📌 Introduction
One of the most powerful features of Microsoft Excel is its ability to import and export data from various sources. Whether you’re bringing in large datasets from a CSV file or sharing Excel reports in different formats, knowing how to work with data in and out of Excel is essential for productivity, analytics, and collaboration.
In this blog, we’ll cover:
- 🔽 How to import data into Excel from CSV, TXT, and databases
- 🔼 How to export Excel data into multiple file formats
- 💡 Tips for handling data formats smoothly
🔽 Importing Data into Excel
Excel supports a variety of data import options, allowing you to connect to files, folders, and even online databases.
📄 1. Importing CSV Files
CSV (Comma-Separated Values) is a common format for storing raw data.
Steps:
- Go to Data tab → click Get Data → From File → From Text/CSV
- Select your .csv file
- Preview the data and click Load to bring it into Excel
🟢 Ideal for: Sales reports, software exports, contact lists
📑 2. Importing TXT Files
Text files with delimiters like tab (\t) or comma can also be imported.
Steps:
- Same as CSV: Data → Get Data → From File → From Text/CSV
- Choose delimiter type (Tab, Semicolon, Custom)
- Load and format as needed
🗃️ 3. Importing from Databases
You can import live or static data from databases like SQL Server, Access, or MySQL.
Steps:
- Data → Get Data → From Database
- Choose your source (e.g., SQL Server)
- Enter server/database credentials
- Choose tables or views to import
📊 Why use it?
- Automate data pulling
- Always stay updated with latest entries
- Integrate Excel with business systems
🔼 Exporting Data from Excel
Once your data is ready, you might want to share, analyze, or integrate it with other platforms. Here’s how to export your Excel data.
📤 1. Export as CSV
Perfect for systems that don’t accept .xlsx.
Steps:
- File → Save As
- Choose .csv from file type dropdown
- Save
🔸 Use case: Uploading customer data to a CRM, migrating product lists, etc.
📤 2. Export as PDF
Great for clean, printable reports.
Steps:
- File → Export → Create PDF/XPS Document
OR - File → Save As → Choose .pdf
✏️ Pro Tip: Use Page Layout view to ensure your PDF looks clean
📤 3. Export to Other Formats
- Text Files (.txt): Save as a tab-delimited text file
- Web Pages (.html): For embedding tables online
- XML Data: For structured data exchange
- Excel Binary Workbook (.xlsb): Faster for large files
💡 Tips for Smooth Import/Export
- 🧼 Clean your data before importing (especially CSVs)
- ✅ Check delimiters (comma, tab, semicolon) for correct parsing
- 📅 Watch out for date formats — standardize before exporting
- 🔐 When exporting sensitive data, remove formulas and use PDFs or password protection
🧠 Final Thoughts
Knowing how to efficiently import and export data in Excel is a must-have skill for any data analyst, accountant, or business user. It saves time, improves accuracy, and ensures your work is easily shareable and compatible across platforms.