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importing delimited data into a Microsoft Excel spreadsheet
ODE will not provide technical
support - this guide is simply a courtesy for Web visitors who
wish to import delimited data into a spreadsheet. ODE does not
endorse the Microsoft product over others, but it happens to be
included in the standard build for computers in the Ohio
Department of Education. This guide assumes the reader has a
basic level of computing experience and is using Microsoft Excel
97 or higher.
Step 1: After extracting
the data from the Ohio Educational Directory or other Ohio
Department of Education delimited data, save as a text file on a
Step 2: Open Microsoft
Step 3: Go to
"File" and select and open. In the open dialog box, be
sure that it is pointing to the same directory where you saved the
file in Step 1 (see the top text box to the right of the words
Look In). Be sure that the Files of Type text box on the bottom
left says All Files. If both of those are correct, you should see
the name of the file on the list in the middle of the dialog box.
Step 4: Text import
wizard Page 1 of 3 appears. Choose "delimited", one of
the two top left radio buttons. In the middle of this page, there
is a box that says "Start Import at Row" and defaults to
1. Click on the up arrow on the right and change it to 2; the
first row is a title and will create problems in lining up the
fields if you do not do this. Then click "next".
Step 5: On the Text Import Wizard, page 2 of 3, the top
left box has check boxes under the section "Delimiters."
Choose the one you used when you created the file on the Web site.
In the Data Preview area, you should see columns of data separated
by vertical lines. These lines should line up immediately to the
left of the first character in each field. If not, click on the
back button and make sure that you chose the appropriate delimiter
and that you started at row 2. Then click "next"
Step 6: You are now
viewing screen 3 of 3 in the text import wizard. The word
"GENERAL" will appear over each data column and the
left-most column will be highlighted. There are radio buttons in
the box on the upper right under Data Column Format that allow you
to make decisions about each column. If you want to keep the IRN
on your data file, make sure that column is highlighted in the
Data Review section and click the radio button in front of
"Text"; if you do not do so, Excel will think that this
is a number and drop leading zeroes. This applies to phone
numbers, zip codes and other data that look like numbers but are
identifying rather than counting or calculating fields. Columns
that contain all alphabetic data or mixed numeric and alphabetic
can be left as "General" or changed to "Text".
If you do not want a column, you can highlight it and click on the
radio button in front of "Do Not Import:" (the e-mail
address would be one that is not worth importing). If you chose
schools, you want to make sure that you leave the estimated
enrollment and estimated teacher numbers as general. If you have
more than one adjoining column that you want to apply a radio
button choice to, you can hold down the shift key and highlight
them all. Then click on the appropriate radio button. When you are
finished making your selections, click the "Finish"
Step 7: Now you should
see the file in spreadsheet format. It will probably look as
though some of the data are cut off but this is only a visual
effect. You can rectify it by selecting all the columns, clicking
on the menu option Format, then Column, then Auto Fit. This will
expand the column width so that all data can be viewed. You can
sort the data any way you wish, delete rows or columns or perform
any other activities that are allowed in spreadsheet manipulation.
Save the resulting spreadsheet as an Excel spreadsheet or
NOTE: If you want to use a generic addressee, e.g. Curriculum
Coordinator or Transportation Director, you can add a column in
EXCEL in which every row has that title. However, it would be
easier to create that addressee in WORD.
If you want some of the counties, you could sort by county and
delete the ones you donít want in EXCEL. However, it would be
easier to filter records in WORD MailMerge.
To generate data for address labels,
please click here.
Tuesday, August 22, 2006 10:48 AM