Linking a Table to Excel Data
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- Piers Bishop
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1 Linking a Table to Excel Data You can use existing data entered in a Microsoft Excel spreadsheet or a CSV (comma-separated) file to create an AutoCAD table. This is an example of object linking. In this case, an AutoCAD table references, or links to, spreadsheet data. The object, known as the OLE server, is the spreadsheet data. AutoCAD is the destination application, or OLE client. Linking a spreadsheet to an AutoCAD table allows changes made to the spreadsheet to update in the AutoCAD table. You can also write changes made to the AutoCAD table back to the spreadsheet. Creating the Link TABLE Menu Home > Annotation Annotate > Tables Type Table TABLE TB appears. See Figure 11A-2. To create a table based on an existing Excel or CSV file, use the TABLE tool to open the Insert Table dialog box. Pick the From a data link radio button in the Insert options area shown in Figure 11A-1. Next, establish a data link between Excel and AutoCAD. If you already formed a link, the link is available from the drop-down list for reuse. To create a new data link, pick the Launch the Data Link Manager dialog button, or choose the Launch Data Link Manager option from the drop-down list. The Select a Data Link dialog box, which is the same as the Data Link Manager dialog box, You can link data to an existing table cell by picking inside a table cell and then selecting the Data Link button from the Table Cell ribbon tab or right-clicking and picking Link Cell... object linking: Referencing data from one application to use in another. OLE server: The source application in an object linking operation. OLE client: The destination application in an object linking operation. Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 1
2 Figure 11A-1. Inserting a table by linking data from an existing Excel or CSV file. Select an existing link Pick to launch the Data Link Manager dialog box Figure 11A-2. Picking the Launch Data Link Manager button displays the Select a Data Link dialog box. Pick to create a new Excel data link Pick the Create a new Excel Data Link button to display the Enter Data Link Name dialog box, and type a name for the data link in the Name text box. See Figure 11A-3. The name does not have to be the same as the name of the source file, but doing so can help you organize your files. Pick the OK button to display the New Excel Data Link: dialog box. See Figure 11A-4. If this is the first file linked to the drawing, pick the ellipses button ( ) to launch the Save As dialog box and browse for an Excel or CSV file. Choose a file and pick the Open button to return to the New Excel Data Link: dialog box, which now displays additional options. See Figure 11A-5. Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 2
3 Figure 11A-3. Enter a name for the data link in the Name text box. Figure 11A-4. The New Excel Data Link: dialog box allows you to browse for a file to link to the AutoCAD file. Specify how AutoCAD will store the path to the object file Pick to browse for an Excel or CSV file Select an already referenced file from the list To see the entire New Excel Data Link: dialog box as shown in Figure 11A-5, pick the expansion arrow at the lowerright corner. When selected, the Preview check box shows a preview of the linked table. Specifying the Path Type Use the File area of the New Excel Data Link: dialog box to select an existing Excel or CSV file and define the path type. The Path type drop-down list allows you to set how AutoCAD stores the path to the object file. AutoCAD uses the path to find the Excel or CSV file when you open the AutoCAD file. Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 3
4 Figure 11A-5. When you select a file to link, the New Excel Data Link dialog box reappears, showing a preview of the contents of the selected file. Deselect to hide preview Pick the Full path option to form an absolute path to the Excel or CSV file. The Excel or CSV file object location is set according to its location on the computer system, which means that you must locate the file in the same drive and folder specified in the saved path. You can move the AutoCAD drawing to any location, but the Excel or CSV file must remain in the saved path. This option is acceptable if it is unlikely that you will copy or move the AutoCAD and Excel or CSV files to another folder, drive, or computer. If you share your drawings with a client or eventually archive the drawings, specify a relative path. You cannot use the Relative path option if the Excel or CSV file is on a local or network drive other than the drive that stores the AutoCAD file. If you locate the AutoCAD drawing and Excel or CSV files in a single folder and subfolders, you can copy this folder to any location without losing the connection between files. For example, you can copy the folder from the C: drive of one computer to the D: drive of another computer, to a folder on absolute path: A path to a file defined by the location of the file on the computer system. relative path: A path to a file defined according to the location of the file relative to the host drawing. Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 4
5 a CD, or to an archive server. If you perform these types of transfers with the Full path option, you need to open the AutoCAD drawing after copying and redefine the saved path for the Excel or CSV file. The No Path option does not save the path to the Excel or CSV file. AutoCAD can only find and load the Excel or CSV file if the path to the file is included in one of the Support File Search Path locations, or if the Excel or CSV file is in the same folder as the AutoCAD file. The Files tab of the Options dialog box specifies the Support File Search Path locations. Specifying the Data to Link The Link options area of the New Excel Data Link: dialog box allows you to specify how much of the selected file to link to AutoCAD to form the table. Pick the Link entire sheet radio button to link a sheet selected from the Select Excel sheet to link to drop-down list. If a named range is available in the selected Excel file, you can choose the named range by picking the Link to a named range radio button and selecting the named range from the drop-down list. The third option is to pick the Link to range radio button and enter a range of cells in the text box. For example, enter A1:M9 to select only cells A1 through M9. Pick the Preview button to update the preview display. Specifying Cell Contents The Cell contents area defines how to convert cell entries from Excel to AutoCAD. The Convert data types to text, solve formulas in Excel radio button is active by default and converts all data types, such as currency or percentage, to text. Select the Keep data formats, solve formulas in Excel radio button to maintain Excel data formats supported by AutoCAD. Formulas do not import, so you must make changes to a formula using Excel. Pick the Keep data format and formulas radio button to maintain Excel data formats and formulas supported by AutoCAD. You must select the Allow writing to source file check box in order to write changes you make in the AutoCAD table back to the Excel spreadsheet. Specifying the Cell Format The Cell formatting area includes a Use Excel formatting check box. When the box is checked, AutoCAD uses the format settings in the Excel spreadsheet Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 5
