Importing Data into Access from another Application - Exercise Result
Import data to an existing Table
Your Projects table should now look like this:
The image depicts a screenshot of a database table from a desktop database management software, resembling Microsoft Access. The table is titled "Projects" and consists of several columns: Client, Project Description, Start Date, Due, and Record navigation controls at the bottom.
There are entries for various clients such as "ABC Webworks," "Dynamic Solutions," "Network Consultants," "Lizard Web, Inc.," "MediQual Systems," "Great Tapes, Inc.," and "Dynamic Solutions" again. The projects are diverse, ranging from manuals, marketing brochures, training notes, documentation, to web texts for new departments.
Each project entry includes a short description, a start date, and a due date. The start dates are all from the year 1999, with due dates varying from one day to twelve days from the start date. The screenshot shows 22 records in total, and the current view is on the fourth record, as indicated by the record navigation controls.
The user interface is indicative of older software design, with a standard Windows operating system appearance, likely from the late 1990s to early 2000s, given the visual style and the dates mentioned in the table. The window has a menu bar at the top with options such as "File," "Edit," and others not fully visible. The main part of the window presents the data in a tabular format with a gray background, and the current selected row is highlighted in blue, which is typical of software from that era to indicate selection focus.
Scenario:
I currently have an Access database containing two tables.
1) Clients, which I entered data into, and 2) Projects, which has only one record of data.
The data for the "Projects table" is in an Excel spreadsheet called Projects.xls.
Rather than entering data into the "Projects table" manually, can I import it using the "Get External Data feature" in MS Access?
Importing data from Excel into Access using the "Get External Data" feature is a much faster and efficient way to populate your "Projects" table compared to manual entry. Here's how you can do it:
Open your Access database: Make sure you have the database containing your "Clients" and "Projects" tables open in Microsoft Access.
Access the "Get External Data" feature: Navigate to the "External Data" tab on the Access ribbon. You will see various import options.
Choose "Excel" as the import source: Click on the "Excel" button within the "Import & Link" group. This will launch the "Get External Data - Excel Spreadsheet" wizard.
Locate your Excel file: Browse your computer and select the "Projects.xls" file that contains your project data. Click "Next" to proceed.
Choose import option: Select the option "Import the source data into a new table in the current database."
This will create a new table in your Access database based on the Excel data. Click "Next" again.
Select sheet and specify the first row: Choose the specific worksheet within the Excel file that contains your project data. Select whether the first row in the Excel sheet contains column headers (likely in your case). Click "Next" to advance
Map fields: This step allows you to match the Excel columns to corresponding fields in your Access table. Access might automatically suggest some mappings based on data types and column names. Review and adjust the mappings if needed. Click "Next" once satisfied.
Import options: This step allows you to set certain import options like primary key assignment and field data types. You can usually leave the default settings unless you have specific requirements. Click "Next" to proceed.
Finalize the import: Review the summary information about the import process and click "Finish" to start importing the data from your Excel file to a new table in your Access database.
Access your imported data: After the import is complete, you can find the new "Projects" table in your Access database navigation pane. It will contain all the data previously stored in your Excel file.
Additional notes:
You can rename the new "Projects" table in Access if needed.
If your Excel file has multiple sheets with relevant data, you can repeat the import process for each sheet, creating separate tables in Access.
For more advanced import options and fine-tuning, explore the additional features within the "Get External Data" wizard and Access help resources.
By following these steps, you can quickly and easily import your project data from the Excel spreadsheet into your Access database, saving you time and effort compared to manual entry.
