Excel Lesson 17
Importing and Exporting Data
Microsoft Office 2010
Advanced
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Objectives
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Excel Lesson 17
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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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Microsoft Office 2010 Advanced
Vocabulary
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Excel Lesson 17
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delimited
export
fixed width
import
signature line
SkyDrive
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Microsoft Office 2010 Advanced
Introduction
Excel Lesson 17
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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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Microsoft Office 2010 Advanced
Introduction (continued)
Excel Lesson 17
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To share a workbook with others on the Web,
you can export the file to the Web.
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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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Microsoft Office 2010 Advanced
Importing Data from Microsoft
Access
Excel Lesson 17
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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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Microsoft Office 2010 Advanced
Importing Data from Microsoft
Access (continued)
Excel Lesson 17
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The Import Data
dialog box offers
options for viewing
the imported data.
Import Data dialog box
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Microsoft Office 2010 Advanced
Importing Text Data
Excel Lesson 17
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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.
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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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Microsoft Office 2010 Advanced
Importing Text Data (continued)
Text Import Wizard – Step 1 of 3
Excel Lesson 17
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Microsoft Office 2010 Advanced
Importing Text Data (continued)
Text Import Wizard – Step 2 of 3
Excel Lesson 17
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Microsoft Office 2010 Advanced
Importing Text Data (continued)
Text Import Wizard – Step 3 of 3
Excel Lesson 17
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Microsoft Office 2010 Advanced
Using the Document Inspector
Excel Lesson 17
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The Document
Inspector can locate
possible hidden and
personal information.
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Provides the option to
delete this information
Document Inspector dialog box
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Microsoft Office 2010 Advanced
Using the Document Inspector
(continued)
Document Inspector results
Excel Lesson 17
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Microsoft Office 2010 Advanced
Saving a File as a PDF or an XPS
Document
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PDF stands for portable document format.
Excel Lesson 17
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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.
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PDF files can be viewed in Adobe Acrobat or
Adobe Reader.
PDF is accessible to more people than XPS
because it is available on most platforms.
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Microsoft Office 2010 Advanced
Saving a File as a PDF or an XPS
Document (continued)
PDF file displayed
Excel Lesson 17
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Microsoft Office 2010 Advanced
Exporting a File to SkyDrive
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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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Microsoft Office 2010 Advanced
Exporting a File to SkyDrive
(continued)
Excel Lesson 17
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Windows Live
screen after logging
into account
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Microsoft Office 2010 Advanced
Exporting a File to SkyDrive
(continued)
Viewing workbook in SkyDrive
Excel Lesson 17
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Microsoft Office 2010 Advanced
Using a Signature Line
Excel Lesson 17
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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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Microsoft Office 2010 Advanced
Using a Signature Line (continued)
Excel Lesson 17
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Completed
Signature Setup
dialog box
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Microsoft Office 2010 Advanced
Using a Signature Line (continued)
Excel Lesson 17
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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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Microsoft Office 2010 Advanced
Using a Signature Line (continued)
Worksheet with signature marked as final
Excel Lesson 17
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Microsoft Office 2010 Advanced
Excel Lesson 17
Summary
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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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Microsoft Office 2010 Advanced
Summary (continued)
Excel Lesson 17
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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.
Cable / Morrison
Microsoft Office 2010 Advanced