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How to load data from Microsoft SQL Server (MSSQL) to Excel File

How to Export MSSQL to Excel: Step-by-Step Guide

Learn how to use Airbyte to synchronize your Microsoft SQL Server (MSSQL) data into Excel File within minutes.

TL;DR

This can be done by building a data pipeline manually, usually a Python script (you can leverage a tool as Apache Airflow for this). This process can take more than a full week of development. Or it can be done in minutes on Airbyte in three easy steps:

  1. set up Microsoft SQL Server (MSSQL) as a source connector (using Auth, or usually an API key)
  2. set up Excel File as a destination connector
  3. define which data you want to transfer and how frequently

You can choose to self-host the pipeline using Airbyte Open Source or have it managed for you with Airbyte Cloud.

This tutorial’s purpose is to show you how.

What is Microsoft SQL Server (MSSQL)

Microsoft SQL Server Consultants help companies choose the best business software solutions for their needs. Microsoft SQL Server Consultants help businesses resolve questions and issues, provide businesses with reliable information resources, and, ultimately, make better decisions on the software most appropriate for their unique needs. Consultants are available to help on call and can connect remotely to businesses’ computers to upgrade outdated editions of SQL servers to bring functions up to date for improved productivity.

What is Excel File

Excel File is a software application developed by Microsoft that allows users to create, edit, and analyze spreadsheets. It is widely used in businesses, schools, and personal finance to organize and manipulate data. Excel File offers a range of features including formulas, charts, graphs, and pivot tables that enable users to perform complex calculations and data analysis. It also allows users to collaborate on spreadsheets in real-time and share them with others. Excel File is available on multiple platforms including Windows, Mac, and mobile devices, making it a versatile tool for data management and analysis.

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Prerequisites

  1. A Microsoft SQL Server (MSSQL) account to transfer your customer data automatically from.
  2. A Excel File account.
  3. An active Airbyte Cloud account, or you can also choose to use Airbyte Open Source locally. You can follow the instructions to set up Airbyte on your system using docker-compose.

Airbyte is an open-source data integration platform that consolidates and streamlines the process of extracting and loading data from multiple data sources to data warehouses. It offers pre-built connectors, including Microsoft SQL Server (MSSQL) and Excel File, for seamless data migration.

When using Airbyte to move data from Microsoft SQL Server (MSSQL) to Excel File, it extracts data from Microsoft SQL Server (MSSQL) using the source connector, converts it into a format Excel File can ingest using the provided schema, and then loads it into Excel File via the destination connector. This allows businesses to leverage their Microsoft SQL Server (MSSQL) data for advanced analytics and insights within Excel File, simplifying the ETL process and saving significant time and resources.

Step 1: Set up Microsoft SQL Server (MSSQL) as a source connector

1. Open the Airbyte platform and navigate to the "Sources" tab on the left-hand side of the screen.

2. Click on the "Add Source" button and select "MSSQL - SQL Server" from the list of available connectors.

3. Enter a name for the connector and click on the "Next" button.

4. Enter the required credentials for your MSSQL - SQL Server database, including the server name, port number, database name, username, and password.

5. Test the connection to ensure that the credentials are correct and the connection is successful.

6. Select the tables or views that you want to replicate from the MSSQL - SQL Server database.

7. Choose the replication mode that you want to use, either full or incremental.

8. Configure any additional settings, such as the replication frequency and the maximum number of rows to replicate.

9. Click on the "Create Source" button to save the configuration and start the replication process.

10. Monitor the replication process and troubleshoot any issues that may arise using the Airbyte platform's monitoring and logging features.

Step 2: Set up Excel File as a destination connector

1. Open the Airbyte platform and navigate to the "Sources" tab on the left-hand side of the screen.
2. Click on the "Excel File" source connector and select "Create new connection."
3. In the "Connection Configuration" page, enter a name for your connection and select the version of Excel you are using.
4. Click on "Add Credential" and enter the path to your Excel file in the "File Path" field.
5. If your Excel file is password-protected, enter the password in the "Password" field.
6. Click on "Test" to ensure that the connection is successful.
7. Once the connection is successful, click on "Create Connection" to save your settings.
8. You can now use this connection to extract data from your Excel file and integrate it with other data sources on Airbyte.

