Excel 2010 Tutorial - Connect Excel to Access Database

In this video from the Excel 2010 Tutorial series, School of Technology Program Coordinator, Justin Denton, teaches us all about connecting Excel to Access Database in Microsoft Excel 2010. This tutorial video is a great beginning step to your courses in technology at Rasmussen College.

Transcript

All right, the next one is quickly hooking up with a Microsoft Access database. So I've got just a generic spreadsheet. I've already connected to an access database, but I want to connect to another one. If you know the database strings, and there's some other things, so if you've got an SQL database you'll have to have the IT guy set up a connection from your computer to the SQL database first.

But you'll be under the Data tab. You'll have some options, access from the web from a text file. Other sources will be from an SQL Server. When you go to SQL Server you actually need a few things, but if you've got an SQL Server name and a username and password to connect to the server, you can do it. I don't have an SQL Server to connect to so we're going to use a Microsoft Access database, doesn't need a password.

So if I browse to it-- which is on my desktop-- so Crash Course sample file, so I got Database 11. I'm going to bring it in. I want it to be a table. I'm going to bring it into the existing worksheet. And then you just click OK, and it'll pull in that database.

It doesn't do a real time refresh, because it keeps like a copy of the data in the actual spreadsheet. But if you know tomorrow someone's updated the database and you want to make sure you have the current results, real simple. When you're in this table or in this worksheet, if you click in the table, you'll have that new design tab for Tables. You just hit the refresh button. When you hit that refresh button, it'll go out. It'll query the database and bring in all the new information from that database, so you can start working with.

Then you have the ability to export it and do a lot of that other stuff. But usually, unless someone's got different access than I do, they usually don't let you right back to the database. You can only usually pull like a read copy from that database into your report. This would be the way to do it, and then pull whatever reports, build what graphs you want against it, because once the data's here, you can highlight things, you can insert charts-- my chart's not going to look right-- but based on the information you pull in, because mine's not chartable.

But you can pull in charts, pivot tables, everything that we've already worked with, build formulas against it. If I wanted to use that Concatenate option and I want to concatenate this and this, I can concatenate it into another column. So all those things, those principles that we've worked with prior to this, works the same way.

And I know we're running short, so I'll really quickly go-- yeah?

Can we be selective on which fields we we pull from the database?

With some of them, you can. You can delete out the columns, as well. So sometimes you'll get Initial Feed. With SQL you have a little bit more options to select what field you want.

Otherwise, if it pulls in everything, then you can just go through here and delete it out, and clean it up in that manner. So I can work with it in that way. The thing is, it'll make more sense when I show you how to do the macros, because after you pull it in, you'll just click your macro that you created, and it'll do everything for you automatically.

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Kendall Bird is an Online Community Specialist for Rasmussen College. With her Bachelor’s degree in public relations and a passion for social media, she enjoys writing motivating and enthusiastic blog content to encourage future, current and former students to learn more about their discipline of study. Kendall’s ultimate goal is to generate a positive community through blogging to promote learning and change lives.

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