type of data in every row. Access scans the first eight source rows to determine the data type of the fields in the table. We highly recommend that you ensure that the first eight source rows do not mix values of different data types in any of the columns. Otherwise, Access might not assign the correct data type to the column.

Also, it is a good practice to format each source column in Excel and assign a specific data format to each column before you start the import operation. Formatting is highly recommended if a column includes values of different data types. For example, the FlightNo column in a worksheet might contain numeric and text values, such as 871, AA90, and 171. To avoid missing or incorrect values, do the following:

Right-click the column header and then click Format Cells.

On the Number tab, under Category, select a format. For the FlightNo column, you would probably choose Text.

If the source columns are formatted, but still contain mixed values in the rows following the eighth row, the import operation might still skip values or convert values incorrectly. For troubleshooting information, see the section Troubleshoot missing or incorrect values.

If the first row in the worksheet or named range contains the names of the columns, you can specify that Access treat the data in the first row as field names during the import operation. If your source worksheet or range doesn’t include the names, it is a good idea to add them to the source before you start the import operation.

Note: If you plan to append the data to an existing table, ensure that the name of each column exactly matches the name of the corresponding field. If the name of a column is different from the name of the corresponding field in the table, the import operation will fail. To see the names of the fields, open the table in Design view in Access.

Close the source workbook, if it is open. Keeping the source file open might result in data conversion errors during the import operation.

Prepare the destination database

Open the Access database where the imported data will be stored. Ensure that the database is not read-only, and that you have permissions to make changes to the database.

If you don’t want to store the data in any of your existing databases, create a blank database. To do so:

Click the File tab, click New, and then click Blank Database.

Before you start the import operation, decide whether you want to store the data in a new or existing table.

Create a new table If you choose to store the data in a new table, Access creates a table and adds the imported data to this table. If a table with the specified name already exists, Access overwrites the contents of the table with the imported data.

Append to an existing table If you choose to add the data to an existing table, the rows in the Excel worksheet are appended to the specified table.

Remember that most failures during append operations occur because the source data does not match the structure and field settings of the destination table. To avoid this, open the destination table in Design view and review the following:

First row If the first row of the source worksheet or named range does not contain column headings, ensure that the position and data type of each column in the source worksheet matches those of the corresponding field in the table. If the first row contains column headings, the order of columns and fields do not need to match, but the name and data type of each column must exactly match those of its corresponding field.

Missing or extra fields If one or more fields in the source worksheet do not exist in the destination table, add them before you start the import operation. However, if the table contains fields that don’t exist in the source, you do not need to delete those fields from the table if they accept null values.

Tip: A field will accept null values if its Required property is set to No and its ValidationRule property setting doesn’t prevent null values.

Primary key If the table contains a primary key field, the source worksheet or range must have a column that contains values that are compatible with the primary key field, and the imported key values must be unique. If an imported record contains a primary key value that already exists in the destination table, the import operation displays an error message.

Indexed fields If the Indexed property of a field in the table is set to Yes (No Duplicates), the corresponding column in the source worksheet or range must contain unique values.

Go to the next steps to run the import operation.

Start the import operation

The location of the import/link wizard differs slightly depending upon your version of Access. Choose the steps that match your Access version:

If you’re using the latest version of the Microsoft 365 subscription version of Access or Access 2019, on the External Data tab, in the Import & Link group, click New Data Source > From File > Excel.

If you’re using Access 2016, Access 2013, or Access 2010, on the External Data tab, in the Import & Link group, click Excel.

Note: The External Data tab is not available unless a database is open.

In the Get External Data — Excel Spreadsheet dialog box, in the File name box, specify the name of the Excel file that contains the data that you want to import.

Click Browse and use the File Open dialog box to locate the file that you want to import.

Specify how you want to store the imported data.

To store the data in a new table, select Import the source data into a new table in the current database. You will be prompted to name this table later.

To append the data to an existing table, select Append a copy of the records to the table and select a table from the drop-down list. This option is not available if the database has no tables.

To link to the data source by creating a linked table, see the section Link to data in Excel, later in this article.

The Import Spreadsheet Wizard starts, and leads you through the import process. Go to the next set of steps.

Use the Import Spreadsheet wizard

On the first page of the wizard, select the worksheet that contains the data that you want to import, and then click Next.

On the second page of the wizard, click either Show Worksheets or Show Named Ranges, select either the worksheet or the named range that you want to import, and then click Next.

If the first row of the source worksheet or range contains the field names, select First Row Contains Column Headings and click Next.