6 to create the AutoCAD table. You can choose to allow formatting changes made in the Excel spreadsheet to update in the AutoCAD table by selecting the Keep table updated to Excel formatting radio button. Pick the Start with Excel formatting, do not update radio button to draw the initial table using the Excel format, but prevent formats from updating when you make changes in Excel. Deselect the Use Excel formatting check box to convert the format used for the Excel spreadsheet to the current table style. Placing the Linked Table After selecting options in the New Excel Data Link: dialog box, pick the OK button to return to the Select a Data Link dialog box. Then pick the OK button in the Select a Data Link dialog box to return to the Insert Table dialog box. To place the linked table, pick the OK button and select the table insertion point. Figure 11A-6 shows a table and the linked Excel spreadsheet. An alternative method for creating a table from Excel data is to copy the spreadsheet data from the Excel file and paste it into the drawing using the Paste Link function of the Paste Special tool (Edit > Paste Special ). Paste the copied Excel data using the AutoCAD Entities option. Adjusting Data Links Menu Table Cell > Data Download from Source Pick inside a table cell to adjust specific data link options. Brackets identify table content linked to data, and the data link icon displays when you move the cursor over linked data. See Figure 11A-7. Several options for adjusting linked data are available when you select a cell linked to data and then right-click to access the Data Links cascading submenu. Pick the Download Changes from Source File option to update the table to include changes made to the source file in this case, the Excel spreadsheet. You can also activate the Download from Source File feature from the ribbon. Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 6
7 Figure 11A-6. An example of an Excel spreadsheet used to create an AutoCAD table. This table is a parts list added to an assembly drawing. Excel Spreadsheet PARTS LIST FIND NO QTY REQD PART OR IDENT NO NOMENCLATURE OR DESCRIPTION MATERIAL 1 1 1DT1001 PEDESTAL BASE STAINLESS STEEL 2 1 1DT1002 PEDESTAL HOUSING STAINLESS STEEL 3 1 1DT1003 PEDESTAL STAINLESS STEEL 4 1 1DT1004 MAIN HOUSING STAINLESS STEEL 5 1 1DT1005 ROTATING HOUSING STAINLESS STEEL 6 1 1DT1006 JAW SHAFT STAINLESS STEEL 7 1 1DT1007 HANDLE CAM STAINLESS STEEL 8 1 1DT1008 ADJUSTMENT KNOB STAINLESS STEEL 9 1 1DT1009 NUT STAINLESS STEEL DT1010 1/4-28UNF-3 X.75 LG HEX SOC HD CAP SC STAINLESS STEEL DT1011 #5-44UNF-3 X.50 LG HEX SOC HD SET SC STAINLESS STEEL DT1012 #5-44UNF-3 X.075 LG HEX SOC HD SET SC STAINLESS STEEL Extracted AutoCAD Table Select the Upload User Changes to Source File option to update the source file to include any changes made to the AutoCAD table. Pick the Edit Data Link option to edit the data link using the Modify Excel Data Link: dialog box. This dialog box is the same as the New Excel Data Link: dialog box used to create a data link. The Open Data Link File option opens the source file. Choose the Detach Data Link option to detach, or break, the link between the AutoCAD table and the source file. Detaching a data link creates a static table that no longer links to the source file. The content of cells created as data links is locked by default. You must unlock the cells in order to make changes to the content. Unlocking a cell does not break the data link. Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 7
8 Figure 11A-7. Brackets at all four corners of the linked data identify table content linked to data. The data link icon appears when you move the cursor over linked data. Data link brackets Data link cells are automatically locked Data link icon Updating and Writing Data Link Changes Menu Insert > Linking & Extraction Download from Source Type DATALINKUPDATE Use the Download from Source tool to Menu update the AutoCAD table to reflect changes Insert > Linking & made to the source file (the Excel spreadsheet). Extraction This is the same function as the Download Changes from Source File option available when you select a table cell. Access the Upload to Source tool to update the source file to reflect Type changes made to the AutoCAD table. This is the same function as the Upload User Changes to Source File option available when you select a table cell. Upload to Source DATALINKUPDATE_W You can also access updating and writing tools by picking a table cell edge, and then right-clicking to access a shortcut menu. Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 8
9 Activity Perform the following steps to practice linking Excel files to AutoCAD tables. 1. Start a new drawing from scratch or use a template of your choice. 2. Open the Insert Table dialog box. 3. Pick the From a data link radio button from the Insert options area. 4. Select the Launch the Data Link Manager dialog button and choose the Create a new Excel Data link button. 5. Enter Vice Parts List in the Name text box and select the OK button to display the New Excel Data Link dialog box. 6. Pick the ellipses button ( ) to launch the Save As dialog box and browse for the file Vice Parts List.xls on the Student Web site. Choose the file and pick the Open button to return to the New Excel Data Link dialog box. 7. Pick the OK button to return to the Select a Data Link dialog box, and then pick the OK button to return to the Insert Table dialog box. 8. Pick the OK button and select the table insertion point. 9. Save the file as ACT11A.dwg. Copyright by Goodheart-Willcox Co., Inc. Linking a Table to Excel Data, page 9
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