How to Connect Excel to SQL Server: Every Method Explained

Method 1: Data → Get Data (Power Query)

The modern built-in approach for importing data:

Data tab → Get Data → From Database → From SQL Server Database

Enter server name and optionally database name. You can import tables directly or write custom SQL queries.

Pros: Built-in, no additional software, refresh capability, transforms data during import.
Cons: Read-only (can't write back to database), can be slow with large datasets.

Method 2: ODBC Connection

The traditional approach using ODBC drivers:

1. Set up an ODBC Data Source (Control Panel → ODBC Data Sources)
2. In Excel: Data → Get Data → From Other Sources → From ODBC

Pros: Widely compatible, works with legacy systems.
Cons: Requires driver configuration, can be finicky with 32/64-bit issues.

Method 3: Microsoft Query (Legacy)

An older interface still available:

Data → Get Data → From Other Sources → From Microsoft Query

Status: Functional but superseded by Power Query. Use Power Query for new projects.

Method 4: VBA with ADO/ADODB

For programmatic access, VBA can connect using ADO:

Dim conn As New ADODB.Connection
conn.Open "Provider=SQLOLEDB;Data Source=ServerName;Initial Catalog=DbName;Integrated Security=SSPI;"

Pros: Full control, can read and write, execute stored procedures.
Cons: Requires VBA knowledge, code maintenance, macros must be enabled.

Method 5: Third-Party Add-ins

Add-ins can provide enhanced database connectivity with features like two-way sync, better error handling, and simplified interfaces.

Pros: Often easier than VBA, may include write-back capability.
Cons: Requires installation, may have licensing costs.

Which Method to Choose?

• Ad-hoc reporting: Power Query (Get Data)
• Refreshable reports: Power Query with scheduled refresh
• Two-way sync: VBA or third-party add-in
• Complex ETL: Consider SSIS instead of Excel

Official Resources

• Connect to SQL Server database — Microsoft connection guide
• ODBC overview — understand ODBC connections