Import data from a database in Excel for Mac

Sometimes you need data that is stored outside of Excel, like in a database. In this case, you connect to the external data source first, and then you can work with the data.

Connect to an external data source

You can use an external data source, but it depends on the type of source.

If the source is a SQL Database

  1. On the Data tab, click New Database Query

  2. Click SQL Server ODBC.

  3. The Connect to SQL Server ODBC Data Source dialog box appears. Get the server information from your database administrator, and type it in this dialog box. Click Connect when you're done.

  4. On the left, click the arrow next to the server to see the databases.

  5. Click the arrow next to the database you want.

  6. Then click the name of the table you want.

  7. To get a preview of what the data will look like, click Run.

  8. When you're ready to bring the data into Excel, click Return Data.

  9. In the Import Data dialog box, choose where you want the data to be: either on the existing sheet, on a new sheet, or in a PivotTable. Then click OK.

If the source is not a SQL Database

If you want to use an external source that is not a SQL Database (for example, FileMaker Pro), you will need an Open Database Connectivity (ODBC) driver installed on your Mac. Information on drivers is available on this web page. Once the driver for your source is installed, you can follow these steps to use the data:

  1. On the Data tab, click New Database Query

  2. Click From Database.

  3. Add the data source for your database, and then click OK.

  4. On the left, click the arrow next to the server to see the databases.

  5. Click the arrow next to the database you want.

  6. Then click the name of the table you want.

  7. To get a preview of what the data will look like, click Run.

  8. When you're ready to bring the data into Excel, click Return Data.

  9. In the Import Data dialog box, choose where you want the data to be: either on the existing sheet, on a new sheet, or in a PivotTable. Then click OK.

See also

ODBC drivers that are compatible with Excel for Mac

Create a PivotTable to analyze worksheet data

To import data from a database, such as Microsoft SQL Server, you must have an ODBC driver that is compatible with Microsoft Query installed on your computer. Compatible ODBC drivers are available from third-party vendors. For more information, see ODBC drivers that are compatible with Excel for Mac. For more information about installing ODBC drivers, see Microsoft Query Help.

  1. On the Data menu, point to Get External Data, and then click New Database Query.

  2. Use Microsoft Query to connect to a data source and to create a query. When you have finished, click Return Data to import the data into Excel.

    For more information about connecting to a data source and using Microsoft Query, see Microsoft Query Help.

  3. In the Returning External Data to Microsoft Excel dialog box, do any of the following:

To

Do this

Choose query definition, refresh control, and data layout options

Click Properties.

Change the settings for a parameter query

Click Parameters.

Return the external data to the active sheet

Click Existing sheet. On your sheet, click the cell where you want to place the upper-left corner of the external data range, and then click OK.

Return the external data to a new sheet

Click New sheet, and then click OK.

Excel adds a new sheet to your workbook, and automatically pastes the external data range at the upper-left corner of the new sheet.

Create a PivotTable by using the external data

Click PivotTable, and then click OK.

Notes: 

  • Excel 2011 for Mac cannot import data from OLE DB or OLAP data sources.

  • By default, Excel for Mac uses tables to import data. To turn off tables when importing data, in the Returning External Data to Microsoft Excel dialog box, click Properties, and then clear the Use Table check box.

  • If the external data source you want to access is not on your local computer, you might need to contact the administrator of the database for a password, user permission, or other connection information.

See also

Import data from FileMaker Pro

Import data from a CSV, HTML, or text file

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