By Cristian G. Guasch • Updated: 02/09/25 • 3 min read
Let me share with you how I combine Excel and SQL in my work – it’s like having the best of both worlds! I’ll break this down into simple, practical steps that you can follow along.
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Why I Love Using SQL with Excel
You know how Excel is already amazing for working with data? Well, adding SQL to the mix makes it even better! Here’s why I personally love this combination:
- It handles huge amounts of data: When I’m dealing with massive datasets that make Excel crawl, SQL queries help me work with them smoothly
- It saves me tons of time: Instead of doing complex Excel formulas, I can write simple SQL queries to get exactly what I need
- It’s perfect for repetitive tasks: Once I write a SQL query, I can reuse it again and again
Getting Started: The Basic Setup
Let me show you how I connect Excel to a database. Think of it like building a bridge between your Excel spreadsheet and your data. Here’s what I do:
- Open Excel and go to the Data tab
- Click on Get Data (you’ll find this in the newer versions of Excel)
- Choose From Database and then pick your database type (like SQL Server)
sqlCopy-- Here's a simple query I often use to get started:
SELECT FirstName, LastName, Department
FROM Employees
WHERE Department = 'Sales';
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Three Ways I Connect Excel and SQL
I use different methods depending on what I need to do:
- Microsoft Query – This is my go-to for simple stuff:
- It’s already built into Excel
- Super easy to use
- Perfect for basic queries
- ODBC Connection – I use this when I need something more robust:
- Connects directly to databases
- Great for regular data updates
- More flexible than Microsoft Query
- Power Query – My favorite for complex data work:
- Has a nice visual interface
- Lets me combine data from different sources
- Makes it easy to clean up messy data
Tips From My Experience
Here are some things I’ve learned that might help you:
- Start small: Don’t try to import your entire database at once. I usually begin with a small subset of data to test things out.
- Watch your file size: Excel files can get huge quickly! I try to only import the columns I actually need.
- Refresh regularly: I make sure to refresh my data connections periodically to keep everything up to date.
My Favorite Add-ins for SQL in Excel
When I want to do more advanced stuff, I use these add-ins:
- Power Query: This is my absolute favorite. It’s like having a Swiss Army knife for data. I use it to:
- Clean up messy data
- Combine data from different sources
- Create repeatable data transformations
- SQL Spreads: I love this one for when I need to:
- Update database records directly from Excel
- Work with live data
- Share data updates with my team
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