Information Technology

MS Access 2007
Users Guide

ACCESS 2007
Importing and Exporting Data Files

IT Training & Development

(818) 677-1700

[email protected]
 TABLE OF CONTENTS
Introduction ............................................................................................................................ 1
Import Excel to Access Considerations .................................................................................. 1
Preparing Excel Data for Import ............................................................................................. 2
Import Process ....................................................................................................................... 3
Check Imported Data for Accuracy ...................................................................................................... 8
Exporting Data to Excel .......................................................................................................... 9
Exporting Data to Excel the First Time ................................................................................................. 9
Preparing Access Data for Export .......................................................................................... 9
Run the Export Process ........................................................................................................12
Saving the Export Specification .............................................................................................13
Run a Saved task ..................................................................................................................15
Troubleshoot Missing and Incorrect Values in the Worksheet ...............................................16
Class Exercises.....................................................................................................................17
Part I - Using the Import Wizard ......................................................................................................... 17
Part II - Using the Export Wizard ........................................................................................................ 23
How to Learn More................................................................................................................26
Microsoft on the Web ........................................................................................................................ 26
Access Online Tutorials ...................................................................................................................... 26
Printed Material .................................................................................................................................. 26
Training and Support .............................................................................................................27
IT Training .......................................................................................................................................... 27
Troubleshooting and Support ............................................................................................................. 27

i
INTRODUCTION

Have you ever needed to move data from Excel to Access or from Access to Excel? Access has
features to assist with these tasks. This documentation will guide you through the following:

• How to prepare your Excel data for successful import

• How to use the import wizard

• Check results for accuracy

• Export data to Excel in Access

• How to prepare the source file for export

• How to use the export wizard

• Save the export specification

The import and export processes are easy to use. The wizards guide you through each process
step by step. You have the option to run the import or export one time, or the option to run it on
a regular basis.

When you import data, Access stores the data in a new or existing table without changing the
data in Excel; when you export data, Access creates a copy of the object then stores the copy in
an Excel worksheet. After you’ve run the processes several times, you’ll find it’s pretty
straightforward, especially if you’ve prepared the source data beforehand.

IMPORT EXCEL TO ACCESS CONSIDERATIONS

There are some possible conditions you need to ask yourself before deciding to import Excel to
Access. For example, suppose you use Excel to store information about all computers in your
college. Over time, the worksheet has grown too big to easily manage; you have to scroll
through too many columns and rows to find data which in turn makes it harder to find answers.
Importing data into Access will make it easier to extract those answers through the use of
queries - components that retrieve and process data quickly.

A fast and accurate way to move data from Excel to Access is by importing data from
worksheets into a new table.

Access 2007 - Importing and Exporting Data Files Page 1

PREPARING EXCEL DATA FOR IMPORT

Before starting the import process, the data in Excel must be cleaned up. Review the
worksheet and check for items that need to be fixed. Figure 1 shows some common errors.

Figure 1 - Common Errors in an Excel Worksheet

See Figure 1 for the following items:

1. Fix error values like #NUM or #DIV.

a. #NUM indicates that a formula or function contains invalid numeric values
b. #DIV indicates that a number is divided either by zero or by a cell that
contains no value
2. Remove any blank rows or columns.
3. Every column needs a heading. This will make the data easier to use in Access.
4. Make sure each column contains one type of data, for example, all dates or all
numbers. If you import mixed data, Access may not convert the data properly.

Look for and fix problems in your Excel data before you start the import process using the
Import Wizard. There are limitations. They are:

• Can’t export everything

• Can only import single Excel worksheets, not whole workbooks
• Can import 255 columns of data into a table in Access; if have more columns,
import it into another table
• Can’t import all types of data
• Can’t import images
• If formulas are used, you can import results of those formulas, not the formulas
themselves

Access 2007 - Importing and Exporting Data Files Page 2

IMPORT PROCESS

To start the import:

1. In Access, on the External Data tab, in the Import group, select the Excel command
button (see Figure 1). The Get External Data – Excel Spreadsheet window opens.

