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Table of Contents
1. Connect to SQL database using Power Query
2. Use Microsoft Query directly (suitable for older version users)
3. Connect using ODBC data source (suitable for advanced users)
4. Precautions and tips
Home Database SQL How to connect SQL to Excel

How to connect SQL to Excel

Jul 06, 2025 am 12:41 AM

There are three ways to connect SQL database to Excel, which are suitable for different user needs. 1. Using Power Query to connect to SQL databases is the most recommended way. After opening Excel, select "From SQL Server" through the "Data" tab, enter server and database information and select authentication method. You can import the entire table or custom SQL query statements, which support timed refresh and data cleaning. 2. Use Microsoft Query directly to suit older users. Select "From Microsoft Query" in the "Data" tab. After creating the data source, you can obtain data through a graphical interface or SQL query. It has simple operation but weak functions. 3. Connecting with ODBC data source is suitable for advanced users. After configuring the system DSN in Windows, Excel imports data through ODBC, which facilitates sharing and unified maintenance of multiple applications. In addition, you need to pay attention to details such as permissions, driver installation, refresh frequency settings and voucher saving to ensure smooth connection and data synchronization.

How to connect SQL to Excel

Connecting SQL databases to Excel is a common need for many office workers and data analysts. If you need to extract data from the database and analyze it in Excel, the whole process is actually not complicated, and you can do it by mastering a few key steps.

How to connect SQL to Excel

1. Connect to SQL database using Power Query

This is the most recommended method at present, especially for scenarios where data needs to be updated regularly.

How to connect SQL to Excel
  • Open Excel and click the "Data" tab → "Get Data" → "From Other Sources" → "From SQL Server" (or other database type you use).
  • Enter the server name and database name and select the authentication method (Windows authentication or SQL account password authentication).
  • If it is the first time you connect, you may need to install some drivers, just follow the prompts.
  • After successful connection, you can choose to import the entire table, or you can write SQL query statements to filter data.
  • After loading, you can refresh the data source in Excel to keep the data in sync.

The advantage of Power Query is that it supports timed refreshes and can perform preliminary cleaning and conversion of data.

2. Use Microsoft Query directly (suitable for older version users)

If you are using Excel 2016 or earlier, you may be more familiar with this tool.

How to connect SQL to Excel
  • Click the "Data" tab → "Get Data" → "From Microsoft Query".
  • Create a new data source and select the SQL Server driver.
  • Set the DSN name, enter the server address, login information, etc.
  • After logging in successfully, you can use the graphical interface to select tables and fields, or write SQL queries directly.
  • Finally export to Excel table.

Although this method is not as powerful as Power Query, it is easier for people who are not used to the new interface.

3. Connect using ODBC data source (suitable for advanced users)

ODBC is a common database connection method suitable for users with specific configuration needs.

  • Open ODBC Data Source Manager on Windows and add a new system DSN.
  • Select SQL Server driver and fill in the server IP, login account and default database.
  • Test the connection to make sure it's fine.
  • Back to Excel, Data tab → From Other Sources → From ODBC.
  • Select the data source you just configured, enter the query statement, and load it into the worksheet.

The ODBC method is suitable for multiple applications to share the same data source, and is also convenient for unified maintenance.

4. Precautions and tips

  • Permissions issue : Make sure your database account has read permission, otherwise an error will be reported and it will not be able to connect.
  • Driver missing : Sometimes it is prompted that SQL Native Client or ODBC Driver is missing. Just go to Microsoft's official website to download and install the corresponding version.
  • Refresh frequency settings : If the data changes frequently, you can set the automatic refresh time interval in Excel.
  • Save credentials : In order to refresh the data smoothly next time, remember to check "Remember my credentials" when connecting.

Basically that's it. As long as the database is configured correctly, it is not difficult to connect to SQL in Excel. The key is to choose the right method and pay attention to the details.

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