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

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 222

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Vocabulary delimited export fixed width import signature line SkyDrive 333

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 4

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 5

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 6

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Importing Data from Microsoft Access (continued) The Import Data dialog box offers options for viewing the imported data. 7 Import Data dialog box

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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 8

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Importing Text Data (continued) Text Import Wizard – Step 1 of 3 9

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Importing Text Data (continued) Text Import Wizard – Step 2 of 3 10

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Importing Text Data (continued) Text Import Wizard – Step 3 of 3 11

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Using the Document Inspector The Document Inspector can locate possible hidden and personal information. – Provides the option to delete this information 12 Document Inspector dialog box

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Using the Document Inspector (continued) Document Inspector results 13

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 14

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Saving a File as a PDF or an XPS Document (continued) PDF file displayed 15

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 16

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Exporting a File to SkyDrive (continued) Windows Live screen after logging into account 17

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Exporting a File to SkyDrive (continued) Viewing workbook in SkyDrive 18

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 19

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Using a Signature Line (continued) Completed Signature Setup dialog box 20

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 21

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Using a Signature Line (continued) Worksheet with signature marked as final 22

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 23

Excel Lesson 17 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Saving a workbook as a PDF puts the file in a format that can be sent via , 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. 24