Importing data into Access DB

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HOWTO: Importing Data into Access
Jefferson H.S. Technology Committee, April 20, 2000. v1.5

By J. Avila and K. Ballash

This HOWTO covers how you can import data into a Microsoft Access database (DB). Besides importing form other DB files, you can also import data which has been formatted as a text file. Therefore you can create a data file in any word processor, separate the categories with commas (in one example), hit ENTER (RETURN on Mac) at the end of each row, and save it as plain text. You can also enter data as text into a portable word processor like and Alpha Smart or Dream Writer, and then import the file into Access. This should work with most spreadsheets, like Excel, too.

You can also import SIS data into a Microsoft Access DB in order to create reports and manipulate the data. For example you can have the SIS coordinator create an ID 98 report and save it to a floppy. That report would cover most student information, except class schedules. School coordinators and couselors could then sort through and analyze raw SIS data on any Windows 95/98 PC with MS Office 97 Pro. They are freed from having to work on the limited number of computers that are on the SIS network. Remember, however, that data can not be entered in with this process.

NOTE: MS Access is NOT available in the Mac MS Office 98 version. It is available in the MS Office 97 Pro version for Windows.

In order for data to be imported into Access, it must be saved in the following formats:

Text (usually saved as delimited data separated with commas)
MS Access
MS Excel
HTML documents
MS Fox Pro
MS Fox Pro 3.0
ODBC Database
dBASE III
dBASE IV
dBASE 5

Open a blank database file in Access.
Select menu File | Get External Data | Import
Browse and locate your data file on the A drive, C drive, etc.
Select the file and make sure the file type is correctly displayed in the open window.
Select Import
You will be asked how the data is described, delimited or fixed width. Delimited means the data in each category is separated by a character such as a comma, tab, semicolon, or space. Fixed width refers to data that is arranged in columns with a fixed space between each category.
Access will create the categories and input the data into columns. You will have to rename the categories (columns) to reflect the correct information. If you are importing from another DB or SS file, you have the option of importing the category titles too for each column.
Now you can manipulate the data will all the Access tools.

NOTE: In order to work with SIS data you must get the prior approval of the Principal and the SIS Coordinator, and sign a confidentiality form which states that you will not use student data for any commercial or inappropriate means.

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Computer graphic by K. Ballash. All other graphics downloaded from Anthony's Icon Library,WWW Images: http://www.cit.gu.edu.au/images/Images.html , December, 1998.