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You can use Microsoft Query to create a query (query: A means of finding all the records stored in a data source that fit a set of criteria you name. Queries can contain operators, quotation marks, wildcard characters, and parentheses to help focus your search.) and retrieve the data you want from an external data source (external data source: A data source that contains the data a user wants to gain access to: for example, a Microsoft Excel list or a Microsoft Access database.). For example, you can retrieve Microsoft Excel data about a specific product by region. You can create a simple query by using the Query Wizard, or you can create a more complex query by using the advanced features of Microsoft Query.

To use Microsoft Query to retrieve external data, you must:

• Have access to an external data source. If the data is not on your local computer, you may need to see the administrator of the external database for a password, user permission, or other information about how to connect to the database.

• Install Microsoft Query. If Microsoft Query is not available, you might need to install it.

• Specify a source to retrieve data from, and then start using Microsoft Query.

  For example, if you want to insert database information, display the Database toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), click Insert Database , and then click Get Data. On the Tools menu in the Select Data Source dialog box, click MS Query.

  Note  If you want help with Microsoft Query, close the Choose Data Source dialog box, and then click Microsoft Query Help on the Help menu.

Note  Remember that you can use other methods to create a query and retrieve external data. For example, when you insert database information or perform a mail merge, you can use an existing Microsoft Access query or use Microsoft Word to create a simple query.