Figure 1 – Select Import Excel Command Button

2. In the File name box, provide the location (path) and name of your Excel workbook (see
Figure 2, #1). Select Browse to help locate your file. By moving the cursor to the right,
you will see the name of the file.

Figure 2 - Get External Data – Excel Spreadsheet Window - Select the Source and Destination

Access 2007 - Importing and Exporting Data Files Page 3

 3. Select the first option, Import the source data into a new table in the current
database (default option) (see Figure 2, #2). Select OK. The Import Spreadsheet
Wizard window opens (see Figure 3). This starts the Import Wizard.

Figure 3 – Import Spreadsheet Wizard Window, Select Worksheet to Import

4. Select the worksheet to import (see Figure 3). This screen only shows if your
worksheet has multiple sheets. You can also select a range.
5. Select Next.
6. Always use column headings. Make sure every column has a heading. Check the box
for First Row Contains Column Headings (see Figure 4).

Access 2007 - Importing and Exporting Data Files Page 4

 Figure 4 – Import Spreadsheet Wizard Window - First Row Contains Column Headings

7. Select Next.
8. You can modify each field in the Field Options box (see Figure 5).

Figure 5 – Import Spreadsheet Wizard Window, Modify Fields in Field Options Box

Access 2007 - Importing and Exporting Data Files Page 5

 Consider the following:

• If you want to change column names, select the column and enter a new name in
the Field Name box.
• If a column is searched frequently and contains a lot of data, select the column.
For the Indexed option, select Yes. Indexing a column makes it easier and
faster to find data.
• You can set a data type for each field, though Access will do that for you. Data
types control what you can enter into a field. For example, you can’t enter text in
a field set to contain numbers; that helps keep your data accurate.
• To remove a column, select the Do not import field (Skip) check box.

9. Select Next.
10. Select Let Access add primary key (default option) (see Figure 6). Primary keys
uniquely identify each record in your table. They allow you to retrieve data more quickly
and help ensure accuracy in your data.

Figure 6 – Import Spreadsheet Wizard Window, Select Let Access Add Primary Key

11. Select Next.

12. Name the table in the Import to Table field (see Figure 7).

Access 2007 - Importing and Exporting Data Files Page 6

 Figure 7 – Import Spreadsheet Wizard Window, Name the Table

You can start using it or save your import steps for reuse.

13. Select Finish.

14. If your data needs regular updates, you may want to save your import steps so you can
easily rerun the import.
• For one time use:
1. In the Import to Table box, enter a name for the new table.
2. Select Finish.
3. Select Close.
• If want to save import steps:
1. In the Save Import Steps window, select the Save import steps check
box (see Figure 8, #1).

Access 2007 - Importing and Exporting Data Files Page 7

 Figure 8 – Get External Data – Excel Spreadsheet, Save Import Steps

2. Enter a name in the Save as box (see Figure 8, #2).

3. Enter an optional description in the Description box (see Figure 8, #2).
4. If you want to create an Outlook task, select the Create Outlook Task
check box (see Figure 8, #3).
5. Select Save Import (see Figure 8, #4).

Check Imported Data for Accuracy

After you’ve imported your table, open the new table and review the data. Check for errors. For
example, are dates in the correct format and are all the records there? If you followed the
guidelines for preparing your data, the import should be error free.

Access 2007 - Importing and Exporting Data Files Page 8

EXPORTING DATA TO EXCEL

In Access, if you want to transfer a file over to Excel, use the Export Wizard. You can export
your Access database into an Excel workbook. When the data is exported, Access creates a
copy of the data or object then stores the copy in an Excel worksheet.

If you plan to copy data from Access to Excel frequently, you can save the details for future use;
even schedule an export operation to run automatically at set times.

For example, you are a user of Access but your contact in another department is not and
prefers to work in Excel. On a regular basis, you copy data into Excel but you want to automate
this process to save yourself time.

