You want to continue to keep your data in Excel worksheets, but be able to use the powerful querying and reporting features of Access. Your department or workgroup uses Access, but data from external sources that you work with is in Excel worksheets.
You don't want to maintain copies of external data, but want to be able to work with it in Access. When you link to an Excel file, Access creates a new table, often referred to as a linked table.
The table shows the data in the source worksheet or named range, but it doesn't actually store the data in the database. You cannot link Excel data to an existing table in the database.
This means that you cannot append data to an existing table by performing a linking operation. Any changes that you make to the data in Excel are automatically reflected in the linked table. However, the contents and structure of a linked table in Access are read-only. When you open an Excel workbook in Access in the File Open dialog box, change the Files of Type list box to Microsoft Excel , and select the file you want , Access creates a blank database and automatically starts the Link Spreadsheet Wizard.
Locate the Excel file and the worksheet or range that has the data you want to link to. If you don't want to link to the entire worksheet, consider defining a named range that includes only the cells you want to link to. Create a named range in Excel optional — useful if you only want to link to some of the worksheet data. Right-click within the selected range and click Name a Range or Define Name. Note that you can link to only one worksheet or range at a time during a link operation.
To link to data in multiple places in a workbook, repeat the link operation for each worksheet or range. If the 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. You cannot skip source columns and rows during the linking operation.
However, you can hide fields and filter records by opening the linked table in Datasheet view after you have imported them into Access. The number of source columns cannot exceed , because Access does not support more than fields in a table. Delete all unnecessary blank columns and blank rows in the Excel worksheet or range. If there are blank cells, try to add the missing data. If one or more cells in a worksheet or range contain error values, correct them before you start the import operation.
Note that if a source worksheet or range contains error values, Access inserts a null value in the corresponding fields in the table. You cannot change the data type or size of the fields in the linked table. Before you start the linking operation, you must verify that each column contains data of a specific type.
We highly recommend that you format a column if it includes values of different data types. If the first row in the worksheet or named range contains the names of the columns, you can specify that Access should treat the data in the first row as field names during the link operation.
If there are no column names in the worksheet, or if a specific column name violates the field naming rules in Access, Access assigns a valid name to each corresponding field.
Open the database in which you want to create the link. Ensure that the database is not read-only and that you have the necessary permissions to make changes to it. If you don't want to store the link in any of your existing databases, create a blank database: Click the File tab, click New , and then click Blank Database.
Select Link to the data source by creating a linked table , and then click OK. On the first page of the wizard, select a worksheet or a named range and click Next. If the first row of the source worksheet or range contains the field names, select First row contains column headings. Access uses these column headings to name the fields in the table.
If a column name includes certain special characters, it cannot be used as a field name in Access. In such cases, an error message is displayed that tells you that Access will assign a valid name for the field. Click OK to continue. On the final page of the wizard, specify a name for the linked table and then click Finish. If the table with the name you specify already exists, you are asked if you want to overwrite the existing table or query. Click Yes if you want to overwrite the table or query, or click No to specify a different name.
Access tries to create the linked table. If the operation succeeds, Access displays the Finished linking table message. Open the linked table and review the fields and data to ensure that you see the correct data in all the fields. If you see error values or incorrect data, you must troubleshoot the source data. For more information about how to troubleshoot error values or incorrect values, see the next section.
Even if you receive the message Finished linking table , you should open the table in Datasheet view to ensure that the rows and columns show the correct data. If you see errors or incorrect data anywhere in the table, take correct action as described in the following table, and then try linking again. Remember that you cannot add the values directly to the linked table, because the table is read-only.
Graphical elements in an Excel worksheet, such as logos, charts, and pictures, cannot be linked to in Access. 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. The results of a calculated column or cells are displayed in the corresponding field, but you cannot view the formula or expression in Access.
Increase the width of the column in Datasheet view. If you still don't see the entire value, it could be because the value is longer than characters. Access can only link to the first characters, so you should import the data instead of linking to it. The linked table might appear to be correct, but later, when you run a query against the table, you might see a Numeric Field Overflow error message. This can happen because of a conflict between the data type of a field in the linked table and the type of data that is stored in that 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, and you will not be able to change the data type of the corresponding field in the 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 will be treated as a single value, and placed in a text field. Access displays the Num! If a source column contains a few numeric or date values in a column that contains mostly text values, the numeric and date values are not imported.