If you are importing the data into a new table, Access uses these column headings to name the fields in the table. You can change these names either during or after the import operation. If you are appending the data to an existing table, ensure that the column headings in the source worksheet exactly match the names of the fields in the destination table.

If you are appending data to an existing table, skip directly to step 6. If you are adding the data to a new table, follow the remaining steps.

The wizard prompts you to review the field properties. Click a column in the lower half of the page to display the corresponding field’s properties. Optionally, do any of the following:

Review and change, if you want, the name and data type of the destination field.

Access reviews the first eight rows in each column to suggest the data type for the corresponding field. If the column in the worksheet contains different types of values, such as text and numbers, in the first eight rows of a column, the wizard suggests a data type that is compatible with all the values in the column — most often, the text data type. Although you can choose a different data type, remember that values that are incompatible with the data type that you choose will be either ignored or converted incorrectly during the import process. For more information about how to correct missing or incorrect values, see the section Troubleshoot missing or incorrect values, later in this article.

To create an index on the field, set Indexed to Yes.

To completely skip a source column, select the Do not import field (Skip) check box.

Click Next after you finish selecting options.

In the next screen, specify a primary key for the table. If you select Let Access add primary key, Access adds an AutoNumber field as the first field in the destination table, and automatically populates it with unique ID values, starting with 1. Click Next.

In the final wizard screen, specify a name for the destination table. In the Import to Table box, type a name for the table. If the table already exists, Access displays a prompt that asks whether you want to overwrite the existing contents of the table. Click Yes to continue or No to specify a different name for the destination table, and then click Finish to import the data.

If Access was able to import some or all the data, the wizard displays a page that shows you the status of the import operation. In addition, you can save the details of the operation for future use as a specification. Conversely, if the operation completely failed, Access displays the message An error occurred trying to import file.

Click Yes to save the details of the operation for future use. Saving the details helps you repeat the operation at a later time without having to step through the wizard each time.

See Save the details of an import or export operation as a specification to learn how to save your save your specification details.

See Run a saved import or export specification to learn how to run your saved import or link specifications.

See Schedule an import or export specification to learn how to schedule import and link tasks to run at specific times.

Troubleshoot missing or incorrect values

If you receive the message An error occurred trying to import file, the import operation completely failed. Conversely, if the import operation displays a dialog box that prompts you to save the details of the operation, the operation was able to import all or some of the data. The status message also mentions the name of the error log table that contains the description of any errors that occurred during the import operation.

Important: Even if the status message indicates a completely successful operation, you should review the contents and structure of the table to ensure that everything looks correct before you start using the table.

Open the destination table in Datasheet view to see whether all data was added to the table.

Open the table in Design view to review the data type and other property settings of the fields.

The following table describes the steps that you can take to correct missing or incorrect values.

Tip: While you are troubleshooting the results, if you find just a few missing values, you can add them to the table manually. Conversely, if you find that entire columns or a large number of values are either missing or were not imported properly, you should correct the problem in the source file. After you have corrected all known problems, repeat the import operation.

Graphical elements, such as logos, charts, and pictures cannot be imported. Manually add them to the database after completing the import operation.

The results of a calculated column or cells are imported, but not the underlying formula. During the import operation, you can specify a data type that is compatible with the formula results, such as Number.

TRUE or FALSE and -1 or 0 values

If the source worksheet or range includes a column that contains only TRUE or FALSE values, Access creates a Yes/No field for the column and inserts -1 or 0 values in the field. However, if the source worksheet or range includes a column that contains only -1 or 0 values, Access, by default, creates a numeric field for the column. You can change the data type of the field to Yes/No during the import operation to avoid this problem.

When you import data to a new table or append data to an existing table, Access does not enable support for multiple values in a field, even if the source column contains a list of values separated by semicolon ( ;). The list of values is treated as a single value and is placed in a text field.

If data appears truncated in a column in the Access table, try increasing the width of the column in Datasheet view. If that doesn’t resolve the issue, the data in a numeric column in Excel is too large for the field size of the destination field in Access. For example, the destination field might have the FieldSize property set to Byte in an Access database but the source data contains a value greater than 255. Correct the values in the source file and try importing again.

You might have to set the Format property of certain fields in design view to ensure that the values are displayed correctly in Datasheet view. For example:

A Yes/No field displays -1 and 0 in Datasheet view after the import operation is completed. To fix this, after the import operation is complete, set the field’s Format property to Yes/No to display check boxes instead.

Long and medium dates might appear as short dates in Access. To fix this, open the destination table in Design view in Access and set the date field’s Format property to Long Date or Medium Date.

