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Transfer Data from Excel to Access

This article explains how to transfer data from Excel to Access using the Excel Add-In for Access.

The CData Excel Add-In for Access enables you to edit and save Access data directly from Excel. This article explains how to transfer data from Excel to Access. This technique is useful if you want to work on Access data in Excel and update changes, or if you have a whole spreadsheet you want to import into Access. In this example, you will use the Orders table; however, the same process will work for any table that can be retrieved by the CData Excel Add-In.

Establish a Connection

If you have not already done so, create a new Access connection by clicking From Access on the ribbon.

To connect, set the DataSource property to the path to the Access database.

Retrieve Data from Access

To insert data into Access, you will first need to retrieve data from the Access table you want to add to. This links the Excel spreadsheet to the Access table selected: After you retrieve data, any changes you make to the data are highlighted in red.

  1. Click the From Access button on the CData ribbon. The Data Selection wizard is displayed.
  2. In the Table or View menu, select the Orders table.
  3. In the Maximum Rows menu, select the number of rows you want to retrieve. If you want to insert rows, you need to retrieve only one row. The Query box will then display the SQL query that corresponds to your request.
  4. In the Sheet Name box, enter the name for the sheet that will be populated. By default the add-in will create a new sheet with the name of the table.

Insert Rows to Access

After retrieving data, you can add data from an existing spreadsheet in Excel.

  1. In a cell after the last row, enter a formula referencing the corresponding cell from the other spreadsheet; for example, =MyOrdersSheetInExcel!A1.
  2. After using a formula to reference the cells you want to add to Access, select the cells that you are inserting data into and drag the formula down as far as needed. The referenced values you want to add will be displayed on the Orders sheet.
  3. Highlight the rows you want to insert and click the Insert Rows button.

As each row is inserted, the Id value will appear in the Id column and the row's text will change to black, indicating that the record has been inserted.