Mastering reading from Excel enables you to source data quickly and accurately for downstream tasks—auto-filling web forms, performing calculations, validating data, or generating reports. By choosing the appropriate range for each scenario, you can build clearer, more reliable workflows that save time and minimize manual intervention.
How data stored in workbook
Excel organizes data as a grid with two axes. Rows are numbered 1, 2, 3, and so on. Columns are labeled A, B, C, and so on. The intersection of a specific row and column defines a single cell, such as C2 or A5. A row represents a complete horizontal record, while a column represents a vertical field across many records. A region is a rectangular block defined by its top-left and bottom-right cells, for example from G4 to I9. Understanding these basics helps you choose the right reading scope for your task.
How to read data from Excel
There are four practical ways to read data from an Excel worksheet, all performed with the Read from Excel worksheet command. The choice depends on the target data range you need.
Reading a single cell
This is useful when you only need one exact data point. To read a single cell, specify its position by row and column, or reference it directly by its cell address, such as C2. The operation returns that unique value, which you can use immediately in your automation—for instance, to populate a web form field or check a condition.
Reading a single row
If you need every field in a particular record, read the entire row. This is ideal for processing a single order, contact, or line item. Specify the row number to retrieve all its fields. The returned data is a row of values that can be mapped to variables or further processed as a structured record.
Reading a single column
To collect all values of a specific field across many records, read a single column. For example, you might fetch all product prices from a price column or all employee names from a name column. By referencing the column number (or letter), you obtain a vertical list that can be looped over or stored as a dataset for analysis or reporting.
Reading a region
Regions offer the most flexibility when you need a subset of data that isn’t restricted to a full row or column. Define the rectangle by its top-left and bottom-right cells (for example, G4 to I9). This returns a data table that captures multiple rows and columns, making it ideal for bulk extraction of structured data. The resulting output is typically a tabular dataset that you can feed into subsequent steps, such as data cleansing, calculations, or export tasks.
Key takeaways and practical tips
Start with the simplest scope that meets your needs. If you only need a value, read a single cell. If you need a whole record, read a row. For a field across records, read a column. For a compact data block, read a region.
When designing your automation, map Excel data types to your destination variables early. A single cell can map to one value; a row or column can map to a structured set of fields; a region can become a data table for batch operations.
Output from reads is typically a data table or a list. Plan how you’ll iterate, transform, or integrate this data with web forms, databases, or reports.
Consistency matters. Keep your Excel sheets well-organized with fixed headers and stable ranges when possible to reduce maintenance and errors.
In short, know your grid: cells, rows, columns, and regions. Practice selecting the exact range you need, then let the Read from Excel worksheet action do the heavy lifting. With these techniques, you’ll extract the right data at the right time, every time.