Note: If the source worksheet contains rich text formatting such as bold, underline, or italics, the text is imported, but the formatting is lost.

Duplicate values (key violation error)

Records that you are importing might contain duplicate values that cannot be stored in the primary key field of the destination table or in a field that has the Indexed property set to Yes (No Duplicates). Eliminate the duplicate values in the source file and try importing again.

Date values off by 4 years

The date fields that are imported from an Excel worksheet might be off by four years. Excel for Windows can use two date systems:

The 1904 Date System (in which serial numbers range from 0 to 63,918), which correspond to the dates January 1, 1904 through December 31, 2078.

The 1900 Date System (in which serial numbers range from 1 to 65,380), which correspond to the dates January 1, 1900 through December 31, 2078.

You can set the date system in Excel Options: File > Options > Advanced > Use 1904 date system.

Note If you import from a .xlsb workbook, it always uses the 1900 Date System regardless of the Date System setting.

Before you import the data, change the date system for the Excel workbook or, after appending the data, perform an update query that uses the expression [ date field name] + 1462 to correct the dates.

Excel for the Macintosh only uses the 1904 Date System.

You might see an error message at the end of the import operation about data that was deleted or lost during the operation, or when you open the table in Datasheet view, you might see that some field values are blank. If the source columns in Excel are not formatted, or the first eight source rows contain values of different data types, open the source worksheet and do the following:

Format the source columns.

Move the rows so that the first eight rows in each column do not contain values of different data types.

During the import operation, select the appropriate data type for each field. If the data type is incorrect, you might see null values or incorrect values in the entire column after the import operation has completed.

The preceding steps can help minimize the appearance of null values. The following table lists cases in which you will still see null values:

Источник

How to Import Data in Excel?

Importing the data from another file or another source file is often required in Excel. For example, sometimes people need data directly from very complicated servers, and sometimes we may need to import data from a text file or even from an Excel workbook.

If you are new to Excel data importing, then in this article, we will take a tour of importing data from text files, different Excel workbooks, and MS Access. Follow this article to learn the process involved in importing the data.

#1 – Import Data from Another Excel Workbook

You can download this Import Data Excel Template here – Import Data Excel Template

Like this, we can connect to the other workbook and import the data.

#2 – Import Data from MS Access to Excel

MS Access is the main platform to store the data safely. We can import the data directly from the MS Access File itself whenever the data is required.

Step 1: Go to the “DATA” ribbon in excelThe ribbon is an element of the UI (User Interface) which is seen as a strip that consists of buttons or tabs; it is available at the top of the excel sheet. This option was first introduced in the Microsoft Excel 2007.read more and select “From Access.“

Step 2: Now, it will ask us to locate the desired file. Select the desired file path. Then, click on “Open.”

Step 3: Now, it will ask us to select the desired destination cell where we want to import the data. Then, click on “OK.”

Step 4: It will import the data from access to the A1 cell in Excel.

#3 – Import Data from Text File to Excel

In almost all the corporations, whenever we ask for the data from the IT team, they will write a query and get the file in TEXT format. But unfortunately, TEXT file data is not the ready format to use in Excel; we need to make some modifications to work on it.

Step 1: Go to the “DATA” tab and click on “From Text.”

Step 2: Now, it will ask us to choose the file location on the computer or laptop. Select the targeted file, then click on “Import.”

Step 3: It will open up a “Text Import Wizard.”

Step 4: By selecting the “Delimited,” click on “Next.”

Step 5: In the next window, select the other and mention comma (,) because, in the text file, each column is separated by a comma (,). Then click on “Next.”

Step 6: In the next window, click on “Finish.”

Step 7: Now, it will ask us to select the desired destination cell where we want to import the data. Select the cell and click on “OK.”

Step 8: It will import the data from the text file to the A1 cell in Excel.

Things to Remember

• If there are many tables, we must specify which table data we need to import.
• If we want the data in the current worksheet, we need to select the desired cell. Else, if we need data in a new worksheet, we must choose the new worksheet as the option.
• We need to separate the column in the TEXT file by identifying the common column separators.

Recommended Articles

This article is a guide to Import Data in Excel. Here, we discuss how to import data from 1) Excel Workbook, 2) MS Access, 3) Text File, practical examples, and a downloadable Excel template. You may learn more about Excel from the following articles: –

• KPI Dashboard in Excel
• Insert Image in Excel Cell
• How to Insert New Worksheet In Excel?
• Create a Dashboard in Excel
• Page Numbers in Excel