Article Listing | Excel Accountant

22

Sep

How To Import Excel Data into Access?

David Ringstrom
99

Using Microsoft Access, you can match fields between or among Excel databases to create a relational database. In addition to aggregating or analyzing large amounts of data, Access files can contain multiple Excel spreadsheets. To use the Excel spreadsheet in Access, you must first import it. Several steps are required to accomplish this.In this article, you will know about how to import Excel data to access by converting your Excel data to relational tables and moving it to Access.Note:  It is necessary to remove all formatting in the Excel file before importing it. A few examples include centered text, bold text, underlining, etc. Make sure the column headings do not have any spaces. Access can recognize the columns and import them without errors when the spaces are removed.Moving data from Excel to Access can be broken down into three steps.Step 1: Import data from Excel to AccessStep 2: Use the Wizard for Table Analyzer to normalize the dataStep 3: Integrate Excel data with AccessHow to import Excel data to access?Preparing and cleaning your data before importing can make the process go much more smoothly. It is much easier to settle into your new home if you clean out and organize your possessions before moving.Import your data after cleaning itIt's a good idea to do the following in Excel before you import data into Access:Multiply the values in one cell if they are not atomic (i.e. multiple values in one cell).It is possible to remove multiple embedded spaces, leading, and trailings by using the TRIM command.Please remove all non-printing characters.Errors in spelling and punctuation should be corrected.Duplicate fields or rows should be removed.Numbers formatted as text or dates formatted as numbers should not be included in columns of data.Import the correct data typeIn general, choosing the best data type involves choosing the smallest one that matches the kind of data you have and allows for all its possible values.Normalizing Data Using the WizardIt may seem daunting to go through the process of normalizing your data at first. With the Table Analyzer Wizard in Access, normalizing tables is much easier.Select columns and automatically create relationships in a new table. Make an existing column a primary key, rename a table, and undo your last action using button commandsHere are some things you can do with this wizard:Convert a table into smaller tables and automatically create a primary and foreign key relationship between the tables.Create a new ID field that uses the AutoNumber data type or add a primary key to an existing field with unique values.Ensure referential integrity with cascading updates by automatically creating relationships. You can add cascading deletes later to prevent accidentally deleting data, but they are not automatically added.Identify duplicate or redundant data in new tables (such as customers with two different phone numbers) and update them as needed.Append "_OLD" to the name of the original table after backing it up. Once the original table is recreated, a query requires its original name so that all existing forms and reports can use the new structure.Integrating Excel data with AccessIn Excel, it's a simple matter to connect to the Access data. This is after you've normalized the data in Access and created a query or table to reconstruct the original data. Access now recognizes your data as an external data source, allowing the workbook to connect to it through a data connection. A data connection identifies, logs on to, and accesses the external data source. In addition to storing connection information in a workbook, connection files such as Office Data Connection (ODC) files (.odc extension) and Data Source Name files (.dsn extension) may also store this information. The Excel workbook can also be automatically updated whenever the data in Access is updated once you have connected to external data.Would you like to discover new Excel features and functions, as well as learn more to avoid frustration and streamline your work? Excel-accountant is your one-stop shop to learn all excel tricks, formulas, how-tos & shortcuts. We are providing training for CPAs, Tax Pros, Auditors, Accountants, Bookkeepers, and Finance Pros to make you an excel geek.

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02

Sep

How To Replace Cell Formats in Excel Workbook?

David Ringstrom
99

A whole Excel workbook may need to be formatted, which can be time-consuming if each worksheet is edited separately. As you are working in a big firm and need to update excel quickly, what will be your strategy? Do you replace it manually or are you going to try some excel tricks? Obviously, you need special tricks!In this article, you will know more about excel workbooks and also get a sneak peek way to entirely format the workbook in minutes. In the current economic climate, people are embarking on economic drives to save money at home and work, with utility companies announcing substantial price increases.Let’s just take a scenario of some company XYZ, where a strict regime has been instituted to cut costs across the board. The manager called a meeting where the entire staff was asked to reconsider their actions. If you're making that phone call, wouldn't an email suffice? Does the light in the stationery cupboard need to be on when nobody is in it?" he said.His posters ask, "IS THIS NECESSARY?" reminded people that an economic drive was underway and that small savings would add up to a considerable saving over a year.One employee went to print an Excel workbook with this new cost-cutting attitude in mind. A glimpse of one of the posters prompted a thought as he was about to click Print. Even though the workbook was for reference only, all the column headers and totals were bold. Ink would be wasted if he printed the bold entries as they were, so he changed them to regular type. Unfortunately, this workbook had 27 worksheets, so it would take a while to complete.In Excel, he can change the formatting of an entire workbook with a few mouse clicks rather than altering each worksheet individually. From version 2003 onwards, the process has been the same. Eliminating the bold fonts:For example, the employee would have eliminated bold fonts from the entire document.To bring up the Find & Replace dialog boxOpen the workbook and press Ctrl + HClick Format instead of typing into the Find What boxThis will open a dialog box for finding formatsGo to the Font tab and select Bold from the Font Style menuClick the OK buttonWhen you are back in the Find and Replace box, click the Format button, select Regular from the list, and click OK. Finally, click OK to return to the Find and Replace window. Once you have selected the Workbook, click Replace All in the Within box. By now, Excel has been instructed to replace all bold text within the workbook with regular text.It would help if you spent some time exploring the Find Format dialog box. All the tabs will show you the formatting options available to you. For example, use different fonts or borders, or experiment with different fonts.One of the great features of this application is the ability to perform many similar tasks using the same process once you learn how to do one. Thus, the learning curve is much less steep, and students can develop a working knowledge of Excel fairly quickly. It is always in demand for those skilled in the use of Excel, so why not explore the versatility of the application?    To get more updates or need extra drive into the excel features, Excel-accountant is here to solve your issues. You can read all our blogs to know about excel and become an expert in using excel. Try it!

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