Exporting Data to Excel the First Time

Here is a list of items to keep in mind before you export:

• Must be in Access.
• Can only export one object at a time (i.e. a table, query, or form)
• Cannot export macros or modules to Excel
• If an object contains subobjects, only the main object can be exported at a time. If
you need to export the other subobjects, repeat the export process for each
subobject.
• Once all subobjects are in Excel, you can merge the data in multiple worksheets.

PREPARING ACCESS DATA FOR EXPORT

1. Open the source database.

2. From the Navigation Pane, select the object you want to export. It can be a table,
query, report, or form.
3. Review the source file to make sure it doesn’t contain any errors.
4. If there are errors, you must resolve them before you export to Excel, otherwise, errors
can occur during the export process and null values might be inserted into fields.
5. If the object is a table or query, you can export the data with or without its formatting.
The difference affects two aspects - the amount of data that is exported and the display
format of the data.

The following table describes the outcome of the two types of data, formatted or unformatted
(see Figure 1, below).

Access 2007 - Importing and Exporting Data Files Page 9

Figure 1 – Outcomes of Formatted or Unformatted Data

Export Source Object Fields and records Formatting

Without Table or query All fields and records in Format property

formatting the object are exported settings are ignored
Note: Forms and
reports cannot be For lookup fields, only
exported without the lookup ID values are
their formatting. exported

For hyperlink fields, the

contents are exported
as a text column in the
format
displaytext#address#
With Table, query, form, Only fields and records Wizard respects the
formatting or report that are displayed in the Format property
current view or object are settings
exported. Any filtered
records, hidden columns For lookup fields, lookup
in a datasheet, and fields values are exported
not displayed on a form
or report are exported For hyperlink fields,
values are exported as
hyperlinks

For Rich Text fields, text

is exported but the
formatting is not

6. Choose the destination workbook and file format.

Access prompts you to specify the name of the destination workbook. The following
table summarizes when a workbook is created (new) and when it is overwritten
(currently exists) (see Figure 2).

Access 2007 - Importing and Exporting Data Files Page 10

Figure 2 – Destination Workbook and File Format

If the And the And you want Then

destination source object to export
workbook is
Does not exist A table, query, form, The data, with or The workbook is created
or report without formatting during the export

Already exists A table or query The data but not the The workbook is not
formatting overwritten; a new
worksheet is added. It is
given the name of the
object from which the
data is being exported. If
the name already exists,
Access prompts you to
replace the contents or
specify another name.

Already exists A table, query, form, The data with the The workbook is
or report formatting overwritten by the
exported data. All
existing worksheets are
removed. A new
worksheet with the same
name as the exported
object is created. Data in
the Excel worksheet
inherits the format
settings of the source
object.

Data is always added in a new worksheet. You can’t append data to any existing worksheet.

Access 2007 - Importing and Exporting Data Files Page 11

RUN THE EXPORT PROCESS

1. Close the destination workbook if open.

2. In the Navigation Pane of the database, select the object you want to export
(remember, only one object at a time).
3. If the object is a table, query, or form, and you want to export just a portion of the
data, open the object in Datasheet view and select the records you want.
4. On the External Data tab, in the Export group, select Excel (see Figure 1).

Figure 1 – Select Export Excel Command Button

5. In the Export – Excel Spreadsheet dialog box, review the suggested file name for
the workbook (Access uses the name of the source object). If you like, you can
change the file name (see Figure 2, #1).

Figure 2 – Export - Excel Spreadsheet, Select the Destination

6. In the File Format box, select the file format (see Figure 2, #2).
7. If you’re exporting a table or query, and you chose formatted data, select Export
data with formatting and layout (see Figure 2, #3).

Access 2007 - Importing and Exporting Data Files Page 12

 Note: If you’re exporting a form or report, this option is always selected but
unavailable (it’s dimmed).
8. To view the workbook after the export process is done, Open the destination file
after the export operation is complete check box (see Figure 2, #4).
9. If the source object is open, and you selected a record(s) in the view before starting
the export operation, select Export only the selected records. Do not check this
box to export all the records displayed in the view.
Note: The check box is grayed out if no records are selected.
10. Select OK.
Note: If the export process fails because of an error, Access displays a message
describing the cause of the error.

