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ICT Skills 4

Do you know how to import data into a spreadsheet? (6/32)

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he main advantage of the import data function is that it saves time by importing data from previously created Excel file(s) into newly created Excel file(s). Moreover, it allows Excel reports and summaries to be updated whenever the original sources are changed.

It is possible to import data into Excel from a database or from a file. In order to import data from various sources:

  1. From the Data menu choose Import External Data.
  2. Click Import Data.
  3. Select the data to be imported in the Select Data Sourcedialogue box.

 

Importing external data

External data is data stored outside Excel, in applications such as Access, dBase, SQL databases or databases on Web servers. 

  1. Click the button New Source on the right-hand side, at the bottom of the Select Data Source dialogue box.
  2. Follow the steps of the Data Connection Wizard that opens. 

When you import data into Excel using the Data Connection Wizard the default method used is through OLE DB providers. As a result you obtain .odc (office data connection) files that can be opened for viewing in Internet Explorer and edited in Excel, Notepad or other Microsoft Office applications if the files do not point to an OLAP data source.

Importing data from a text file

To import data from a text file, you need to remember that the data contained in a text file is considered as external data. 

  1. Open the workbook into which you want to import the data. 
  2. On the desired worksheet, click the cell where you want to insert the data from the text file. 
  3. Make sure that there is no data below or to the right of the cell you selected, to avoid replacing existing data. 
  4. Go to Data menu|Import External Data.
  5. Click Import Data. 
  6. Click Text Files in the Files of type box. 
  7. Browse the Look in list and double-click the text file to be imported. 
  8. In the Text Import Wizard that opens follow the instructions to divide the text in columns so that it can be imported into Excel. 
  9. Click Finish at the end. 
  10. To define the formatting and layout settings for the data imported, select Properties in the Import Data dialogue box. 
  11. If you want to place the data in the location you have selected, click Existing worksheet and then OK. 
  12. If you prefer to place the data in a new worksheet, click New worksheet and then OK. In this case, Excel will add a worksheet to your workbook and insert the external data in the upper-left corner of the new worksheet.

For more information on how to import data into Excel, have a look at the Microsoft Office Online site [en]

Why is this information important for translators and translation teachers?
Sometimes translators may need to import data stored in a database or in a text file into Excel in order to make use of some of the features of this application – e.g. creating charts or reports. Moreover, translators may want to import into Excel data from a terminology database, or from a text or .csv file – such as glossaries.

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