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formatting data for import into ms access
Hi,
I am hoping someone can help me with an issue I am having with excel and ms access. I have collected data (which are in individual excel files) from 49 different school districts. All districts have used the same excel template and populated the same 32 data fields (columns). I created one large excel file from all 49 files which gives me a master table of 60,000 or so records. I have tried to import this master table into access to run some queries and as I expected, access imported some of the records but not all, creating an errors table for me. I suspected that I needed to go and reformat each column in the excel mater table, so that the formatting for each record was identical. For example I made sure that all columns that needed to be text were formatted as text (i.e., f name, l name.), etc. More importantly, I have a unique student identifier, that is 10 digits long that is assigned to each record and I made sure that this column was formatted as text so that I can link it to another table of student information that I already have. When importing the excel master table into access, it does not import a significant amount of the student id's, leaving that information within a particular record blank. Access will import other field information for records, so it is not rejecting the record altogether. I have also tried linking the table instead of reporting and when linked for some records, access displays "??NUMBER" in the cell, again an indication that access cannot interpret that particular cell information. I have also tried saving the master table as a .txt file and them importing, but still no success. I am convinced that this is do to all the different "output formatting styles" from reporting districts when they generated their files for me using their own student information systems. Does anyone have any suggestions on have to reformat/clean the master table?? Or any suggestion on how to perform an import without having such a high percentage of my records rejected during the import process? Thanks so much. |
#2
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formatting data for import into ms access
I experienced Access gives trouble importing Excel-sheets, if the number of
characters in the Access-field is not set to 255. "hershey" schreef in bericht oups.com... Hi, I am hoping someone can help me with an issue I am having with excel and ms access. I have collected data (which are in individual excel files) from 49 different school districts. All districts have used the same excel template and populated the same 32 data fields (columns). I created one large excel file from all 49 files which gives me a master table of 60,000 or so records. I have tried to import this master table into access to run some queries and as I expected, access imported some of the records but not all, creating an errors table for me. I suspected that I needed to go and reformat each column in the excel mater table, so that the formatting for each record was identical. For example I made sure that all columns that needed to be text were formatted as text (i.e., f name, l name.), etc. More importantly, I have a unique student identifier, that is 10 digits long that is assigned to each record and I made sure that this column was formatted as text so that I can link it to another table of student information that I already have. When importing the excel master table into access, it does not import a significant amount of the student id's, leaving that information within a particular record blank. Access will import other field information for records, so it is not rejecting the record altogether. I have also tried linking the table instead of reporting and when linked for some records, access displays "??NUMBER" in the cell, again an indication that access cannot interpret that particular cell information. I have also tried saving the master table as a .txt file and them importing, but still no success. I am convinced that this is do to all the different "output formatting styles" from reporting districts when they generated their files for me using their own student information systems. Does anyone have any suggestions on have to reformat/clean the master table?? Or any suggestion on how to perform an import without having such a high percentage of my records rejected during the import process? Thanks so much. |
#3
Posted to microsoft.public.excel.programming
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formatting data for import into ms access
Access will cause error if the field in Access has been defined as a number
type (Long, double, currency, etc...) and the Excel file has a string value instead. That could be the source of the issue. Additionally, text fields in Access do not accept zero length strings by default, populating the empty field with a Null value. Excel does not have comparable vallue for blank cells so set the ALLOW ZERO LENGTH property for all of your text fields to yes, that way a blank cell doesn't cause the record to imported improperly. -- Kevin Backmann "moon" wrote: I experienced Access gives trouble importing Excel-sheets, if the number of characters in the Access-field is not set to 255. "hershey" schreef in bericht oups.com... Hi, I am hoping someone can help me with an issue I am having with excel and ms access. I have collected data (which are in individual excel files) from 49 different school districts. All districts have used the same excel template and populated the same 32 data fields (columns). I created one large excel file from all 49 files which gives me a master table of 60,000 or so records. I have tried to import this master table into access to run some queries and as I expected, access imported some of the records but not all, creating an errors table for me. I suspected that I needed to go and reformat each column in the excel mater table, so that the formatting for each record was identical. For example I made sure that all columns that needed to be text were formatted as text (i.e., f name, l name.), etc. More importantly, I have a unique student identifier, that is 10 digits long that is assigned to each record and I made sure that this column was formatted as text so that I can link it to another table of student information that I already have. When importing the excel master table into access, it does not import a significant amount of the student id's, leaving that information within a particular record blank. Access will import other field information for records, so it is not rejecting the record altogether. I have also tried linking the table instead of reporting and when linked for some records, access displays "??NUMBER" in the cell, again an indication that access cannot interpret that particular cell information. I have also tried saving the master table as a .txt file and them importing, but still no success. I am convinced that this is do to all the different "output formatting styles" from reporting districts when they generated their files for me using their own student information systems. Does anyone have any suggestions on have to reformat/clean the master table?? Or any suggestion on how to perform an import without having such a high percentage of my records rejected during the import process? Thanks so much. |
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