SAVING THE EXPORT SPECIFICATION

At this point, you have completed the export operation successfully. If you want to save the
export steps you just did, do the following steps, otherwise, leave the check box blank and
select Close.

To save export steps:

1. Select the check box next to Save export steps (see Figure 1, #1). It will save you
time. Saving the details will repeat the same export process without having to step
through the wizard each time.

Figure 1 – Export - Excel Spreadsheet Window, Save Export Steps

2. In the Save as box, type in a name for the export (see Figure 1, #2).

Access 2007 - Importing and Exporting Data Files Page 13

 3. Type a description in the Description box (optional).
4. If you want to run the export process at fixed intervals, for example weekly or
monthly, select the Create Outlook Task check box (see Figure 1, #3). This will
create an Outlook task where you can run the export specification.
5. Select Save Export.
6. If you selected the task option and you have Outlook installed, Access starts it. The
task window opens (see Figure 2).

Figure 2 – Outlook Task Window indicating three areas to look at

Notice the Run Export button in the ribbon on the right that the task provides (see
Figure 2, #1).
7. In Outlook, review and edit the task settings like Due date and Reminder (see
Figure 2, #2). Select Recurrence to make the task recur (Figure 2, #3). If you need
information about scheduling tasks, see the article Schedule an import or export
operation from Access help.
8. Select Save & Close.

Access 2007 - Importing and Exporting Data Files Page 14

RUN A SAVED TASK

1. In the Outlook Navigation Pane, select Tasks (see Figure 1).

Figure 1 – Outlook Tasks

2. Double-click the task you want to run.

3. On the Task tab, in the Microsoft Office Access group, select Run Import (see
Figure 2, #1 under the section Saving the Export Specification).
4. In Excel, open the destination workbook. Verify that all the data were copied into the
correct cells.

If you chose to copy the data and not the formatting, the workbook might contain multiple
worksheets. Find the sheet that corresponds to the export and review the cells.

Access 2007 - Importing and Exporting Data Files Page 15

TROUBLESHOOT MISSING AND INCORRECT VALUES IN THE
WORKSHEET

The following table lists common errors and ways to troubleshoot them.

TIP: If you find just a few values are missing, fix them in the Excel workbook, otherwise, fix
the source object in the Access database then repeat the export process.

Figure 1 – Common Errors Table

Item Description and Resolution

Multi-valued fields These fields are exported as a list of values separated by

semicolons (;). Refer to Excel Help for more information.
Pictures, objects, and Graphical components, such as logos, contents of OLE object
attachments fields, and attachments that are part of the source data, are not
exported. Add these manually to the worksheet after completing
the export process.
Graph If you export a form or report containing a Microsoft graph object, it
is not exported.
Data in the wrong column Null values in the worksheet are sometimes replaced by data that
should be in the next column.
Missing date values Date values earlier than January 1, 1900 are not exported.
Corresponding cells will contain a null value.
Missing expressions Expressions used to calculate values are not exported. Only the
results of calculations are exported. Manually add the formula to
the worksheet after you complete the export process.
Missing subforms, When you export a form, report, or datasheet, only the main one is
subreports, exported. Repeat the export process for each subobject that you
subdatasheets want to export.
Missing or incorrectly If none of the columns appear to be formatted, repeat the export
formatted columns process; make sure to select the Export data with formatting
and layout check box. But if only some columns appear to be
formatted differently, manually apply the formatting that you want
in Excel.
“#” value in a column This might correspond to a Yes/No field in a form. This can be the
result of starting the export wizard from the Navigation Pane or in
Form view. Open the form in Datasheet view before exporting the
data.
Error indicators or error Check cells for error indicators (green triangles in the corners) or
values error values (strings that begin with # character instead of
appropriate data).