Step 3: Set up a connection to sync your Microsoft SQL Server (MSSQL) data to Excel File

Once you've successfully connected Microsoft SQL Server (MSSQL) as a data source and Excel File as a destination in Airbyte, you can set up a data pipeline between them with the following steps:

  1. Create a new connection: On the Airbyte dashboard, navigate to the 'Connections' tab and click the '+ New Connection' button.
  2. Choose your source: Select Microsoft SQL Server (MSSQL) from the dropdown list of your configured sources.
  3. Select your destination: Choose Excel File from the dropdown list of your configured destinations.
  4. Configure your sync: Define the frequency of your data syncs based on your business needs. Airbyte allows both manual and automatic scheduling for your data refreshes.
  5. Select the data to sync: Choose the specific Microsoft SQL Server (MSSQL) objects you want to import data from towards Excel File. You can sync all data or select specific tables and fields.
  6. Select the sync mode for your streams: Choose between full refreshes or incremental syncs (with deduplication if you want), and this for all streams or at the stream level. Incremental is only available for streams that have a primary cursor.
  7. Test your connection: Click the 'Test Connection' button to make sure that your setup works. If the connection test is successful, save your configuration.
  8. Start the sync: If the test passes, click 'Set Up Connection'. Airbyte will start moving data from Microsoft SQL Server (MSSQL) to Excel File according to your settings.

Remember, Airbyte keeps your data in sync at the frequency you determine, ensuring your Excel File data warehouse is always up-to-date with your Microsoft SQL Server (MSSQL) data.

Use Cases to transfer your Microsoft SQL Server (MSSQL) data to Excel File

Integrating data from Microsoft SQL Server (MSSQL) to Excel File provides several benefits. Here are a few use cases:

  1. Advanced Analytics: Excel File’s powerful data processing capabilities enable you to perform complex queries and data analysis on your Microsoft SQL Server (MSSQL) data, extracting insights that wouldn't be possible within Microsoft SQL Server (MSSQL) alone.
  2. Data Consolidation: If you're using multiple other sources along with Microsoft SQL Server (MSSQL), syncing to Excel File allows you to centralize your data for a holistic view of your operations, and to set up a change data capture process so you never have any discrepancies in your data again.
  3. Historical Data Analysis: Microsoft SQL Server (MSSQL) has limits on historical data. Syncing data to Excel File allows for long-term data retention and analysis of historical trends over time.
  4. Data Security and Compliance: Excel File provides robust data security features. Syncing Microsoft SQL Server (MSSQL) data to Excel File ensures your data is secured and allows for advanced data governance and compliance management.
  5. Scalability: Excel File can handle large volumes of data without affecting performance, providing an ideal solution for growing businesses with expanding Microsoft SQL Server (MSSQL) data.
  6. Data Science and Machine Learning: By having Microsoft SQL Server (MSSQL) data in Excel File, you can apply machine learning models to your data for predictive analytics, customer segmentation, and more.
  7. Reporting and Visualization: While Microsoft SQL Server (MSSQL) provides reporting tools, data visualization tools like Tableau, PowerBI, Looker (Google Data Studio) can connect to Excel File, providing more advanced business intelligence options. If you have a Microsoft SQL Server (MSSQL) table that needs to be converted to a Excel File table, Airbyte can do that automatically.

Wrapping Up

To summarize, this tutorial has shown you how to:

  1. Configure a Microsoft SQL Server (MSSQL) account as an Airbyte data source connector.
  2. Configure Excel File as a data destination connector.
  3. Create an Airbyte data pipeline that will automatically be moving data directly from Microsoft SQL Server (MSSQL) to Excel File after you set a schedule

With Airbyte, creating data pipelines take minutes, and the data integration possibilities are endless. Airbyte supports the largest catalog of API tools, databases, and files, among other sources. Airbyte's connectors are open-source, so you can add any custom objects to the connector, or even build a new connector from scratch without any local dev environment or any data engineer within 10 minutes with the no-code connector builder.

We look forward to seeing you make use of it! We invite you to join the conversation on our community Slack Channel, or sign up for our newsletter. You should also check out other Airbyte tutorials, and Airbyte’s content hub!

What should you do next?

Hope you enjoyed the reading. Here are the 3 ways we can help you in your data journey:

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Integrating diverse data sources is crucial for organizations aiming to maximize their data potential. This article explores the process of exporting data from MS SQL Server to Excel, offering insights into configuration, benefits, and best practices.

By leveraging this MSSQL to Excel integration, organizations can streamline data transfer, enhance data management capabilities, and facilitate informed decision-making through access to accurate, up-to-date information.

We'll explore two methods: manual data export, which typically requires significant time and effort, and an automated approach of connecting MS SQL Server with Excel using Airbyte that can be set up in minutes. This guide aims to walk you through both processes effectively, helping you choose the method that best suits your needs.

About MSSQL

MSSQL (Microsoft SQL Server) is a relational database management system developed by Microsoft. It's used for storing and retrieving data as requested by other software applications. It features advanced capabilities like data warehousing, business intelligence, and analytics.

