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Excel Lesson 17 Importing and Exporting Data

Excel Lesson 17 Importing and Exporting Data. Microsoft Office 2010 Advanced. Cable / Morrison. Objectives. Import data from Microsoft Access. Import a text file. Use the Document Inspector. Save a file as a PDF document. Export a file to SkyDrive. Use signature lines. 2. 2. Vocabulary.

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Excel Lesson 17 Importing and Exporting Data

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  1. Excel Lesson 17Importing and Exporting Data Microsoft Office 2010 Advanced Cable / Morrison

  2. Objectives • Import data from Microsoft Access. • Import a text file. • Use the Document Inspector. • Save a file as a PDF document. • Export a file to SkyDrive. • Use signature lines. 2 2

  3. Vocabulary • delimited • export • fixed width • import • signature line • SkyDrive 3 3

  4. Introduction • Importing refers to bringing data from other programs into an Excel workbook. • Exporting refers to taking Excel data from a workbook and sending it to another program or to the Web. • The Document Inspector can be used to find hidden information and then choose whether to remove it from the workbook.

  5. Introduction (continued) • To share a workbook with others on the Web, you can export the file to the Web. • Microsoft’s SkyDrive account provides 25GB of free space on the Web. • Signature lines can be added to files to provide security for the file.

  6. Importing Data from Microsoft Access • Microsoft Access is a database program included in some versions of Microsoft Office. • Excel provides an easy method for importing data from an Access database into Excel.

  7. Importing Data from Microsoft Access (continued) • The Import Data dialog box offers options for viewing the imported data. Import Data dialog box

  8. Importing Text Data • Text formats that can be imported into Excel include .txt, .csv, or .prn. • You need to identify the type of data in the imported file as delimited or fixed width. • Delimited data:separated by a tab, semicolon, comma, or space • Fixed width data: separated at the same place in each cell, such as after 15 characters

  9. Importing Text Data (continued) • Text Import Wizard – Step 1 of 3

  10. Importing Text Data (continued) • Text Import Wizard – Step 2 of 3

  11. Importing Text Data (continued) • Text Import Wizard – Step 3 of 3

  12. Using the Document Inspector • The Document Inspector can locate possible hidden and personal information. • Provides the option to delete this information Document Inspector dialog box

  13. Using the Document Inspector (continued) • Document Inspector results

  14. Saving a File as a PDF or an XPS Document • PDF stands for portable document format. • PDF files can be viewed in Adobe Acrobat or Adobe Reader. • A worksheet saved as a PDF can be viewed without needing to install Excel. • The XPS format was developed by Microsoft and is similar to PDF. • PDF is accessible to more people than XPS because it is available on most platforms.

  15. Saving a File as a PDF or an XPS Document (continued) • PDF file displayed

  16. Exporting a File to SkyDrive • Microsoft offers 25 GB of online Web storage for free using the SkyDrive program. • A Windows Live account is needed to access SkyDrive. • A file exported or uploaded to a SkyDrive account can be shared and accessed.

  17. Exporting a File to SkyDrive (continued) • Windows Live screen after logging into account

  18. Exporting a File to SkyDrive (continued) • Viewing workbook in SkyDrive

  19. Using a Signature Line • A signature line is a security feature that you add to a workbook file so that someone else can sign, or verify, the information. • You can also create your own signature file to verify that it came from you.

  20. Using a Signature Line (continued) • Completed Signature Setup dialog box

  21. Using a Signature Line (continued) • Once a signature line has been added, the file is saved as a Read-Only file. • The person with an authorized signature can sign the signature line. • Any changes made to the workbook after it is signed will result in the signature being removed.

  22. Using a Signature Line (continued) • Worksheet with signature marked as final

  23. Summary In this lesson, you learned: • Data from Microsoft Access can be imported into Excel. • Text files in the .txt, .csv, and .prn formats can be imported in Excel. • The Document Inspector locates hidden or sensitive information and lets you keep or remove the data.

  24. Summary (continued) • Saving a workbook as a PDF puts the file in a format that can be sent via e-mail, and the document can be viewed without the viewer needing to install Excel. • An Excel workbook can be exported to SkyDrive. • Using signature lines adds security to a file so the file cannot be changed without the signature being removed.

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