Convert MS Excel To MS Access

Convert Excel to Access development services from MS Access Solutions, Los Angeles, CA

Microsoft Excel To Access Conversion

The process of migrating Microsoft Excel to Microsoft Access can be a simple process or extremely complex. If there is a large amount of data in your Excel Spreadsheet or if the data is corrupt, converting Excel to Access will be more difficult.

We Will Convert Your Excel Data To Access

We are experienced with the Excel to Access conversion process so we can do perform this procedure for you. As easy as the instructions below may seem, there is a lot of time and effort involved in the conversion process. We oftenreceive calls from businesses that have attempted the conversion only to find out that it is just too complex for them to perform themselves.

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Import Data From Excel To Microsoft Access

Importing data from Excel To Access can be difficult or very easy. Typically, the import process will require cleaning the Excel data prior to attempting an import procedure. One of the real issues with Excel is that there are rarely any data entry rules or formats for the data. For example, phone numbers might be entered as ###-###-#### or ##########, which is not a major issue. However, if phone numbers are set up to be entered into a separate prefix cell plus the remaining seven digits in another cell - and the data entry accidentally enters the entire number into just one cell, the data is now corrputed. Corrupted data must be cleaned (also called 'cleansed') prior to importing the data into Acces or it will not be imported properly.

Clean Excel Data Prior To Importing To Access

Before you import the Excel data into Access, in Excel it's a good idea to:

  • Convert cells that contain non-atomic data, data the has a number of values in one Excel spreadsheet cell, into the proper number of columns. For example, a cell in a "Services" column that contains multiple services values, such as "Access Programming" "SQL Server Programming," and "ASP.NET Web Applications" should be broken out to separate columns that each contain only one Service value.
  • Use the Excel TRIM function to remove trailing spaces, leading spances, and multiple embedded spaces.
  • Remove characters that will not print.
  • Locate and fix spelling errors as well as punctuation errors.
  • Delete duplicate rows and/or duplicate fields.
  • Check to make sure columns of data do not contain mixed formats. It is important for numbers that are formatted as text to be converted to numbers. Also, dates that are formatted as numbers must be fixed.

Use The Best Data Type For The Import Procedure

During the import operation in MS Access, choose data types properly because any conversion errors will need to be corrected manually. To view a table with in-depth information, go to the Microsoft Support page.

Normalize Data With The Table Analyzer Wizard

The Table Analyzer is a built-in feature of Access that helps take a lot of work out of the analysis process necessary to ensure your data is valid.

Using The Table Analyzer Wizard

  • Drag the selected columns to a new table. This will automatically develop new table relationships.
  • Use button commands to:
    • Rename a table.
    • Add a primary key.
    • Use an existing column as a primary key.
    • Undo the previous action.

The Table Data Wizard Can Be Used For:

  • Convert a table into a set of smaller tables and automatically create a primary and foreign key relationship between the tables.
  • Add a primary key to an existing field that contains unique values, or create a new ID field that uses the AutoNumber data type.
  • Automatically create relationships to enforce referential integrity with cascading updates. Cascading deletes are not automatically added to prevent accidentally deleting data, but you can easily add cascading deletes later.
  • Search new tables for redundant or duplicate data (such as the same customer with two different phone numbers) and update this as desired.
  • Back up the original table and rename it by appending "_OLD" to its name. Then, you create a query that reconstructs the original table, with the original table name so that any existing forms or reports based on the original table will work with the new table structure.

Connecting To MS Access Data From Excel Spreadsheets

Once the data has been normalized in MS Access and data table is created to reconstruct the original Excel data, you can connect to the Access database from Excel. Your Excel data is now in Microsoft Access as an external data source. This means it can be connected to the Excel Spreadsheet workbook through a Microsoft data connection A data connection is a container of data information that is used for locating, logging on to, for using an external data source (external data source is one that is not a direct Access database. This connection information is stored in the workbook and is also stored in a special connection file.

Two examples of special connection files are Office Data Connection (ODC) file with an .odc file name extension or a Data Source Name file (with a .dsn extension. Once you have a connection to external data, you wiil be able to refresh the Excel workbook directly from MS Access when the data is updated within a After you connect to external data, you can also automatically refresh (or update) your Excel workbook from Access whenever the data is updated within Access.

We Will Convert Your Excel Spreadsheets To Microsoft Access

Now that you've read an introduction on how to convert Excel to Access, are you ready to take on this procedure for your Excel data? Unless you are a full time Microsoft Access programmer, it's unlikely this is a project you want to take on yourself. We receive inquiries regularly from business owners and office staff who've attempted to convert Excel to Access and becamer very frustrated when thier efforts came up short of a complete success. We can take care of the Excel to Access conversion process for you. We have 25+ years working with Microsoft Access and conversionf from Excel are one of our most popular services.

When you need a professional Access consultant for your Excel to Access conversion, call us at (323) 285-0939 to find out how we can convert your Excel to Access as quickly as possible.