Working with the DC Download Feature

Transcription

1 Working with the DC Download Feature Saving and formatting Texas Department of Agriculture Working with the Direct Certification Download Option Downloading the Direct Certification list gives you the opportunity to customize the spreadsheet with pertinent information. It also gives you an electronic copy that can be accessed at later dates for audits.

2 CONTENTS Determine what version of Excel you have:... 2 Excel Office Office Office Setting up the Location to save the downloaded file... 5 Access Direct Certification List... 6 Saving the Downloaded File... 7 Excel 2003: How to Save a Password-Protected File... 7 Excel 2007: How to Save a Password-Protected File... 9 Excel 2010, 2013, Office 365: How to Save a Password-Protected File Formatting an Excel Document Resize Columns Page set-up Page Tab Margins Tab Header/Footer Gridlines and Repeat First Row Page 1

3 A. DETERMINE WHAT VERSION OF EXCEL YOU HAVE: The instructions for working with Excel differ based on the version of Microsoft Office that you have. The following information can help you determine which set of instructions to use. Please note: The pictures are based on Word, but it applies to Excel. 1 EXCEL 2003 Office 2003 has text-based menus on the gray bar: File, Edit, View, Insert, Format, Tools, Table, Window, and Help. Click HELP > ABOUT In the ABOUT Dialog box, find the version on the top line. 1 Page 2

4 OFFICE 2007 Office 2007 introduced tabs and the Microsoft Office Button and a tab menu. Click the MICROSOFT OFFICE BUTTON > EXCEL OPTIONS. In the OPTIONS dialog box, click RESOURCES. Find the version Page 3

5 OFFICE 2010 Office 2010 introduces the FILE tab and the Microsoft Office Backstage view Click FILE > HELP Under PRODUCT ACTIVATED, find the version. OFFICE 2013 The latest version of Office still uses the File tab and the Microsoft Office Backstage View. Click File > Account Under Product Information, find the version Page 4

6 B. SETTING UP THE LOCATION TO SAVE THE DOWNLOADED FILE It is easier to determine where you want to store the Direct Certification files before you start the process. The most efficient method will be to create a Direct Certification folder and inside of that folder create a folder for the school year. 1. In the MY DOCUMENTS window, right click and choose NEW > FOLDER. 2. Name the folder DIRECT CERTIFICATION DATA. 3. Inside of that folder, right click to make another New Folder. Name it DC- followed by the current school year. Note: You will need to make the Direct Certification Data folder just once. Make a new DC- (school year) folder each August to start the new school year. Page 5

7 C. ACCESS DIRECT CERTIFICATION LIST Log-in to TX-UNPS and go to the Direct Certification module. 1. The Report Parameters give the option for Year to Date List or Select Month. The download process will work the same for both options. 2. Select Download. 3. Select Open. This will give you more control over where the file is saved. 4. Save the file before formatting. a. How to save in Excel 2003 b. How to save in Excel 2007 c. How to save in Excel 2010 Page 6

8 D. SAVING THE DOWNLOADED FILE 1. Use a clear and concise name for the document. 2. Add today s date to the document name. If you put the year first (YYMMDD), the files will sort correctly by date. Example: Direct Certification State Match List Since this file contains private information, consider saving it with the option to require a password to open the file. Be sure to write the password down and store it in a safe location. Passwords for Microsoft Office programs cannot be recovered if lost or forgotten. EXCEL 2003: HOW TO SAVE A PASSWORD-PROTECTED FILE 1. In Excel , go to the FILE menu and click SAVE AS Navigate to drive and/ or folder where you plan to save the document in the SAVE IN box at the top. Enter the document name and click OK. 2 Page 7

9 2. From the TOOLS menu, click OPTIONS. 3. On the SECURITY tab, type a password in the field for PASSWORD TO OPEN: Page 8

10 EXCEL 2007: HOW TO SAVE A PASSWORD-PROTECTED FILE 1. Click the MICROSOFT OFFICE Button > SAVE AS. Use the down arrow in the address box (top) to navigate to where you plan to save the document. Enter the document name and click OK. 2. Click the MICROSOFT OFFICE button, point to PREPARE, and then click ENCRYPT DOCUMENT. Page 9

11 3. In the PASSWORD box, type the password and click OK. EXCEL 2010, 2013, OFFICE 365: HOW TO SAVE A PASSWORD-PROTECTED FILE 1. Click FILE > SAVE AS. Use the down arrow in the address box (top) to navigate to where you plan to save the document. Enter the document name and click OK 2. Click on TOOLS (bottom right) > GENERAL OPTIONS 3. In the PASSWORD TO OPEN box, type a password and click OK. Page 10

12 Tutorial for saving Excel 2007 to Excel Click SAVE Page 11

13 E. FORMATTING AN EXCEL DOCUMENT You will need to format the document so that it will print a legible copy. Formatting also helps you read the file on the screen. The instructions for formatting the document are very similar for all versions of Excel. RESIZE COLUMNS. 1. To resize the columns so that content in the column is legible, click on the A at the top of the column and hold down the left button as you move the mouse over letters B-P to select all the columns. 2. Move the cursor to the line between P and Q. The cursor will change to a bar with an arrow over it. 3. Double-click the left button and the columns will re-size to fit the content. Page 12

14 PAGE SET-UP IN EXCEL 2003: Choose FILE > PAGE SETUP from the menu to open the PAGE SETUP dialog box. IN EXCEL 2007/2010/2013 Select PAGE LAYOUT and select the arrow in the bottom right of the PAGE SETUP group. PAGE TAB 1. On the PAGE tab, select LANDSCAPE for orientation. 2. On SCALING, select FIT TO and enter a 1 for pages wide. Leave the pages tall blank. 3. Do not click OK yet. Page 13

15 MARGINS TAB 1. Select the MARGINS tab. 2. You will need a least 1 inch margin at the top for the header 3. Do not click OK yet. Page 14

16 HEADER/FOOTER 1. Select the Header/Footer tab. Select Custom Header. 2. Click in the CENTER SECTION. The following information is how the heading looks on the Print/View selection. You can use this as the heading. Enter Year to Date if that is the option you selected. Otherwise, enter the month of the report. Page 15

17 2. Click in RIGHT SECTION. Type the word PAGE with a space after it Click on the rectangle with the number sign Enter a space Type the word OF with a space after it Click on the rectangle with 2 plus signs. 3. Click OK GRIDLINES AND REPEAT FIRST ROW 1. Select the SHEET tab. 2. On Rows to repeat at the top, select the red arrow to the right. Page 16

18 3. Click on the 1 in to the left of the first row. This will repeat the column headings on each page. 4. Click on the red arrow in the dialogue box to close it. 5. Check the box in front of Gridlines. This will print lines between columns and rows. 6. Select OK. 7. Save the file by click on the disk icon or File> Save. The file is now saved on your computer and ready to print. Page 17