How to Import Data into Excel

Getting data into Excel is the first step for almost any analysis, but it's often a process that trips people up. Don't worry, it's easier than you think. This guide will walk you through the most effective and common ways to import data into Excel, from simple text files to live web pages.

The Easiest Method: Copy and Paste

Before diving into more advanced import tools, let's acknowledge the simplest method: good old copy and paste. For small, well-structured datasets you find on a webpage or in another document, this is often the quickest way to get started.

Simply highlight the data you need from your source, press Ctrl+C (or Cmd+C on a Mac) to copy it, navigate to your Excel sheet, select a cell, and press Ctrl+V (or Cmd+V) to paste.

Pro Tip: Use Paste Special for More Control

Sometimes, a standard paste brings over unwanted formatting that makes a mess of your sheet. This is where Paste Special comes in. After copying your data, right-click the destination cell in Excel and look for the "Paste Special" options. Here are a few valuable choices:

• Values (V): Pastes only the raw text and numbers, ignoring all source formatting like colors, borders, and fonts. This is usually the best option for clean data entry.
• Transpose (T): This handy feature flips your data from rows to columns or vice versa. If you copy a vertical list, transposing will paste it horizontally.
• Text (T): Use this option when importing numerical IDs, such as ZIP codes or order numbers, that have a leading zero, an essential formatting you wouldn't want to get stripped during the import.

Importing from Text and CSV Files

CSV (Comma-Separated Values) and TXT files are two of the most popular formats for raw data. Thankfully, Excel has a powerful and user-friendly tool built specifically for importing this kind of information.

Starting with Excel 2016, this process is handled by the Get & Transform Data toolset, which is powered by Power Query. It’s far more flexible and robust than the old-school text import wizard.

Step-by-Step Instructions:

1. Navigate to the Data tab on the Ribbon.
2. On the far left, click Get Data > From File > From Text/CSV.
3. A file explorer window will open. Locate and select the CSV or text file you want to import and click Import.
4. A preview window will appear. Excel will automatically analyze the file and make some smart guesses about its structure. Here's what to check:
5. Load vs. Transform: At the bottom of the window, you'll see two primary options:

Using the Get & Transform/Power Query method creates a live connection to your source file. If the source CSV is updated, you can simply go to the Data tab and click Refresh All to instantly pull in the latest changes without repeating the entire import process.

Importing a Table from a Website

Ever need to analyze data that's stuck in a table on a webpage, like a list of stock prices or sports statistics? Excel can connect directly to a URL and pull that tabular data right into your workbook.

Step-by-Step Instructions:

1. Find the URL of the webpage containing the table you want to import. Copy it to your clipboard.
2. In Excel, go to the Data tab and click From Web.
3. A dialog box will appear. Paste the URL into the field and click OK.
4. Excel will analyze the page. A Navigator window will open, showing a list of tables and web views it was able to find on that URL.
5. Click on each table name in the list on the left. A preview of the data in that table will appear on the right. Once you find the correct one, select it.
6. Just like with text files, you now have the option to either Load it directly into your worksheet or Transform Data to clean it up in the Power Query editor first.

This method also creates a refreshable connection. If the data on the website is updated, you can get the latest information in Excel with a single click of the Refresh All button.

Connecting to Databases

For more technical users working with structured data systems, Excel can connect directly to various databases. This is powerful because it allows you to pull data from your company's "single source of truth" without first needing manual exports.

The process is similar to the methods above, but requires a few more details.

How to Connect:

1. Navigate to the Data tab and click Get Data > From Database.
2. You'll see a list of supported database types, including:
3. Selecting any of these will prompt you for server and database connection details. You will typically need to get this information (like server name and credentials) from your IT department or the database administrator.
4. Once connected, you'll be shown a navigator of all the available tables and views in that database. You can select the data you want, and then choose to Load or Transform it just like with any other data source.

For advanced users, you can even write a custom SQL statement directly within the connection window to pull exactly the data you need, pre-filtered and pre-joined at the source.

Best Practices for Importing Data into Excel

Importing is one thing, but importing well can save you hours of headaches later. Here are a few tips to follow.

Always Check Data Types

Power Query is smart but not perfect. After your data is loaded, double-check that your columns are formatted correctly. It's common for ZIP codes or product IDs to be mistakenly formatted as numbers (which removes leading zeros), when they function better as text. It's also important that your date columns are recognized as dates, not text, so you can sort, filter, and analyze them chronologically.

Format as a Table

The very first thing you should do after importing data into a sheet is convert it into an official Excel Table. Select any cell in your data range and press Ctrl+T. This unlocks a ton of functionality:

• Easy Sorting and Filtering: Tables come with built-in filter dropdowns in the header row.
• Easy Formatting: You will get banded rows and options of many built-in professional-looking table styles.
• Named References in Formulas: Instead of referencing $C$2:$C$100, your formulas can reference [SalesAmount]. This is much easier to read and automatically expands as you add new rows to the table.

Use The Power Query Editor

Embrace the Transform Data button. It’s better to remove unnecessary columns, filter out irrelevant rows, and correct data types in the Power Query Editor before the data is loaded into your sheet. Every change you make is saved as a repeatable step, which means every time you refresh your data, all your cleaning steps are automatically reapplied. You never have to do the manual cleanup work again.

Final Thoughts

Mastering these data import methods - whether from simple text files, dynamic websites, or powerful databases - is a fundamental Excel skill. By using the built-in Get & Transform Data tools, you can create efficient, repeatable workflows that save you from the frustrating process of manually copying data ever again.

As powerful as these features are, the time spent importing, cleaning, and reporting is a signal of a larger challenge businesses face. Rather than spending hours just gathering the data, you should be able to instantly get answers. We built Graphed to solve this by directly connecting to your marketing and sales platforms (like Google Analytics, Shopify, Facebook Ads, or HubSpot). You can ask a question in plain English, like "Show me a comparison of Facebook Ads spend versus Shopify revenue by campaign for last month," and instantly get an answer or create a live dashboard without a single CSV import.