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When you need to use Excel to analyze data in an Access database, you have several options: you can copy and paste the data, create a data connection from Excel, or export the data to an Excel file. Your best choice depends on what you want to do.
Copy/paste values from Access to Excel
Use copy/paste for simple, one-off tasks. The basic steps are pretty straightforward:
TIP After you paste into Excel, you might want to format the data as a table. This makes it easier to sort the data while preserving the records, and has other benefits. For more information, see the article Create or delete an Excel table (previously a list) in an Excel workbook.
Export data to Excel
Access provides a wizard to help you export your data. You can export data from any table, query, form or report. You can also export a selection of data from a datasheet. You can choose to retain the formatting and layout of the data.
NOTE If you want to export to an existing Excel workbook, you must close it first.
To begin the export process in Access, click External Data, and in the Export group, click Excel. For more information, see the article Export data to Excel.
Create a data connection
To use a data connection, the database file must be in a location that you can open. You must use a regular database -- a web database won't work for this kind of connection.
To begin the process in Excel, click Data, and then in the External Data group, click Access (if you've never connected to the database before) or Existing Connections (if you have connected before). For more information, see the article Connect to (import) external data.
What about you? Have you tried any of these methods? Do you prefer one over the others? Please share your experience with us by leaving a comment. Thanks!
Good question! After years of doing just as you noted above (both copy/paste into Excel and also using data connections), I started using Access and MS Graph itself to do the slicing and dicing. And after a while, packaged it up and it's quite popular now:
I think Access has most (not all) of the tools to analyze the data and visualize it without moving to Excel. I just wish Access 14 will have support for the new MS Graph engine that the rest of the Office apps have in O2010. The new graphing is slick, but Access is still a bit stuck in the older MS Graph era there.
The concepts were simple to understand that I wondered why I in no way looked at it prior to. Glad to know that there's a blogger out there that certainly understands what he's discussing. Great job.
I agree with Brandon, Access is in DESPERATE need of a charting makeover. I am embarrassed to present my Access application with charts. After years of waiting and waiting and waiting..... I converted on application to using a 3rd Party charting control (ChartFX) I am staggered that the Access team have not updated charting since... Access 95.
On a different note...I have to confess I am one of the now scores if developers that have started to migrate over to Alpha Five as I need a Web solution and SharePoint! is not a solution that works fro ANY of my clients.
What is going on with Access team? Nothing happens on this Access blog? I like Microsoft Access very much. Please let me know what is going on in Access 15.
Tao, thank you very much for your interest! We've made some recent changes across the Office blogs and it has been an adjustment for me. But now I've got some new posts lined up that I think folks will really appreciate.
Thanks for keeping me honest! :-)
Tao is right, This blog used to be so active when Access 2007 and Access 2010 were in development... but now I feel like Access is off the radar and is forgotten. I used to feel that the Access team cared for us developers but now I fell cut loose and abandoned. Maybe there needs to be 2 blogs a Users blog and a developers blog. I am keen to see what is going to be in Access 15 for example.
I prefer the data connection methodology. But I also use the export option quite often. It depends on who my customer is and what their need is. If they need data to be loaded into a system a data connection is not the best choice.
On a separate note, I have some serious design issues I need to discuss with someone in the PivotChart group concerning customizing labels using the properties window. Trust me, it will be worth your time to discuss this with me.
Folks, I promise you as soon as the product team releases a beta we will start posting about Access 15. It's great to see your interest!
Work on the new release is a priority for me as well, and I've scaled back on post frequency here as a result. I'm lining up some guest contributors, and would love to get story ideas from you as well.
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