Access 2007 - Importing and Exporting Data Files Page 16

CLASS EXERCISES

Part I - Using the Import Wizard

Part I provides practice on using the import wizard. Open the file that was copied to your
desktop in the beginning of class, Excel Sample Data.

Exercise 1: Add column headers, remove unwanted rows and column

1. In the worksheet, select the first row in column E.

2. Type in Disk Space (GB).
3. Select the first row in column F.
4. Type RAM (GB).
5. Rows 12 and 17 are blank. Right click the row selector (box at the left side of the row)
for each row and select Delete (see Figure 1).

Figure 1 – Excel Spreadsheet with Delete Row option selected

6. Right click the header for ID column (column J).

7. Select Delete. Deletes column J. Access creates a primary key column called ID
during the import process so we don’t want to get duplicate values.
8. Select Save to save the changes. The worksheet should look like Figure 2.

Access 2007 - Importing and Exporting Data Files Page 17

 Figure 2 – Excel Worksheet

Exercise 2: Import data to a new table

1. Launch Access. Select the Start button on the Taskbar at the bottom left corner of your
screen.
2. Point to All Programs.
3. Select Microsoft Office from the submenu.
4. Select Microsoft Office Access 2007.
5. Under New Blank Database, select Blank Database (see Figure 3).

Figure 3 – Blank Database Command Selected

6. In the File name box, type in Import Exercise Database.accdb.

7. Select Create.
8. On the External Data tab, in the Import group, select Excel. The Get External Data
- Excel Spreadsheet window opens.
9. In the File name field, enter the complete path, including the name of the Excel source
file. Select Browse and locate the file. Highlight and select Open.
10. Make sure the first option is selected, Import the source data into a new table in
the current database.
11. The window will look like Figure 4. The File name box shows the later part of the path
showing the file name.

Access 2007 - Importing and Exporting Data Files Page 18

 Figure 4 – Get External Data – Excel Spreadsheet, Select the Data Source and Destination

12. Select OK.

13. The Import Spreadsheet Wizard starts. The workbook contains more than one
worksheet so this first screen is displayed. Make sure Sheet1 is selected (see Figure
5).

Figure 5 – Import Spreadsheet Wizard, Screen 1, Select Worksheet

14. Select Next.

Access 2007 - Importing and Exporting Data Files Page 19

 15. On the second screen, check the box for First Row Contains Column Headings (see
Figure 6).

Figure 6 – Import Spreadsheet Wizard Screen 2, Column Headings Option

16. Select Next.

17. On the third screen, leave the settings under Field Options as is (see Figure 7).

Figure 7 – Import Spreadsheet Wizard Screen 3, Specify Field Options

18. Select Next.

19. On the fourth screen, select Let Access add primary key option (see Figure 8).

Access 2007 - Importing and Exporting Data Files Page 20

 Figure 8 – Import Spreadsheet Wizard Screen 4, Define Primary Key

20. Select Next.

21. On the fifth screen, in the Import to Table box, type in Computers (see Figure 9).

Figure 9 – Import Spreadsheet Wizard Screen 5, Enter Table Name

22. Select Finish.

The wizard closes and the Get External Data – Excel Spreadsheet window appears
again.

23. Select Close (see Figure 10) and verify your imported data for accuracy.

Access 2007 - Importing and Exporting Data Files Page 21

 If you select Close, Access imports the data to a new table named Computers. This
table will appear in the Navigation Pane of the Import Exercise Database (see
Figure 11).

Figure 10 – Get External Data – Excel Spreadsheet, Save Import Steps

Access imports the data to a new table named Computers. This table will appear in the
Navigation Pane of the Import Exercise Database (see Figure 11).

Figure 11 – Import Exercise Database Computers Table

Access 2007 - Importing and Exporting Data Files Page 22

 24. Double click on Computers Table to open it. It should look like Figure 12.

Figure 12 – Access Computers Table Opened

Part II - Using the Export Wizard

Part II provides practice using the export wizard.

