Athanasios Gkanos Unit 18 Shuj

M2 M3 Importing and Exporting Data

IntroductionIn this task I will demonstrate how to import data from an

external source in the database as well as how to export queries and reports to another application.

Advantage and Disadvantages of Importing DataInstead of typing the data manually into the database, it

makes sense to import it via any electronic source if it is available. This will reduce the chance of making errors when retyping the data.

However, when importing big files it can take long time and it is hard for the user to check the accuracy of the data. It is good to check the technique that is used to import data in the database with smaller files, to ensure that is working.

Advantages and Disadvantages of Exporting DataData can be exported from databases like Microsoft

Access into many formats. Some of the applications can export the data into a specific format directly (e.g. Access can export the data as a spreadsheet which can be read on Microsoft Excel).

On the other hand, the file types that a database can export may be restricted which means that much of the extra information on the database may be lost.

Importing DataNow I will demonstrate you how I imported data on my

database. This is a Spreadsheet that includes all data of the customers, in Microsoft Excel:

Athanasios Gkanos Unit 18 Shuj

To import the data, I went on Microsoft Access; on the “External Data” section I clicked the Excel icon with the green arrow:

Then a window popped up and I had to select the data that I wanted to import. So I clicked “Browse” and found the file on my computer:

Athanasios Gkanos Unit 18 Shuj

After locating the file, I chose from the options to “Import the source data into a new table in the current database” and pressed “OK”.A Spreadsheet wizard popped up that had a preview of the data:

When I pressed ‘Next’ the next stage is to modify the data before importing it:

Finally, after pressing ‘Next’ again, the wizard is asking you if you want the software to set primary key so you can identify each data easily:

Athanasios Gkanos Unit 18 Shuj

Then I pressed ‘Finish’ and the data was imported:

This is the imported table:

Athanasios Gkanos Unit 18 Shuj

Exporting DataTo export data, I chose the ‘Booking Details’ table to be

exported into a Spreadsheet that can be read with Microsoft Excel. On the ‘External Section’ toolbar of the database, I clicked the Excel button with the blue arrow:

Then the export wizard popped up where I had to choose if I wanted to export data with the formatting and layout. I ticked that option so it will appear on Excel exactly with the same format of the database. Also it is more convenient to tick the option that says ‘Open the destination file after the export operation is complete’ so you won’t have to look for the exported file after the operation is complete:

After pressing ‘OK’, the data was exported, and Excel opened including the table that I exported:

Athanasios Gkanos Unit 18 Shuj