Locating Excel Output Files

Transcription

1 KairosDonor How To Locating Excel Output Files Problem: How do you find the Excel file that is created when you do the Excel export? Solution: When KairosDonor exports an Excel file, it is using Excel s Text Tab Delimited format. This is a different format from the standard.xls format which is the default file type when you are trying to open an Excel file. This How To will show you how to locate the Excel Exported file and how to open it in Excel. When you create the Excel file, KairosDonor provides the exact location and file name of the file. The location will always be: C:\KairosDonor\ Excel\ Name of Ad Council\ Current\ The actual name of the file that is in the \Current folder uses this format: Name of Ad Council Year Month Day XX (where the xx is the number of the file created that same day).txt (this is a Text file not an.xls file) When the file is created, you should note the file name. However, even if you didn t note it, you can figure out the name because it will always start with the name of the Ad Council then the year then the month then the day followed by a number starting at 00. If you only exported one file on this particular day, then there would only be one file in the folder with today s date in the name.

2 Because the file is actually a Text file, if you simply go to the file and click on it, you ll open the file as a word processing file instead of an Excel file. So the proper way to open the file is to open it from Excel. From within Excel, click the file menu option, and then the Open selection from the drop down list. Excel s Open window will normally default to the My Documents folder. Since the Excel Export file is not in that folder, click the folder selection button to change the folder. From the drop down list, select the C: disc entry.

3 Scroll down to the KairosDonor folder. Your screen display may not look exactly like this listing because Windows allows you to select different formats for your listing display. For example, you can click the little format icon at the top of the screen to change the display format of the list. Regardless of the listing format you choose, you will still scroll down to the KairosDonor folder and select it. Next, following along with the folder structure that we reviewed earlier, you will select the Excel folder.

4 Next, you will select the folder that has your Advisory Council s name. Next, select the Current folder. This gives you the folder where your files are located. However, you probably won t see any files in the display. The reason is that Excel assumes that the files you want to see are normal.xls formatted files, and since the format is a TXT format, you don t see anything. Just click the Type Files button to change the format that you want to see.

5 From the list of file types, select the Text Files format. Finally, you will see the actual Excel files that KairosDonor has exported. Select the specific file that you want to review. Now, Excel will begin to open the file. Since it is a Text file, there are many options that could apply to how Excel should format the file when it opens it. KairosDonor has made it easy by using the same format that Excel uses as its default Text file format. Excel will take you through a short series of format option screens as follows:

6 At the first import screen, just click the Next button. On the second Import screen, click the Next button. On the third Import screen, click the Next button.

7 Excel will then open the file in the proper format so you can preview the data. Note that this is a data only spreadsheet there are no formulas. It just allows you to see the data as it is prepared by KairosDonor.