Creating a Data Table / Importing External Data / Refreshing Data Option 1

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1 Creating a Data Table / Importing External Data / Refreshing Data Option 1 From your desktop, open excel From an open excel workbook: - Click Data - Import External Data - Import Data

2 Creating a Data Table / Importing External Data / Refreshing Data Option 2 From the select data source dialog box: - Navigate to where you have your SRSD file stored. - Highlight to select your file - Click open The text import wizard begins: - Step 1 - Leave defaults set - Click next

3 Creating a Data Table / Importing External Data / Refreshing Data Option 3 Step 2 - In the data display area, click to create break Lines - The data between each break line represents a field of data. Each set of break lines will import into excel as a column. - See below for how to determine where break lines should be placed for SRSD files. - Use scroll tabs to maneuver through file layout. The breaks correspond to the file layout / position in record. - From the file layout provided in the SRSD manual, see the record position area. - The position area will verify where break lines should be placed.

4 Creating a Data Table / Importing External Data / Refreshing Data Option 4 - Once break lines / fields have been determined - Click Next - Step 3 lets you change the data format of each column. - Leave format set to General, otherwise, highlight each column and change data format or - If you only want certain data imported, you can exclude areas from importing by highlight column and click do not import. - Either way, when ready, Click finish

5 Creating a Data Table / Importing External Data / Refreshing Data Option 5 Choose the new worksheet option Click OK ** The requested data is imported into excel, with the columns (break lines) as designated. You can start formatting the worksheet.

6 Creating a Data Table / Importing External Data / Refreshing Data Option 6 - Place cursor in cell A1 - Click Insert Row - Row is inserted - Add Column Headings if desired.

7 Creating a Data Table / Importing External Data / Refreshing Data Option 7 Some data will need to be formatted differently than was imported. Excel usually truncates leading zeros displaying only those numbers greater than 0. To format cells to accommodate all character spaces: - Click column where you want to format. - Click format then choose cells. - Choose the Number tab. - Choose the Custom option in category - In the type field, enter as many 0 s (characters) as needed for that specific field length. - Example: Field 5 (school / facility) should be 5 character spaces in length hence, 5 zeros are typed into the data type box. - Click OK - Data will display in highlighted column with 5 characters. Quick Reference for Formatting Data: If you want data to display and print in/on the data table, you will need to format the data in the columns. For a quick reference, the following fields would need to be amended - (this only has to be done the first time the data table is set-up. From this point forward, each time you refresh this file with a new data source, the data will be formatted as you specified the first time).

8 Creating a Data Table / Importing External Data / Refreshing Data Option 8 For each field, you will always 1) Highlight the column containing the data to format. 2) Click Format on the Menu Bar. 3) Click Cells. 4) Choose Category. 5) Enter the data type. 6) Click OK Field Description Category to choose Type to enter Number 5 School / Facility Custom 5 zero s GE FTE Number Use default Decimal = 2 places 19 Grade / Setting Custom 2 zero s Racial / Ethnic Custom 6 zero s Program Participation I Custom 9 zero s Sec 52 FTE Number Use default Decimal = 2 places 41 Sec 53 FTE Number Use default Decimal = 2 places 63 CTE Population Category Custom 8 zero s UIC Custom 10 zero s Program Participation II Custom 20 zero s Data is formatted. To apply data filters: - Click Data > Filter > Auto Filter

9 Creating a Data Table / Importing External Data / Refreshing Data Option 9 Notice filter buttons inserted in al columns. - Filter data by clicking down arrow next to each column / field - Example: I want to see only female records - Click down arrow on Gender column - Click on F - The data has been filtered to see only female students. - To remove filter, click: Data > Filter > Auto Filter

10 Creating a Data Table / Importing External Data / Refreshing Data Option 10 You can also define different operands to get very specific on what data is wanted. - Example: I want to see all records whose resident LEA (Field 4) is not = to my district. - Click Down arrow in FLD 4 - Choose Custom - Show rows where (box): Choose operand which in this case would be: Does Not Equal - Any district # - Click OK

11 Creating a Data Table / Importing External Data / Refreshing Data Option 11 - Only those records not = to are displayed. - To save the data table - Click File > Save As

12 Creating a Data Table / Importing External Data / Refreshing Data Option 12 - Choose destination folder - Choose save as type = Excel Workbook - Name File - Click Save Now that the Template is set, you only ever have to refresh your data source to accommodate a different data file. Formatting, displayed fields etc. are set. Earlier, we imported the Fall 03 data file. Now I want to use the Spring 04 data to display updated information. To bring in updated files using the same formatting structure, you would: Open Excel

13 Creating a Data Table / Importing External Data / Refreshing Data Option 13 When in excel: - Click File - Click Open - Navigate to where you saved your data table - Select the data table you want - Click Open After file is opened (it will contain the data you last saved with) - Click Data - Click Refresh Data

14 Creating a Data Table / Importing External Data / Refreshing Data Option 14 - Choose the updated SRSD file - Click Import - Data Displayed is displayed from file used to refresh showing all fields previously defined - Generally speaking, there is no need to save this file again just close. It would probably be more beneficial to refresh your data every time you need to use the template.

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