Importing Linking Exporting and Sharing Data

Exchange data with Excel and text files while preserving structure and controlling risk.

What you will learn

• Distinguish importing from linking
• Prepare external data before bringing it into Access
• Export useful results and manage saved operations

Before you begin

Use a practice database containing non-sensitive sample information. Access versions can place commands differently, so use the ribbon search box when a named command is not immediately visible. Back up the file before structural changes.

Import or link

Importing copies source data into Access. Linking leaves data in the external source and displays it through a linked table. The correct choice depends on ownership and update needs.

Opening an Excel workbook through Access may create a link rather than importing it. Use the External Data tools and read each wizard choice carefully.

Prepare clean data

Excel source data should have one header row, consistent columns and compatible values. Remove totals, merged cells and decorative rows from the import range.

Inspect the imported field types, errors and primary-key choice. Appending to an existing table usually fails when the source does not match the destination structure.

Export and share

Export a table, query or report in a suitable format and inspect the result. Saved import or export steps can make repeated work more consistent.

An Access file may contain sensitive records, saved credentials, code and linked locations. Share only through approved storage with appropriate permissions.

Guided practice

1. Prepare a small clean Excel or CSV file.
2. Import it into a new practice table and inspect field types.
3. Export a query result and compare it with the source.

Knowledge check

1. What is the difference between importing and linking?
2. Why should spreadsheet totals be removed before import?
3. What should be inspected after export?

Completion standard

Continue when you can complete the guided practice safely and explain the knowledge-check answers in your own words.