How to Import Spreadsheets or Text Data Into a Microsoft Access Table

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When learning how to import spreadsheets or text data into a Microsoft Access table, it's important to become familiar with the external data tab. Find the import group in the external data tab of Microsoft Access with help from a computer programming teacher in this free video on Microsoft Access.

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Video Transcript

Hi, my name is Chip Browne. I teach computer programing and Microsoft applications at Stevens Henagar college here in Utah. I also create practice tests for Microsoft Office Access in other applications. Today we are going to learn how to import spreadsheet or text data into a Microsoft Office Access two thousand seven table. Microsoft Access is a registered trademark of Microsoft Corporation. I am not affiliated with Microsoft Corporation. To learn how to import spreadsheet or text data in to a Microsoft Access table, it is important to become familiar with the external data tab in Microsoft Access. Here is the external data tab. The import group is in the external data tab. There are several commands depending on what you are importing in to your data base. Today we'll learn about text files and spreadsheets. To import text file, click on the text file menu. And then browse through the location of enter the location of where your text file is located. CSV file means that it is a comma separated file. Here are the commas that separate each of the fields. This is called a delimited file. Characters such as comma or tab separate each field. Next, click next and Microsoft Access will automatically format based upon that delimiter and put lines where it discovered them. Here, the wizard is asking if we want to name the fields and on this previous menu we can actually check this and the first line will automatically assume all the fields names were in the first line. We're going to accept those field names, and move on. Next, Access is asking us for a priority key. If one of the fields is unique, the values of the fields are unique, we can choose it to be our primary key. Finally we name the table and a quick finish. Access does give us the opportunity to save those import steps for future imports. And here is the imported table. This field is our primary key field. Now let's import a text file that is tab delimited. These are tabs, little squares. Once again we click first row, contains field names. Once again we can choose the zip code for our primary key and that has imported our tab file. Now let's import a spreadsheet. We click on the Excel tab and browse the location of the file that we are going to import and it will display if it has worksheets, ask us if we want to use the first row, ask if we want a primary key created or use an existing field. Then name the table. And this is our table from the spreadsheet. That is how you import a spreadsheet or text data in to a Microsoft Access table. For more information and videos visit me, Chip Browne at, that's browne with an e.


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