Exporting and Importing Access Data to/from

Microsoft Excel

Export Access Data to Other Applications

• You can export Access data to a variety of applications.• To export Access data:

Open an Access object in datasheet view, form view, or print preview.

Click on Export in the File menu. Access displays the Export dialog box as shown in the next slide.

In the Export dialog box,Select the drive and folder in the Save in: list box.Select the application to export the data to, such as Microsoft

Excel 97-2002, in the Save as type: list box.If you select an application other than Access to save the data

to, the default filename in the file name: box will be the same as the name of the Access object. Change the name if desired.

Click Export all to export the data.

Export Dialog Box

Query Data Exported to an Excel Worksheet

Exporting Access Data to an Excel Worksheet

• You can also export data in an Access object to an Excel worksheet only by clicking on the OfficeLinks list arrow on the Access toolbar.

• To export data with the OfficeLinks toolbar button, In the Database window, click the object you want to

export and select it.Click the OfficeLinks list arrow, and then click Analyze

It with Microsoft Excel.• When you export data to an Excel worksheet with the

OfficeLinks toolbar button, Access will save the workbook to a file in the default drive and folder. The filename will be the same as the name of the Access object.

Query Results in the Excel Worksheet

Import Data from Other Applications as an Access Table

• You can import data from a variety of other applications, including Excel lists, as an Access table.

• If you import data from an Excel list, be sure that the range of the list is named before attempting to import the data in the list.

Importing an Excel List as an Access Table

• To import an Excel list as an Access table:Either open an Access database or create a new

database.Click on Get External Data in the File menu and then

click on Import in the submenu. Access displays the Import dialog box as shown in the next slide.

In the Import dialog box,Select the drive and folder in the Look in: list box.Select Microsoft Excel in the Files of type: list box.Click on the desired Excel file in the Excel files listed

in the drive and folder and then click on Import. For example, click on Trader Joe and Excel starts the Import Spreadsheet Wizard, as shown on the next slide.

First Import Spreadsheet Wizard Dialog Box

In first Wizard dialog box, select Show Named Ranges Option and then select

Trial_Balance Range

In second Wizard dialog box, observe that a check is in the First Row Contains Column

Headings check box and click Next

In third Wizard dialog box, observe that In a New Table is selected option and click Next

In fourth Wizard dialog box, you can change various options for a field, including field name and whether to skip (i.e., not import) a field. To change an option for a field, click on the field to highlight it

and change the option. Click Next to continue.

In fifth Wizard dialog box, select Choose my own primary key option and then select Acct No field

as the primary key field. Click Next.

In sixth Wizard dialog box, change table name if desired and then click finish to save the

imported Excel list to the table.

After Saving Imported Data in Excel List as an Access Table

• Open the Trial_Balance table in Design view.

• Change the data type for the Debit and Credit field to Currency, select Standard as the Format property, and 2 as the Decimal Places property.

• Open the Trial_Balance table in Datasheet view. After changing column widths, it should appear as shown in the next slide.

Imported Trial_Balance Table in Datasheet View (after changing

column widths)