About Excel

Excel, a versatile spreadsheet tool within the Microsoft Office suite, has become an indispensable asset for data engineers and analysts worldwide. Its user-friendly interface, combined with powerful data manipulation and visualization capabilities, makes it a go-to solution for various data-related tasks. Excel's popularity stems from its ability to handle large datasets, perform complex calculations, and create insightful charts and pivot tables. For data engineers, Excel often serves as a familiar starting point for data exploration and preliminary analysis before moving to more specialized tools.

How to export MSSQL data to Excel?

Let's explore two methods to export your MSSQL data to Excel: 

  • An automated solution of connecting MSSQL to Excel using Airbyte
  • A manual approach of connecting MSSQL to Excel

Method 1: Automate or Schedule the export of MSSQL data to Excel using Airbyte

Airbyte offers a more efficient and reliable way to export your MS SQL Server data for use in Excel, with the added benefit of automation and scheduling. This means you can set up your data exports to run at specified intervals - be it hourly, daily, weekly, or any custom frequency you need - eliminating the need for manual effort and ensuring your Excel data is always up-to-date. While Airbyte doesn't directly support Excel as a destination, we can use alternative methods that allow for easy Excel integration.

1. Set up MSSQL as a source connector in Airbyte

  • Log in to your Airbyte account or set up Airbyte Open Source locally.
  • Navigate to the 'Sources' tab and click 'New Source'.
  • Select 'MS SQL Server' from the list of available connectors.
  • Follow the prompts to enter your MS SQL Server credentials and configure the connection.
  • Test the connection to ensure it's working correctly.

2. Set up a destination connector in Airbyte

Local CSV Destination (for direct Excel compatibility)

  • In the 'Destinations' tab, click 'New Destination'.
  • Select 'Local CSV' as your destination.
  • Configure the local path where you want to save the CSV files.
  • These CSV files can be directly opened in Excel.

3. Create a connection in Airbyte

  • Navigate to the 'Connections' tab and click 'New Connection'.
  • Select MS SQL Server as the source and your chosen destination (Local CSV).
  • In the 'Streams' section, choose which data you want to export from MS SQL Server.
  • Set your sync frequency based on how often you need updated data.
  • Configure any necessary transformations or mappings.
  • Save and run your connection to start the initial sync.

4. Accessing your data in Excel

  • Navigate to the local directory you specified.
  • Open the CSV files directly in Excel.

Airbyte keeps your MS SQL Server data in sync at the frequency you specify in step #3, ensuring your Excel data warehouse is always up-to-date with your MS SQL Server data. ‍This method eliminates manual export processes from MS SQL Server, reduces the risk of human error, and saves considerable time, especially when dealing with large datasets or frequent updates.

Remember, while this method of exporting MSSQL data to Excel requires initial setup, it provides long-term benefits in terms of efficiency and data accuracy. You'll spend less time on data preparation and more time on valuable analysis and decision-making.

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Method 2: Manually exporting MS SQL Server data to Excel

1. Connect to SQL Server

  • Open SQL Server Management Studio (SSMS).
  • Connect to your SQL Server instance.

2. Write and execute your SQL query

  • In SSMS, open a new query window.
  • Write your SQL query to select the data you want to export.
  • Execute the query to ensure it returns the desired results.

3. Copy the results

  • After executing the query, you'll see the results in the "Results" pane.
  • Select all the results by clicking the top-left corner of the results grid.
  • Right-click and choose "Copy" or press Ctrl+C.

4. Open Microsoft Excel

  • Launch Microsoft Excel.
  • Open a new workbook.

5. Paste the data into Excel

  • Select cell A1 in your Excel worksheet.
  • Right-click and choose "Paste" or press Ctrl+V.

6. Format the data

  • Adjust column widths if necessary.
  • Apply any desired formatting to your data.

7. Save the Excel file

  • Click on "File" > "Save As".
  • Choose a location and file name.
  • Select the desired Excel file format (e.g., .xlsx).
  • Click "Save".

Alternative Method using SQL Server Import and Export Wizard:

1. Open SQL Server Management Studio.

2. Connect to your SQL Server instance.

3. Right-click on the database you want to export data from.

4. Select "Tasks" > "Export Data".

5. In the SQL Server Import and Export Wizard:

  • Choose "Data source" as SQL Server Native Client.
  • Select your server name and database.
  • Choose "Destination" as Microsoft Excel.
  • Click "Next".

6. Choose to copy data from one or more tables or views, or write a query to specify the data to transfer:

  • If selecting tables/views, choose the ones you want to export.
  • If using a query, write your SQL query to select the data.

7. Specify the destination Excel file:

  • Choose the Excel version.
  • Specify the file name and location.

8. Review the summary of your choices and click "Finish" to start the export process.

9. Once completed, open the Excel file to verify the exported data.

This method doesn't require manual copying and pasting, and it can handle larger datasets more efficiently.

