excel lesson 17 importing and exporting data microsoft office 2010 advanced cable / morrison 1
TRANSCRIPT
Excel Lesson 17Importing and Exporting Data
Microsoft Office 2010 Advanced
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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.
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Vocabulary
delimited export fixed width import signature line SkyDrive
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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.
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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.
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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.
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Importing Data from Microsoft Access (continued)
The Import Data dialog box offers options for viewing the imported data.
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Import Data dialog box
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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
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Importing Text Data (continued)
Text Import Wizard – Step 1 of 3
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Importing Text Data (continued)
Text Import Wizard – Step 2 of 3
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Importing Text Data (continued)
Text Import Wizard – Step 3 of 3
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Using the Document Inspector
The Document Inspector can locate possible hidden and personal information. – Provides the option to
delete this information
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Document Inspector dialog box
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Using the Document Inspector (continued)
Document Inspector results
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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
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Saving a File as a PDF or an XPS Document (continued)
PDF file displayed
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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.
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Exporting a File to SkyDrive (continued)
Windows Live screen after logging into account
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Exporting a File to SkyDrive (continued)
Viewing workbook in SkyDrive
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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.
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Using a Signature Line (continued)
Completed Signature Setup dialog box
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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.
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Using a Signature Line (continued)
Worksheet with signature marked as final
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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.
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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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