【Import Data in Access】Step by Step Guide ▷ 2022

Today, the Microsoft office suite provides several tools with which its users They have the possibility of carrying out different tasks in a professional manner.. One of these tools is based on the recognized program of databases, called “” which enables search, order and present any type of information technically.

In addition to that, provides a remarkable level of customization so that each user acquires great productivity when managing their databases. Also, this software offers various elements in order to enrich the files through tables, queries, and . Therefore, it works as a tool to create databases in an optimal and efficient way.

Among other characteristics, it is necessary to note that, Access admit the fact link and import data from two different databases, so that users can have a better experience. Therefore, in order for you to benefit from this excellent feature, we will introduce you to the process to carry out to use information from one database in another in such a way.

Before beginning, what should I take into account to link information from two different databases?

In general, users who want to include information from a database of Access to another, choose to copy and paste the data in question. Since, without a doubt, this is the easiest method for it. However, to gain more control over the data that will be used in this way, it is recommended to import and link them. But, before carrying out a procedure of this type, it is necessary to take several aspects into consideration. In order to make use of this method in a correct way.

As a consequence, here we name the parameters of greatest interest to take into account when you need to link information from two different databases:

While an import is being carried out from another database, the program takes care of create a copy of the data in the destination database. But, without altering the origin.
Each user has the power to select the objects you want to copyas well as controlling how tables and queries are imported, specifying whether to import relationships between tables, etc.
Unlike copy and paste, importing data into Access allows you to translate relationships between tables along with the tables themselves. Which is considered a great advantage.
During an import operation in this software, Cannot append records to an existing table.
Linking basically offers the ability to connect data from different files without having to import or create two copies of the same data.
If you decide to link data from a document Access in another, you can keep the table in a single database and create links to it from other files. That is to say, it will not be necessary to duplicate the table in each database.
In Microsoft Access, it is not possible to create links to queries, reports, forms, modules or macros. Therefore, you can only create links to tables in another database.

Learn step by step how to import and link information from two different databases in Microsoft Access

as you will see, the procedures for importing and linking data from two different Microsoft Access documentsare helpful for users who typically choose to copy and paste information without taking advantage of these other solutions.

However, with the procedures that we detail below, you will be able to use the data from one database in another in a more technical way:

to import

Generally speaking, the import process requires three precise steps that are: Prepare for import, run the import wizard Y save the import settings as a specification for future use (the latter is optional).

Let’s look at each of them:

To prepare for import:

First of all, look for the source database and identify the information you want to import into another file.
Next, checks what type of file the source database has to know what kind of information it accepts. If it’s an .mde or .accde file, you can only import tables. But, if it’s an .mdb or .accdb file, you’ll be able to import tables, queries, reports, forms, modules, and macros.
Now, proceed to close the source database, making sure that no user has it open in exclusive mode. Well, that way it will prevent the import process from being carried out.
next, enter the target database and check that you have the required permissions to add data or objects. Also, you should prevent the database from being read-only.
In case the source database is protected, it is necessary that enter the password when using it as the source of an import in Access.

To import the data:

Initially, you have to locate the import wizard. For this, go to the options bar and click on the “External data” tab to go to the Import & Link group.
After that, click on “New data source” and select the option “From a database” for so click on “Access”.

Once the wizard for importing external data opens, in the “File Name” text boxPress the button “Review” to open the corresponding file. Failing that, write the name of the source database.
Subsequently, in “Specify how and where you want to store the data in the current database”, you have to choose the first option (“Import tables, queries, forms, reports, macros, and modules into the current database”).

done the above, click on the “OK” button and the Import Objects dialog box will automatically open. Over there, on the Tables tab, you must choose the tables you want to import. Also, in the Queries tabselect the queries to import.
If you want to specify additional settings, you simply have to press the “Options >>” button. Whether it is to import all custom menus and toolbars, relationships between selected tables, all custom navigation pane groups, only fields from selected tables, etc.

Finally, to finish the operation, Click on “OK” and you are done..

Link

Without the need to import information from one database to another, you can connect the data from one to another by simply linking them. In this way, you will have the power to see and modify the most recent data in both databases without keeping two copies thereof. Now, the process of linking data from a data file Access to another from scratch, it is based on two general steps which are: Prepare for the link operation and start the link wizard.

Let’s see each one of them:

To prepare for the bind operation:

As in the previous case, you have to start by looking for the source database. If it is password protected, you will have to enter it to be able to execute the link operation.
Second, you need to decide which tables you want to link to. Keeping in mind, you can’t create them for forms, reports, queries, macros, or modules.
Later, it checks that no other user has the database open in exclusive mode and proceeds to close the source Access document.
then you have to open target database to verify that you have the necessary permissions to add data or objects to it and to verify that it is not read-only.

To bind to data:

Directly from the software ribbon, click on the “External data” tab and in the group import and linkselect the option “New data source”.
Now, in the menu that is displayed below, click on the option “From a database” and click on “Access”.
Next, the corresponding wizard will open to import external data and there, you have to proceed to choose the source database file, via the “Browse” button or by typing the name of said file in the “File Name” text box.
After that, select the option “Link to the data source by creating a linked table” in “Specify how and where you want to store the data in the current database”. So, click OK.

Once this is done, the Link Tables dialog box will start, and at that point, you need to choose the tables you need to link to this Access file.

To complete the operation, press OK. If you want to make sure that the linked tables have the correct data, you can open them in Datasheet view.