With most Excel spreadsheets, you enter data manually into cells and then use formulas or other functions to analyze it or perform calculations. If you have a large data source, such as an Access database, a SQL Server database or even a large text file, you can also retrieve data from it using Excel. Using SQL statements in Excel enables you to connect to an external data source, parse field or table contents and import data – all without having to input the data manually. Once you import external data with SQL statements, you can then sort it, analyze it or perform any calculations that you might need. To open a saved query from Excel: On the Data tab, in the Get External Data group, click From Other Sources, and then click From Microsoft Query. The Choose Data Source dialog box is displayed. In the Choose Data Source dialog box, click the Queries tab. Double-click the saved query. Click and select the table in the data source that contains the fields you want to query with SQL and import into your Excel spreadsheet. Click the “>” button in the middle of the Query Wizard window to populate the Columns in Your Query pane with field names from the selected table in your data source. Select filter options for the data to retrieve and display in the spreadsheet if you desire. By creating a filter for data in one or more fields, you instruct Excel to retrieve only data from the data source that meets certain conditions or criteria. For instance, if your data source contains a list of customers and their contact information, you might have a field in the table for telephone numbers. If you only wanted to retrieve customers from the data source that have a (919) area code, you can do so by applying a filter. Click the “Phone_Number” or other similarly named field in the Column to Filter pane and select “contains” in the filter type list. Enter '919' in the next field and press “Next.”. Click the “Properties” button. In the Connection Properties window, click the “Definition” tab. Locate the text in the Command Text box. The native SQL query code appears there. For a SQL query that retrieved records from an external table labeled “Personal_Contacts,” the code would appear similar to the following: SELECT tbl_Personal_Contscts.ID, tbl_Personal_Contacts.Contact_Name, tbl_Personal_Contscts.Phone_Number, tbl_Personal_Contscts.Email_Address FROM C: Users NameOfUser Documents Database1.accdb.tbl_Personal_Contacts tbl_Personal_Contacts. Today’s blog post is actually a follow up of my earlier blog post. In the earlier blog post, we had discussed how to copy data from the resultset. In this blog post, we will discuss how we can directly export data from SSMS Query to Excel. In SQL Server Management Studio (SSMS), open Query Window. Next, select the option of sending Results to File. You can either do this by following ways. ![]() • Select short cut CTRL + SHIFT + F • Go to Tool Bar >> Query >> Results To >> Results to File Once you run the query it will bring up the following pop up where we can save the result in the format of.rpt. You can save the file with any name. In the example, I have saved it with the name results.rpt. Dear Pinal, First, I wish to thank you for your continuing dedication to helping and educating people around the world in matters relating to SQL. Next, I wish to leave a comment as I believe there is a better way to achieve the goal of transferring data from a database into Excel than by using the means that you describe in this post. Personally, I find that it is easier to fetch the data directly from within Excel than having to manually split the data into columns; the link below explains how to do this using Microsoft Query Editor: As an added advantage, the data type of each column is automatically fetched and applied. So, this means that it is unlikely that Excel will try to interpret the data in any other way than how it was intended / declared in the source table. Kind regards, Hans. Pinal Dave is a SQL Server Performance Tuning Expert and an independent consultant. He has authored 11 SQL Server database books, 23 Pluralsight courses and has written over 4700 articles on the database technology on his blog at a Along with 16+ years of hands on experience he holds a Masters of Science degree and a number of database certifications. For any send an email at [email protected]. Pinal is also a.
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