Exporting Data to an Excel Spreadsheet

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Bennett Crawford
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1 INFORM VED 5.7 EXPORTING DATA TO EXCEL INSTRUCTIONS July 2004 Exporting Data to an Excel Spreadsheet When TCS data files (TCS files = Teacher, Class, Student) get rolled over for a district at the beginning of each school year, teachers and administrators no longer have access to the student data from the previous year, nor are they able to run reports on their students from the previous year in school/classroom/teacher perspectives. By exporting this information into Excel, teachers and administrators are able to retain a copy of these data files for their reference and use Kearny Villa Road San Diego, CA Tel: (800) Fax: (858) Copyright EDmin All rights reserved. page 1 of 9

2 1. Select a specific report to export (select filters if disaggregating). 2. Run the report. 3. Click Export (at the top or bottom of the page). 4. The following screen will appear Select Tab Delimited or Comma Delimited. This is how your data pieces will be separated when you export them. Tab delimited inserts several spaces between data pieces, whereas comma delimited separates the data using commas and quotation marks. A. Example of Tab Delimited Data: Example of Comma Delimited Data: 6. Select the export method (On Screen, To, or Download). Copyright EDmin All rights reserved. page 2 of 9

3 A. On Screen Opens a web page with your information. Use this option if you only want to view the information. B. To Your address will appear in the Export box if is entered into your Account Information in Setup. If this information is missing, this option does not function. Click Run Action. When you select this export method, a confirmation window will appear that your has been sent (see below). Click OK. Open the message in your inbox. Open the attachment in your message by double clicking on its icon. When the Opening Mail Attachment window appears, click on Open it. Click OK. Copyright EDmin All rights reserved. page 3 of 9

4 Save the attachment to a convenient location (such as your desktop) by choosing Save As in the File menu. Close the file. Launch Excel. Choose Open in the File menu, select All Files (*.*) from the Files of Type drop down menu, and locate the file where you saved it. Double click on your data file to open it. A new window will open. (Step 1 of 3) Step 1: Select the Delimited radio button. Click Next. Another new window will open. (Step 2 of 3) Copyright EDmin All rights reserved. page 4 of 9

5 Step 2: Select {none} in the Text qualifier drop-down menu. Click Next. The next window will open. (Step 3 of 3) Step 3: Choose the General (default) radio button for the Column data format. Click Finish. Copyright EDmin All rights reserved. page 5 of 9

6 C. Download is the final option. Click Run Action. The following window appears: Choose Open. Repeat, if necessary. Save the attachment to a convenient location (such as your desktop) by choosing Save As in the File menu. Launch Excel. Close the file. Choose Open in the File menu, select All Files (*.*) from the Files of Type drop down menu, and locate the file where you saved it. Double click on your data file to open it. Copyright EDmin All rights reserved. page 6 of 9

8 Step 2: Select none in the Text qualifier drop-down menu. Click Next. The next window will open. (Step 3 of 3) Step 3: Choose the General (default) radio button for the Column data format. Click Finish. An Example of an Exported Final Excel Report Copyright EDmin All rights reserved. page 8 of 9

Microsoft Access Rollup Procedure for Microsoft Office 2007. 2. Click on Blank Database and name it something appropriate.

Microsoft Access Rollup Procedure for Microsoft Office 2007 Note: You will need tax form information in an existing Excel spreadsheet prior to beginning this tutorial. 1. Start Microsoft access 2007. 2.