In this article we look at learning the process of importing data from Ms Excel in Ms Access in an effective manner
The Ms Excel application is invariably counted amongst the most popular desktop applications in use today and by far the most widely used spreadsheet tool in the history of computing. Thus it is not surprising to note that many users often use Excel spreadsheets when they should ideally be using Access databases. MS Access might be a little more complicated to use as compared to Excel Spreadsheets, but if you have lots of data to mange, using Access databases to manage it through multiple tables, might be a wise decision. If you are worried about how will you transfer all your data from Excel spreadsheets to Access databases, then relax. We will help you do that with the help of a few simple steps given below. By following these steps you can easily transfer data from Excel to Access.
- To be able to import data to Access database, you first need to have a database. You can either create a database or choose to use an existing database. For creating a new database, select the ‘Blank Database’ option from the starting screen of Microsoft Office Access. Add a name to the database you are creating, and click on ‘Create’.
- After you are ready with the database, you then need to begin the process of transfer. In the Access database, you will find an option of ‘External data’ on the top ribbon. From the list of options, select Excel and then you can begin importing data from spreadsheet to a database.
- To be able to import data from Excel file, you will first have to browse and select the file from which you want to transfer data. After you have opened the selected file, select an import destination from the given list of options.
- In the appearing Import Spreadsheet Wizard Window, select the ‘First Row Contains Column Headings’ checkbox. After selecting this checkbox, the first row in your database will be used as headings for all columns. Proceed by clicking on ‘Next’
- In the appearing window, you can apply index to your database, thus reducing the time taken by a database to give query results. However, while making a database or a column ‘indexed’ it is also important for you to note that this will make the database heavier.
- After you have indexed your database, you proceed towards creating a primary key, which helps in unique identification of records contained in a database. Select ‘Let Access add a Primary Key’ or any of the given options. Click ‘Next’ to proceed.
- The last step of this process, requires you to add a reference title to your database. Here you are also given an option of getting your database analyzed after the import is done. Select or un-select the option, and click on ‘Finish’.
- After finishing the import, you can choose to save the steps if you want to and proceed towards viewing the database created by data imported from Excel.
Dealing with Corruption of Data During a Transfer Process
When you are importing contents from another file into an Access database or when you are moving the Access database to a different location, possibility of data corruption exist. To deal with such situations you should invest in a reliable mdb repair tool to recover the contents from the compromised database file. Further one should ideally consider backing up the Access database before initiating a transfer operation.
Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair mdf data corruption and excel recovery software products. For more information visit www.datanumen.com