How to import from Excel into an Access database?


Updated: October 2019

Applicable to: Office 2019/2016/365

Here’s a question from Mike:

“I know how to create Access forms and capture user input into a database table, but as i have already gathered  there a way to automatically import data from an Excel workbook into an Access database table instead”?

Good question, Thanks. Yes, you can automatically import data from an Excel  worksheet into new and existing Access tables so that later you can run queries and data analyses against that data set. Read on for the step by step data acquisition instructions from Excel.

Importing Excel data into a new Access table

Important Note: Before attempting to import the Excel file content ensure that the file you are about to import contains data in a tabular form with proper headings. Also, might be a good idea to ensure that your spreadsheet doesn’t contain duplicated rows.

  • Open Microsoft Access.
  • When prompted, either select an existing database or create a blank database.
  • In Access 2016,  go ahead and hit the External Data tab in the ribbon.
  • Next, from the import & link Group, hit the Excel button.

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  • Alternatively, if you are using Access 2019, hit New Data Source>>From File and select Excel
  • Next, go ahead and hit Browse to select the Excel file that will be imported into the table.

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  • Browse to your computer or shared location to find your Excel spreadsheet.
  • Once done, hit Open.
  • Next, you should specify how you would like to store the Excel data in your Access database.
  • IIn this case, we want to go ahead and create a table and then insert the imported Excel data into it. Therefore, we’ll select import the source data into a new table in the current database and click OK.

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  • If your Excel spreadsheet has column headings, make sure to mark the First Row Contains.. check box; then hit Next.

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  • Then select each column to modify the field name and data type if needed.
  • Hit Next.

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  • Now select if we need primary key option in your table.
  • Check on Let Access add primary key to make access to add a column, use it as primary key or select choose my own primary key and add the primary key column.
  • If we do not need primary key, check on No primary key.

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  • Your last step will be to define a meaningful name for the newly created table,.
  • As an optional step, you might want to run a quick analysis to optimize your table. The analysis tool allows you to identify duplicates, compact the table for better performance etc’. If so, then go ahead and check  I would like to analyze my table after importing the data and click Finish.

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Adding Excel data into an existing Access table

  • If we need to insert the excel into the database which was created by us before, check on Append a copy of the records into the table.
  • Hit Next.

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  • Remember, the column names of the table has to be same as the column names in the Excel sheet that is going to be imported.

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  • Hit Finish.

 

Hope it helps. This was just a simple data import tutorial for beginners. Readers looking at specific questions or solutions are advised to inquiry via the contact page.

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