Microsoft Office Tutorials and References
In Depth Information
Importing or Linking Data From Other Applications to Access
AC 211
Importing or Linking Data From Other
Applications to Access
The process of importing or linking an Access database uses a wizard. Specifi cally, if the
data is imported from an Excel worksheet, the process will use the Import Spreadsheet
Wizard ; if the data is linked to an Excel worksheet, the process will use the Link
Spreadsheet Wizard . The wizard takes you through some basic steps, asking a few
simple questions. After you have answered the questions, the wizard will import or link
the data.
Plan
Ahead
Identify sources of external data for the database: Excel worksheet.
You need to decide whether it is appropriate for data you currently keep in an Excel
worksheet to be kept in a database instead. The following are some common reasons for using a
database instead of a worksheet:
1. The worksheet contains a great deal of redundant data. As discussed in Chapter 1 on
pages AC 10 and AC 12, databases can be designed to eliminate redundant data.
2. The data to be maintained consists of multiple interrelated items. For example, the JSP
Recruiters database maintains data on two items, clients and recruiters, and these items
are interrelated. A client has a single recruiter and each recruiter is responsible for several
clients. The JSP Recruiters database is a very simple one. Databases easily can contain
many separate, but interrelated, items.
3. You want to use the powerful query and report capabilities of Microsoft Access.
Plan
Ahead
Determine whether the data you have identifi ed is in an appropriate format:
Excel worksheet.
Before importing or linking the Excel worksheet you have identifi ed, you need to make
sure it is in an appropriate format. The following are some of the actions you should take to
ensure correct format:
1. Make sure the data is in the form of a list, a collection of rows and columns in which all
the entries in a column represent the same type of data.
2. Make sure that there are no blank rows within the list. If there are, remove them prior to
importing or linking.
3. Make sure there are no blank columns within the list. If there are, remove them prior to
importing or linking.
4. Determine whether the fi rst row contains column headings that will make appropriate
fi eld names in the resulting table. If not, you might consider adding such a row. In
general, the process is simpler if the fi rst row in the worksheet contains appropriate column
headings.
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