Export MySQL query to Excel file

Export MySQL query to Excel file (XLS or XLSX file)

Microsoft Excel (XLS or XLSX) file limits

file format	data rows size	length of cloumn
XLSX file format	Maximum of worksheet size is 1,048,576 rows by 16,384 columns.	(1) Length of formula contents: 8,192 characters (2) Total number of characters that a cell can contain: 32,767 characters
XLS file format	Maximum of worksheet size is 65,536 rows by 256 columns. First row is column name. Actual data size is 65,535 rows.

Methods

One step conversion: ex MySQL query -> Excel file

Methods of exporting MySQL query -> XLS/XLSX file

• PHPExcel
• other MySQL client softwares e.g. Toad for MySQL, $ Navicat GUI

Notice the limit of Excel XLS file format:

1. "Total number of characters that a cell can contain: 32,767 characters"
   • Using MySQL SUBSTRING() function ex: SUBSTRING(string_column, 1, 32767) for EXCEL 97-2007 (XLS 檔)
   • validate the count of characters: MySQL CHAR_LENGTH or Excel LEN functions
2. "Length of formula contents: 8,192 characters" If the content start with the symbol = or -, Excel will consider the content is formula.
   • Using CONCAT ' symbol ex: CONCAT('\'', string_column) If the content is not formula.
3. "Worksheet size: 1,048,576 rows":
   • Using LIMIT 1048576 for EXCEL 2007

integrated solution for Excel limit 1 ~ limit 3

• SELECT SUBSTRING(IF(LEFT(string_column, 1) = '-' OR LEFT(string_column, 1) = '=', CONCAT('\'', string_column), string_column), 1, 32767) FROM <table> LIMIT 1048576

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Two steps conversion ex: MySQL query -> CSV file -> Excel file

Step 1: Export the MySQL query -> CSV file

• PHPExcel or MySQL client softwares
• MySQL :: MySQL 5.7 Reference Manual :: 8.4.3 Dumping Data in Delimited-Text Format with mysqldump
  • Required FILE permission ex: GRANT FILE ON *.* TO 'user_name'@'localhost'; If you met the following error message:

mysqldump: Got error: 1045: Access denied for user 'user_name'@'localhost' (using password: YES) when executing 'SELECT INTO OUTFILE'

Condition 1: If the rows count of MySQL query is larger than 65,535 rows. You can use MS Excel.

• Cell contains return symbol should be replaced.

Condition 2: If the rows count of MySQL query is less than 65,535 rows. You can use LibreOffice Calc & MS Excel.

Step 2: Convert CSV to XLSX/XLS file format.

• MS Excel
  • How to import a .csv file that uses UTF-8 character encoding | Information Technology Group
  • Err: 解決CSV檔亂碼 (Microsoft Excel 2007 或 OpenOffice.org 3.2) Win
  • Err: Mac Office Excel 匯入中文 CSV 檔案 (Microsoft Excel for Mac 2011) macOS
• LibreOffice Calc (LibreOffice Portable)

Step 3: Data verification

1. Verify the data rows count: Equal to the rows count of MySQL query. Not equal to 65,535 rows or less than the rows count of MySQL query.
2. Verify the data column is in correct position
   • Because the CSV is not well-formatted, sometimes the data column after imported to Excel is in wrong position. If the data size is less than 65,535 rows, convert CSV to Excel/XLS by LibreOffice Calc is recommended.
   • If the data size is larger than 65,535 rows, Adjust the MySQL query to avoid the column value contains the
     • enclosure character e.g. Tab key
     • escape the enclosure character e.g. " become ""
     • return symbol to separate different data row.

Technical issues: If it costs too much time to convert to Excel file

The important steps before generating CSV file. These steps reduce the problems when the CSV file was converted to Excel file.

• Add delimiter character between different column ex: comma symbol (,) or tab symbol
• Add enclosure character ex: double quote symbol (") or single quote symbol (')
• Add escape character escape the column value if contains the enclosure character
• Remove return symbol:

  SELECT REPLACE(REPLACE(REPLACE(`my_column`, '\r\n', '   '), '\n', '   '), '\r', '   ')