Microsoft Office

Using Microsoft Query with External Database Files 33
Working with Data Returned by Query
Excel stores the data that Query returns in either a worksheet or a pivot table. When Excel stores data in
a worksheet, it stores the data in a table that’s a specially named range known as an external data range;
Excel creates the name for this range automatically. In this example, the external data range is named
Table_Query_from_Budget_Database.
You can manipulate data returned from a query just like any other worksheet range. For example, you can
sort the data, format it, or create formulas that use the data.
The following sections describe what you can do with the data that Excel receives from Query and stores in
a worksheet.
Adjusting the external data range properties
You can adjust various properties of the external data range by using the External Data Properties dialog box
(see Figure 33.12).
To display this dialog box, the cell pointer must be within the external data range. You can open this dialog
box by using either of three methods:
n Right-click and choose Table ➪ External Data Properties from the shortcut menu.
n Choose Data ➪ Manage Connections ➪ Properties.
For more settings (applicable for advanced users), click the Properties icon, which is directly to the right
of the Name box in the External Data Properties dialog box. Excel displays the Connection Properties
dialog box.
FIGURE 33.12
The External Data Properties dialog box enables you to specify various options for an external data range.
Refreshing a query
After performing a query, you can save the workbook file and then retrieve it later. The file contains the data
that you originally retrieved from the external database. The external database may have changed, however,
in the interim.
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