ADD AND EDIT DATA

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DeVry University, Chicago *

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MISC

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Information Systems

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Oct 30, 2023

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docx

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Uploaded by SargentYak1536

Copy data from Excel Take advantage of the streamlined editing, powerful querying, and helpful reporting capabilities in Access by copying data from an Excel spreadsheet. Put your data into an existing table or into a new, blank table. Before you copy data, make sure it’s consistent and structured so that it copies cleanly. Clean up your data  All data in a column should be the same type and should have a similar format. For example, make sure all phone numbers include an area code but no country prefix, all addresses include city and state but no country, and all prices include cents— even if you list .00.  Remove any subheadings, summary or comment rows, and blank rows. Note: If necessary, add these back later using Access query and report grouping and totaling. If you’re pasting the data into an existing Access table, make sure that your spreadsheet has the same number of columns—in the same order—as the Access table. (On the other hand, if you’re planning to create a new Access table with this data, name and order the columns however you prefer.) Tip: It’s good database practice to list each discrete piece of information in its own column. For example, separate first name and last name

into different columns, and separate street address, city, state, and postal code. Add Excel data to a new table 1. Select and copy the data in Excel that you want to add to the table. 2. In Access, select Home > Paste . 3. To indicate whether the first row of your data contains column headings, select Yes or No . 4. If you’d like to, rename the table and fields. Add Excel data to an existing table 1. Select and copy the data in Excel that you want to add to the table. 2. In Access, open the table you want to paste the data into. 3. At the end of the table, select an empty row. 4. Select Home > Paste > Paste Append . When you copy Excel data into an Access database, your original data in Excel remains unchanged. Link to shared data If you maintain data in other sources, like Excel spreadsheets and SharePoint sites, rather than copying it into Access, link to the data from your Access database. This ensures that you’re always working with the latest data from that source.

Note: Access always pulls in the most recent changes from a linked document, like an Excel spreadsheet or an XML file, but doesn’t update the source file with changes you make in Access. A linked SharePoint list or Access database updates both ways. Link to data in a shared document 1. On the External Data tab, select the type of data you want to link to (Excel, Access, Text File, XML file, or HTML file). 2. Select Browse , select a file, and then select Open . 3. If necessary, specify which data you want to link to and how, and then name the new table. Then, select OK or Finish . If necessary, specify which data you want to link to and how, and then name the new table. Then, select OK or Finish . The Navigation pane shows the new, linked table. Link to data in a SharePoint list 1. On the External Data tab, select More > SharePoint List . 2. Specify the SharePoint site.

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3. Select Link to the data source by creating a linked table , and then click Next . 4. Select the list you want to link to, and then click OK . The Navigation pane shows the new, linked SharePoint list. The blue arrow indicates that it's a linked table: SharePoint may link to additional, related tables in the database, also indicated by a blue arrow. To keep things working correctly, be sure to retain those objects in the database.