How to add a connection to a query in Excel
Let’s explore how to bring data into Excel using connections and queries. Excel’s “Get & Transform” feature, also known as Power Query, simplifies this process, allowing you to import data from various sources directly into your spreadsheets. Think of it as a bridge connecting Excel to the outside world of data.
To start, open your Excel workbook, either a new one or the existing file where you want to use the data. Next, navigate to the “Data” tab on the Excel ribbon. Here, you’ll find the “Get & Transform Data” section, your gateway to data import.
Within this section, click on “Get Data”. A menu will appear, categorizing different data sources. You’ll see options like “From File” for importing data from text files or CSV files, “From Database” for connecting to databases like SQL Server, “From Online Services” for pulling data from websites or online platforms, and “From Other Sources” for more specialized connections. Select the option that corresponds to where your data is located.
After choosing your data source, a dialog box will appear, prompting you for connection details. If you’re connecting to a database, you’ll need information such as the server address, database name, and your login credentials. For web pages, you’ll typically need the URL. Provide the necessary information and click “OK” or “Connect”.
Once the connection is established, Excel will display a preview of the available data. For databases, you might see tables and views. For web pages, you might see different sections of the page. Select the specific data you want to import. If you’re ready to bring the data into Excel as is, click “Load”. However, if you need to clean or modify the data first, click “Transform Data”.
Choosing “Transform Data” opens the Power Query Editor. Here, you have a wide range of tools to shape and clean your data. You can filter data, sort it, change data types, and perform other transformations. Once you’re satisfied with the changes, click “Close & Load” to import the data into your Excel workbook.
To manage your existing data connections, go back to the “Data” tab and click “Queries & Connections”. This will open a pane listing all your active connections. You can right-click on a connection to edit its details, refresh the data, or remove the connection entirely.
For instance, if you want to import data from a web page, you would select Data > Get Data > From Other Sources > From Web. Then, enter the website’s URL, and Excel will guide you through the process of selecting the data you need.
Remember that data can change over time. To ensure you’re working with the latest information, you can refresh the data by right-clicking on the data table in Excel and selecting “Refresh”. For even greater convenience, if your Excel file is stored on OneDrive or SharePoint, you can set up scheduled refreshes to keep your data automatically updated. This way, your spreadsheets always reflect the most current information available.
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