How to create a Microsoft Query

in Excel (Excel Query)

Written by Tom (AnalystCave) on April 25, 2016 in Excel, MS Office

You can use Microsoft Query in Excel to retrieve data from an Excel Workbook as well as
External Data Sources using SQL SELECT Statements. Excel Queries created this way can
be refreshed and rerun making them a comfortable and efficient tool in Excel.

Microsoft Query allows you use SQL directly in Microsoft Excel, treating Sheets as tables
against which you can run Select statements with JOINs, UNIONs and more. Often Microsoft
Query statements will be more efficient than Excel formulas or a VBA Macro. A Microsoft
Query (aka MS Query, aka Excel Query) is in fact an SQL SELECT Statement. Excel as well as
Access use Windows ACE.OLEDB or JET.OLEDB providers to run queries. Its an incredible
often untapped tool underestimated by many users!

WHAT CAN I DO WITH MS

QUERY?

Using MS Query in Excel you can extract data from various sources such
as:

 ExcelFiles – you can extract data from External Excel files as well as run a SELECT
query on your current Workbook

 Access – you can extract data from Access Database files

 MS SQL Server – you can extract data from Microsoft SQL Server Tables
  CSV and Text – you can upload CSV or tabular Text files

Want  more SQL Capabilities  in Excel?  Check-out my Excel SQL AddIn

STEP BY STEP – MICROSOFT

QUERY IN EXCEL
In this step by step tutorial I will show you how to create an Microsoft Query to extract data
from either you current Workbook or an external Excel file.

I will extract data from an External Excel file called MOCK DATA.xlsx. In this file I have a list
of Male/Female mock-up customers. I will want to create a simple query to calculate how many
are Male and how many Female.

Open the MS Query (from Other Sources) wizard

Go to the DATA Ribbon Tab and click From Other Sources. Select the last option From
Microsoft Query.

Select the Data Source

Next we need to specify the Data Source for our Microsoft Query. Select Excel Files to
proceed.

Select Excel Source File

Now we need to select the Excel file that will be the source for our Microsoft Query. In my
example I will select my current Workbook, the same from which I am creating my MS Query.

Select Columns for your MS Query

The Wizard now asks you to select Columns for your MS Query. If you plan to modify the MS
Query manually later simply click OK. Otherwise select your Columns.

Return Query or Edit Query

Now you have two options:

1. Return Data to Microsoft Excel – this will return your query results to Excel and complete the
Wizard
2. View data or edit query in Microsoft Query – this will open the Microsoft Query window and
allow you to modify you Microsoft Query

Optional: Edit Query

If you select the View data or edit query in Microsoft Query option you can now
open the SQL Edit Query window by hitting the SQL button. When you are done hit the return
button (the one with the open door).

Import Data
When you are done modifying your SQL statement (as I in previous step). Click the Return
data button in the Microsoft Query window.
This should open the Import Data window which allows you to select when the data is to be
dumped.

Lastly, when you are done click OK on the Import

Data window to complete running the query. You should see the result of the query as a new Excel
table:
As in the window above I have calculated how many of the records in the original table where Male and
how many Female.

AS you can see there are quite a lot of steps needed to achieve something potentially pretty
simple. Hence there are a couple of alternatives thanks to the power of VBA Macro….

MS QUERY – CREATE WITH

VBA
If you don’t want to use the SQL AddIn another way is to create these queries using a VBA
Macro. Below is a quick macro that will allow you write your query in a simple VBA
InputBox at the selected range in your worksheet.
Just use my VBA Code Snippet:

1 Sub ExecuteSQL()

2     Attribute ExecuteSQL.VB_ProcData.VB_Invoke_Func = "S\n14"

    'AnalystCave.com
3
    On Error GoTo ErrorHandl
4
    Dim SQL As String, sConn As String, qt As QueryTable
5
    SQL = InputBox("Provide your SQL Query", "Run SQL Query")
6
    If SQL = vbNullString Then Exit Sub
7     sConn = "OLEDB;Provider=Microsoft.ACE.OLEDB.12.0;;Password=;User ID=Admin;Data So
8         ThisWorkbook.Path & "/" & ThisWorkbook.Name & ";" & _

9         "Mode=Share Deny Write;Extended Properties=""Excel 12.0 Xml;HDR=YES"";"

10     Set qt = ActiveCell.Worksheet.QueryTables.Add(Connection:=sConn, Destination:=Act

11     With qt

        .CommandType = xlCmdSql

12
        .CommandText = SQL
13
        .Name = Int((1000000000 - 1 + 1) * Rnd + 1)
14

15         .RefreshStyle = xlOverwriteCells

16         .Refresh BackgroundQuery:=False

17     End With

18     Exit Sub

19 ErrorHandl: MsgBox "Error: " & Err.Description: Err.Clear

End Sub
20

21

Just create a New VBA Module and paste the code above. You can run it hitting
the CTRL+SHIFT+S Keyboardshortcut or Add the Macro to your Quick Access Toolbar.

Learning SQL with Excel

Creating MS Queries is one thing, but you need to have a pretty good grasp of the SQL language
to be able to use it’s true potential. I recommend using a simple Excel database (like Northwind)
and practicing various queries with JOINs.

ALTERNATIVES IN EXCEL –
POWER QUERY
Another way to run queries is to use Microsoft Power Query (also known in Excel 2016 and up
as Get and Transform). The AddIn provided by Microsoft does require knowledge of the SQL
Language, rather allowing you to click your way through the data you want to tranform.

MS QUERY VS POWER QUERY

CONCLUSIONS
MS Query Pros: Power Query is an awesome tool, however, it doesn’t entirely invalidate
Microsoft Queries. What is more, sometimes using Microsoft Queries is quicker and more
convenient and here is why:

 Microsoft Queries are more efficient when you know SQL. While you can click your
way through to Transform Data via Power Query someone who knows SQL will likely
be much quicker in writing a suitable SELECT query

 You can’t re-run Power Queries without the AddIn. While this obviously will be a less
valid statement probably in a couple of years (in newer Excel versions), currently if
 you don’t have the AddIn you won’t be able to edit or re-run Queries created in Power
Query

MS Query Cons: Microsoft Query falls short of the Power Query AddIn in some other
aspects however:

 Power Query has a more convenient user interface. While Power Queries are relatively
easy to create, the MS Query Wizard is like a website from the 90’s

 Power Query stacks operations on top of each other allowing more convenient
changes. While an MS Query works or just doesn’t compile, the Power Query stacks
each transform operation providing visibility into your Data Transformation task, and
making it easier to add / remove operations

In short I encourage learning Power Query if you don’t feel comfortable around SQL. If you are
advanced in SQL I think you will find using good ole Microsoft Queries more convenient. I
would compare this to the Age-Old discussion between Command Line devs vs GUI devs…