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Thread: How to Import all text data in Excel spreadsheet

  1. #1
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    How to Import all text data in Excel spreadsheet

    If the data you want to use are found in a text file in which data are delimited (that is to say, separated) by tabs, commas, spaces or characters like this, simply open the file in Excel. These files are the lowest common denominator data files, because they can be administered virtually by any software on any platform.

    Excel then opens a wizard to import text (called the Text Import Wizard). You must first specify if the text file is delimited or is a fixed width. Delimited means that the data file are separated by a special character, usually a semicolon or a tab. Fixed width files have no separators but only spaces that ensure that each field always starts the same column number. For example, the first field will always start in column 1, and the second still column 16. The wizard shows a general overview of the file, which determines the best choice.

    Tips

    Some evidence to visually differentiate the two types of text files. If the fields of each line of the file are clustered with no space between them, the file is probably defined. If the fields are aligned in the preview, it is a fixed width file.
    • If you chose Delimited, you must specify the delimiter character (separator). The survey will answer this question. Tabs often look like small boxes. If you see regularly aligned between the fields of each line of text is that the content of the file is delimited with tabs. If the delimiter character is not among the choices available, enter it in the box Other. You will see the Data Preview box is immediately and automatically updated.
    • If you chose Fixed Width, you must specify where each column begins. The import wizard text may indeed have been a column boundary error or have missed a few. You can add, delete or move the boundaries of columns by clicking and dragging them in the Preview window of data.


    You must then confirm or verify the data type of each column: standard text, date, number, etc.. The types identified by default are usually perfect, except specific situation. Just click Finish (Excel) to complete the import.
    Excel also offers the Conversion Wizard, which applies the power of the Text Import Wizard to the data in your spreadsheet. It is useful when you paste the data manually from a text file, for example, or if you retrieve long text fields in a database, you prefer to partition into separate columns.

    Select the cells in question and choose Data> Convert to start the wizard. If a column has no data other than those to be distributed, select it in full: it's faster and without consequence. The whole sequence is exactly identical to the traditional use of the Text Import Wizard.
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  2. #2
    Join Date
    Mar 2005
    Location
    Portland, OR
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    523

    Re: How to Import all text data in Excel spreadsheet

    Tips

    If you regularly import the same text file with Excel, set an application database to the text file. Select the menu Data> Import External Data> Import Text File, then select the file to import. The Text Import Wizard starts, as if you had used File> Open.

    Once the import is complete, however you can click at any time anywhere in the data using the right mouse button and choose Refresh Data, or click the Refresh Data button in the toolbar of External Data tool: it will restart immediately the import operation.
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