How to Export Data



How to Export Data

The Online Documentation and Support System is set up to automatically export to Microsoft Excel. However, if you prefer to work in a different program, you can download the tab-delimited export file to disk.

Look for the Data Export section at the bottom of the Main Menu.

Choose the Export link next to the desired data feature. This will activate the information input screen. Although each activity’s input screen will be a little different, you’ll be prompted for information; complete the information prompted, then choose the Export List button.

After you choose the Export List button, a File Download window will appear, giving you the options, among others, to either open or save the new file to disk. Although this window may look a little different for you (depending on your browser and/or version), you should have the option to either open the file or save it to disk.

The choice you make will depend on whether or not you want to use Excel to manipulate your data:

Open the Data File in Excel:

If you have Microsoft Excel installed on your computer and want to use it to manipulate your data, you can open the file and view it immediately, or save it to disk. To open it, at the File Download window, choose the Open button to download the data into an active Excel file (as shown below). From here, you’ll use your Excel skills to widen columns, sort, do queries, etcetera, as desired.

To save it as an Excel file to your computer without opening it, choose the Save button on the File Download window to download the data to a savable file. This will activate the Windows Save As screen, where you can save the tab-delimited download onto your computer, or floppy disk.

Save the Data File to Disk:

If you don't have Excel installed on your computer or prefer to use another spreadsheet, database, or word processing program, click on the Save button at the File Download window.

The file is tab-delimited ASCII and should be easily converted. After the file is saved to disk, you can open it with the program of your choice, then use your skills in that program to manipulate the data as desired.

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|Having problems with the data fields now? |

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|The Problem: |

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|The first line of the exported file will contain the field headings with the fields separated by tabs and the rows by carriage returns. |

|If you see any of the data "jumping rows," meaning that data is out of order in the fields, it indicates that there are extra tabs and |

|carriage returns inserted in the data by end users. |

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|The Solution: |

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|To fix this, the extra tabs and carriage returns need to be deleted from the main database that resides on the KU Work Group server. |

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|Note the ID number, date, and table name of the data with problems. You will need this information to find the item in the Online |

|Documentation System and manually remove this extra formatting from the data fields (usually from the description field, but also found |

|in other text boxes that are not automated pull-down menus). |

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|When entering data, NEVER use tabs or returns in the text boxes. |

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Data Export options

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