1. Open the Access file Access Export Example Database from the desktop.
2. Select Options.
3. Select Enable this content.
4. Select OK.
5. Double click on tblDemo in the Navigation Pane. The table is shown in Figure 13.

Figure 13 – Access Table tblDemo is Opened

6. On the External Data tab, in the Export group, select Excel. The Export – Excel
Spreadsheet window opens.

Access 2007 - Importing and Exporting Data Files Page 23

 7. Review the suggested file name for the Excel workbook. Access inserts the name of the
source object. If you want a different name, just modify it. Note: If you do change it,
just change the name. Leave the extension as is (see Figure 14).

Figure 14 – Export – Excel Spreadsheet Window, Select the Destination for the Data

8. Leave File Format as is. It should show Excel Workbook. See Figure 14.
9. Select Export data with formatting and layout.
10. Select Open the destination file after the export operation is complete.
11. Select OK.

Note: The following four steps are optional if you want to save the Export Specification,
otherwise, you are done.

1. Select the check box for Save export steps.

2. In the Save as box, Access defaults in the name of the file prefixed with Export-. If
you’d like another name, you can change it.
3. Type a description in the Description box. It is optional. The window should look like
Figure 15.

Access 2007 - Importing and Exporting Data Files Page 24

 Figure 15 – Export – Excel Spreadsheet Window, Save Export Steps

4. Select Save Export. Since we checked the option to open the destination file upon
completion of the export, the Excel workbook is opened. Select the Excel file from the
status bar at the bottom of the screen and verify the workbook. Compare it with the
table in Access (see Figure 13). Are all the records there? Are all column headings and
data correct? The workbook looks like Figure 16. You are done!

Figure 16 – Exported Access Table - tblDemo Opened in Excel

Access 2007 - Importing and Exporting Data Files Page 25

HOW TO LEARN MORE

Microsoft on the Web

Microsoft on the Web (www.microsoft.com) provides links to Web locations where you can find
out more about Microsoft Office 2007. It is a great resource for learning. You need internet
connectivity and a web browser to make use of this feature.

Access Online Tutorials

Online training tutorial, quick reference cards and how-to’s:

Getting Started with Access 2007

http://office.microsoft.com/en-us/access/HA100646161033.aspx

What’s New in Microsoft Access 2007

http://office.microsoft.com/en-us/help/HA100241851033.aspx

Guide to the Access 2007 Templates

http://office.microsoft.com/en-us/access/HA101175941033.aspx

Which file format should I use in Access 2007?

http://office.microsoft.com/en-us/access/HA100908451033.aspx

Convert a Database to the Access 2007 File Format

http://office.microsoft.com/en-us/access/HA100484061033.aspx

Importing and Exporting Data Files

http://office.microsoft.com/training/training.aspx?AssetID=RC102722321033

Use the Help function in Access to retrieve the “How to” articles titled Import Excel
spreadsheet and Export to Excel spreadsheet

Printed Material

There are many books available online to help you learn to use Microsoft Access 2007.

Go to the IT Training Guides & Resources page at: http://www.csun.edu/it/training/guides/

Under Software/Applications, select Microsoft, then select Access. You will see links to
Books Online like, Access 2007 - Plain & Simple, Access 2007 - Forms, Reports and
Queries, and many more.

Access 2007 - Importing and Exporting Data Files Page 26

TRAINING AND SUPPORT

IT Training

IT Training & Development offers training in many different applications at various skill levels.

See what is coming up over the next few months by checking our website at:

http://www.csun.edu/it/training

Contact Us:
IT Training & Development
Phone: (818) 677-1700 or x1700 (on campus)
Email: [email protected]

Troubleshooting and Support

If you experience problems getting started with Office 2007, contact the Help Center at x1400 or
[email protected].

Access 2007 - Importing and Exporting Data Files Page 27

 NOTES

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 NOTES

Access 2007 - Importing and Exporting Data Files Page 29

IT’s technology training guides are the property of California State University, Northridge. They are
intended for non-profit educational use only. Please cite source when using this material.

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