If a source column contains a few text values in a column that contains mostly numeric values, the text values are not imported. If a source column contains a few text values in a column that contains mostly date values, the text values are not imported.
During the linking operation, select the right data type for each field. If the data type is incorrect, the resulting column might contain only Num! If you see a seemingly random five-digit number in a field, check to see if the source column contains mostly numeric values but also includes a few date values.
Date values that appear in numeric columns get incorrectly converted to a number. Replace the date values with numeric values and then try linking again. If you see a seemingly random date value in a field, check to see if the source column contains mostly date values but also includes a few numeric values.
Numeric values that appear in date columns get incorrectly converted to a date. Replace the numeric values with date values and then try linking again. Import and export. The first part regarding the file picker worked perfectly.
The next part, not so much. I have my Excel source file Import Test. I want to import all contents of the source file worksheet into the destination table not just columns A, B, and G. I do have long strings of text in some of the cells that contain quotation marks, commas, and semicolons.
So, once this is ok the next step is to iterate through Excel rows that is made by the Do loop cycle that will end when this condition is verified Loop Until IsEmpty xlWs. Cells intLine, 1 intLine variable will increment one by one. So when iterating through each line one needs to build an insert statement dynamically.
The reason to replace single quotes and comas by dots is related to SQL Syntax. Similar logic for decimal separator. SQL always use dot as decimal separator but in some countries like Portugal we use the coma so it needs to be replaced by dot. As final note that is relevant due to computer regional settings or if value in Excel cells is stored as text.
If cell value is stored as number it will always be passed to a string using regional settings decimal separator.
My source worksheet has over 40 columns of data that I need to import. Do I have to do the Dim and clean steps for every single column? Or is there a way to cleanly do all of them with just a few lines of code?
There should be a pop-up when you visit this page to your right. But I go over in a video how to use VBA to import. I would suggest people sign up for the email list because I have alternative ways for you to import Excel files and also actual video instead of articles.
Hi, I am trying to import code from a set of Excel spreadsheets, with multiple tables, into an Access table. I am doing it one spreadsheet at time.
All of the excel spreadsheets have the same format. So, I tried your code as is, on the test file, and got weird results. Next I tried removing the first column, ItemId. Everything worked. But nothing was apparently added to the access table? So, I tried putting the ItemId field back in the database.
And suddenly the data appeared on the other two fields. Then I ran things again and got the same error message as above. Am I doing something wrong? Hi, I did some more testing and found that the Access provided key needs to be deleted to remove the error. The key is apparently coming from the excel field ItemId. The table design isn't final, but it's on the right track. The Salespersons table contains only information about sales personnel.
The Products table contains only information about products. The Customers table contains only information about customers. The Customer ID value will be used to connect customer information to the Orders table. The Orders table contains information about orders, salespersons, customers, and products. Some of the information in this table needs to be split into an additional table that contains order details so that the Orders table contains only four columns — the unique order ID, the order date, the salesperson ID, and the customer ID.
The table shown here has not yet been split into the Order Details table. Order details, such as the product ID and quantity are moved out of the Orders table and stored in a table named Order Details. Keep in mind that there are 9 orders, so it makes sense that there are 9 records in this table. The Order Details table contains no columns that require unique values that is, there is no primary key , so it is okay for any or all columns to contain "redundant" data. However, no two records in this table should be completely identical this rule applies to any table in a database.
In this table, there should be 17 records — each corresponding to a product in an individual order. For example, in order , three C products comprise one of the two parts of the entire order.
Now that the information about salespersons, customers, products, orders, and order details has been broken out into separate subjects in Excel, you can copy that data directly into Access, where it will become tables.
Creating relationships between the Access tables and running a query. After you have moved your data to Access, you can create relationships between tables and then create queries to return information about various subjects.
You can always ask an expert in the Excel Tech Community or get support in the Answers community. Need more help? Expand your skills. Get new features first.
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