How to Export Data from SQL Server to Excel?

The active integration of SQL Server & Excel for data management has led businesses to achieve better heights than before. However, because of this, they are often required to send the data from SQL to CSV. Thus, they try to export data from SQL Server to Excel file using query or other methods. However, there’s a bit of a complication in this procedure that acs as a barrier for users to get the desires results.

This article is going to address the causes why most businesses want to execute this data export, all possible ways like SSMS, T-SQL Queries, Automated Tool, & Power Query, Method. Moreover, challenges are also mentioned to let users understand the critical points here for efficient working.

Why Extract Data from SQL Server to CSV Format in Excel File?

The demand for transferring the SQL database files to different platforms like Excel specifically in this case isn’t new. However, recently, we have seen a rise in queries to get data from SQL Server to Excel. There are a few reasons for that mentioned below:

• Easier Data Management: Some DBAs & organizations prefer using both SQL database& Excel for better data management. This helps them work more efficiently. Mostly, this is the case with small to medium-sized organizations. Therefore, they need to send files to Excel more frequently from SQL than others.

• Detailed Analysis: It has been observed that SQL Server database files can be analyzed better in Excel with its powerful features. Therefore, users can easily get a detailed report of the database status including all the information without any kind of hassles at all.

• Sharing and Collaboration: Just because of the global acceptance of CSV file format. Users find it more convenient to share, revive & read data from an Excel CSV file instead of a traditional SQL database file like MDF or LDF.

• Forensics Analysis: Another important reason for such operations is to execute SQL Server Database Forensics Analysis. This helps them present the crucial evidence in a court of law without much hassles. Moreover, it helps LEAs in their investigation as well to a great extent.

• Offline Access of Database: Another great advantage is offline access which protects the database files from getting attacked through the internet. Saving files in Excel helps users counter SQL injection attacks for some crucial data.

All Possible Ways to Export Data from SQL Server to Excel File

We have in total four solutions that can help users get the desired solution based on the authenticity of SQL experts. Users can select any of these solutions based on their requirements after understanding the working of all.

• SSMS or SQL Server Management Studio Method
• Transact SQL Command Line Query Method
• Advanced Automated Software Wizard
• The Power Query Method

Let’s start with the SSMS method followed by the other three to help users get a detailed solution.

#1. SSMS Method to Export Bulk Data from SQL Server to Excel

To understand the SSMS method, here’s what users can do.

Step-1. Launch the SSMS  >> Right Click on Database, >> Tasks, Export.

Step-2. Hit the Next button to proceed ahead in the new window.

Step-3. Set ‘SQL Server Native Client’ In the data source section.

Step-4. Cross Check the Details or Change Them if required.

Step-5. Select the Destination as Excel in this step to move ahead.

Step-6. Finish the export data from SQL Server to Excel file in the end.

Note: Make sure to do the entire operation in the 64-bit version of the wizard. Otherwise, there are chances that the operation might result in some errors like “The operation could not be completed”.

#2. T-SQL CMD Method to Get Data from SQL Server to Excel

This method involves writing Transact-SQL (T-SQL) commands also known as queries to export data as a delimited file (e.g., CSV) and then importing it into Excel.

Here, we’re going to execute the two major operations as mentioned:

• Running T-SQL SELECT query to retrieve the desired data.
• Using the BULK INSERT command to export the query results to a CSV file. Specify headers and delimiters for proper formatting in Excel.

Export Huge Data from SQL Server to Excel with Commands:

BULK INSERT MyCsvFile.csv
  FROM (Your T-SQL SELECT query here)
  WITH (
    FIELDTERMINATOR = ',',  -- Adjust delimiter as needed (e.g., ';' for tab)
    ROWTERMINATOR = '\n',
    FIRSTROW = 2  -- Skip the first row if it contains headers
  );

#3 Automatically Export Huge Data from SQL Server to Excel

As per SQL experts & experienced MVPs from Microsoft, the Advanced SQL Recovery Tool is what provides the actual results without any hassles. This advanced tool not only help users to export data from SQL Server to Excel in 5 steps but also removes corruption in files.

Step-1. Click on the Open button and Add MDF files.

Step-2. Select the Quick or Advance Scan modes.

Step-3. Set Destination & Select the Objects too.

Step-4. Finally, Hit the Export/Save button to end.

The automated process does not require complex commands & it even helps users get back deleted data files for forensics investigation & other purposes.

#4 Power Query Method to Extract Data from SQL Server to CSV

1. Install ODBC Driver
2. Add a New Data Source
3. Open Excel & Go to Data
4. Navigate to Get & Transform Data 
5. Get Data – From Other Sources – From ODB
6. Hit the OK Button & proceed ahead.
7. Click on the Load button to add a new sheet.
8. Import Data Using Power Query is completed.

Excel Get Data from SQL Server Query with Many Challenges

Now, we have some challenges that users need to focus on. Without going through these challenges, it’s almost a waste for users to execute such an operation as it all might result in failure. Below are these challenges mentioned:

• Data Size Limitation: Not all the above methods can handle large data files. Apart from the modern-day tool, almost all the procedures fail here.
• Complex Commands: We have complex commands in the manual solution that might put some users in trouble to extract data from SQL Server to Excel.
• Data Formatting Issues: Now, data formatting is another reason that some methods do not offer. This makes the scope of the entire process narrow.
• Limited Features: Manual solutions lacks advanced features available in the modern era of AI tech & smart services.

Conclusion

Finally, after discussing the detailed solution, we can come to the conclusion that not all methods are worth investing time & other resources. Therefore, it’s better if users focus only on the solution that is recommended by the experts to export data from SQL Server to Excel file in CSV format.

Also, they can select the right solution based on their requirements. In a nutshell, the process isn’t that tough as we have four methods. Only the decision of making the selection of the procedure should be wise.