Class 14: Data
Import and Export
Objective:
To learn how to import
data from various sources into Excel and export Excel data to different
formats, which will help in managing and sharing data efficiently.
Topics Covered:
- Importing Data:
- CSV Files: Learn what CSV files are and how to
import them into Excel.
- Text Files: Understand how to import data from plain
text files.
- Other Excel Files: Learn to import data from other Excel
workbooks.
- Exporting Data:
- PDF Format: Learn how to save your Excel data as a
PDF.
- CSV Format: Understand how to export your Excel data
as a CSV file.
Detailed
Explanation:
1. Importing Data
What is Data
Import?
Data import refers to
bringing data from external sources into Excel. This allows you to work with
data stored outside of your current workbook, like in text files or other Excel
files.
Types of Files You
Can Import:
- CSV (Comma-Separated Values) Files: These are simple text files that store
tabular data in a structured way, where each line corresponds to a data
record and fields within that record are separated by commas.
- Text Files: These can be files that contain data
separated by spaces or other delimiters (like tabs). They are not limited
to commas.
- Excel Files: You can also import data from other Excel
workbooks, allowing you to consolidate data from multiple sources.
Steps to Import
Data:
- Importing a CSV File:
- Step 1: Open Microsoft Excel.
- Step 2: Click on the Data tab in the ribbon at the top.
- Step 3: Click on Get Data > From File > From
Text/CSV.
- Step 4: A window will open where you can browse your computer. Find and
select your CSV file, then click Import.
- Step 5: Excel will show you a preview of the data. Check to make sure
everything looks correct.
- Step 6: Click Load to import the data into a new worksheet.
- Importing a Text File:
- Step 1: Open Microsoft Excel.
- Step 2: Click on the Data tab.
- Step 3: Select Get Data > From File > From
Text/CSV.
- Step 4: Choose your text file (.txt) and click Import.
- Step 5: The Text Import Wizard will open. You need to choose whether your
data is Delimited (separated by commas, tabs, etc.) or Fixed Width
(fields are aligned in columns with spaces).
- Step 6: Click Next, choose the delimiter if it's delimited, and
click Finish.
- Step 7: Click OK to load the data into your worksheet.
- Importing from Another Excel File:
- Step 1: Open the Excel workbook where you want to import data.
- Step 2: Go to the Data tab.
- Step 3: Click Get Data > From File > From Workbook.
- Step 4: Browse to the Excel file you want to import from and select it,
then click Import.
- Step 5: You will see a list of sheets in the selected workbook. Choose
the one you need and click Load.
2. Exporting Data
What is Data
Export?
Data export is the
process of saving or sending your Excel data to a different format. This is
useful for sharing your work with others or for using your data in other
applications.
Formats for
Exporting:
- PDF (Portable Document Format): A file format that preserves your
document's formatting and layout. It’s widely used for sharing documents.
- CSV (Comma-Separated Values): A simple format for storing tabular data.
It’s often used for importing and exporting data between applications.
Steps to Export
Data:
- Exporting to PDF:
- Step 1: Open the workbook that you want to export.
- Step 2: Click on the File tab in the top left corner.
- Step 3: Click on Save As.
- Step 4: Choose where you want to save the file (e.g., This PC, OneDrive).
- Step 5: In the "Save as type" dropdown menu, select PDF.
- Step 6: You can choose to export the entire workbook or just the active
sheet by selecting the appropriate option.
- Step 7: Click Save. Your Excel data will be saved as a PDF file.
- Exporting to CSV:
- Step 1: Open the workbook you want to export.
- Step 2: Click on the File tab.
- Step 3: Click on Save As.
- Step 4: Choose the location where you want to save the file.
- Step 5: In the "Save as type" dropdown menu, select CSV
(Comma delimited) (*.csv).
- Step 6: Click Save. Note that only the active worksheet will be
exported.
Exercise:
- Import a Dataset from a CSV File into
Excel:
- Follow the steps above to import a CSV
file.
- Make sure to verify the data is imported
correctly by checking for any missing or misaligned data.
- Export a Workbook to PDF Format:
- Follow the steps above to export your
workbook as a PDF.
- Open the PDF file to ensure it has saved
correctly and appears as intended.
Summary:
In this class, you
learned how to import data from various sources into Excel, including CSV
files, text files, and other Excel workbooks. You also learned how to export
your Excel data into PDF and CSV formats. Understanding how to import and
export data is essential for efficiently managing and sharing information in
Excel. This knowledge will help you work with data from different sources and
make your Excel files more versatile.