Remember that both methods have limitations on the amount of data that can be exported to a single Excel sheet. If you're dealing with very large datasets, you might need to consider other options or tools designed for handling big data exports.

Use cases for exporting MSSQL data to Excel

1. Financial reporting and analysis

  • Accountants and financial analysts often need to work with large datasets from MSSQL databases.
  • Exporting this data to Excel allows them to create pivot tables, charts, and graphs for financial reports.
  • They can perform complex calculations, trend analysis, and forecasting using Excel's built-in functions and tools.
  • This approach combines the power of SQL for data retrieval with Excel's familiar interface for data manipulation and visualization.

2. Data sharing with non-technical stakeholders

  • Many business users are more comfortable working with Excel than directly querying a database.
  • Exporting MSSQL data to Excel makes it easier to share information with managers, executives, or clients who may not have access to or knowledge of the database system.
  • Excel files can be easily distributed via email or shared drives, allowing for wider access to important data.
  • Recipients can then sort, filter, and analyze the data using Excel's user-friendly interface without needing SQL skills.

3. Data cleaning and preparation for other systems

  • When migrating data between systems or preparing datasets for import into other applications, Excel can serve as an intermediate step.
  • Exporting MSSQL data to Excel allows for manual review and cleaning of the data.
  • Users can easily identify and correct errors, remove duplicates, or format data as needed.
  • Excel's features like find-and-replace, conditional formatting, and data validation can be useful for these tasks.
  • Once the data is cleaned and prepared in Excel, it can be saved in various formats (CSV, XML, etc.) for import into other systems or applications.

Why choose Airbyte for connecting MSSQL to Excel?

Airbyte offers several advantages for your data integration needs:

1. Easy setup: Airbyte's user-friendly interface makes it simple to create connections between MSSQL and Excel.

2. Automation: Schedule your data syncs to run automatically, saving time and ensuring data consistency.

3. Customization: Choose exactly which data to export and how often to update it.

4. Scalability: Airbyte can handle large datasets, making it suitable for businesses of all sizes.

5. Open-source: Benefit from community-driven development and the ability to customize connectors if needed.

Conclusion

Exporting data from MSSQL to Excel is crucial for many businesses to leverage their data effectively. While manual export is possible, using a tool like Airbyte can significantly streamline this process, saving time and reducing errors. By automating your data exports with Airbyte, you can ensure that your Excel files are always up-to-date, allowing you to focus on analyzing and deriving insights from your data rather than managing exports.

Ready to simplify your MSSQL to Excel exports? Try Airbyte for free.

What should you do next?

Hope you enjoyed the reading. Here are the 3 ways we can help you in your data journey:

flag icon
Easily address your data movement needs with Airbyte Cloud
Take the first step towards extensible data movement infrastructure that will give a ton of time back to your data team. 
Get started with Airbyte for free
high five icon
Talk to a data infrastructure expert
Get a free consultation with an Airbyte expert to significantly improve your data movement infrastructure. 
Talk to sales
stars sparkling
Improve your data infrastructure knowledge
Subscribe to our monthly newsletter and get the community’s new enlightening content along with Airbyte’s progress in their mission to solve data integration once and for all.
Subscribe to newsletter

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Frequently Asked Questions

What data can you extract from Microsoft SQL Server (MSSQL)?

MSSQL - SQL Server provides access to a wide range of data types, including:  

1. Relational data: This includes tables, views, and stored procedures that are used to store and manipulate data in a structured format.  

2. Non-relational data: This includes data that is not stored in a structured format, such as XML documents, JSON objects, and binary data.  

3. Spatial data: This includes data that is related to geographic locations, such as maps, coordinates, and spatial queries.  

4. Time-series data: This includes data that is related to time, such as timestamps, dates, and time intervals.  

5. Graph data: This includes data that is related to relationships between entities, such as social networks, supply chains, and organizational structures.  

6. Machine learning data: This includes data that is used for training and testing machine learning models, such as feature vectors, labels, and performance metrics.  

7. Streaming data: This includes data that is generated in real-time, such as sensor data, log files, and social media feeds.

What data can you transfer to Excel File?

You can transfer a wide variety of data to Excel File. This usually includes structured, semi-structured, and unstructured data like transaction records, log files, JSON data, CSV files, and more, allowing robust, scalable data integration and analysis.

What are top ETL tools to transfer data from Microsoft SQL Server (MSSQL) to Excel File?

The most prominent ETL tools to transfer data from Microsoft SQL Server (MSSQL) to Excel File include:

  • Airbyte
  • Fivetran
  • Stitch
  • Matillion
  • Talend Data Integration

These tools help in extracting data from Microsoft SQL Server (MSSQL) and various sources (APIs, databases, and more), transforming it efficiently, and loading it into Excel File and other databases, data warehouses and data lakes, enhancing data management capabilities.