any BI Query model. Export Data Quick and Dirty method NOT Quick and Slick method

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1 The following exercises are applicable in any BI Query model. For demonstration purposes we will use the Hummingbird BI Query User Retail Golf model. It can be located from your Start button > All Programs > Hummingbird > BI Data Models > RetailGolf (IF it was included in the install of your Hummingbird software, if you want it and don t have it, ask your Department Computer Administrator for assistance). Export Data Quick and Dirty method This method loses the leading zeros when taking data into Microsoft Excel. In BI Query User Version there is a reported issue that the Save Column Headings setting is NOT working. Using the > Results > Export does however save the Column Headings. 1. Generate a results set. 2. Verify that your Results Options preference setting has been set correctly by going to Results in the word menu and selecting Options. Save Column Headings should be checked, the Field separator should default to <Tab> and the Record separator should >CR><LF>. 3. Select all of the data by going to Edit on the word menu and choosing Select All or by clicking in the upper left corner of the results set where the total row count appears, or by using the keyboard shortcut Ctrl A. All cells will be selected. 4. Go to Edit in the word menu and select Copy or use the Standard Windows keyboard short cut Ctrl C. 5. Start up Microsoft Excel and go to Edit in the word menu and select Paste or use the Standard Windows keyboard shortcut of Ctrl V. Quick and Slick method This method SAVES the column headings, uses fewer mouse clicks! 1. Generate a results set. 2. Verify that your Export Options preference setting has been set correctly, by going to Tools > Preferences > Export Options. a. For the Application use the drop down box to select Microsoft Excel b. For the Execute command line, use the ellipse button on the right side of this box to browse to the Excel application which is usually on your C:\drive -- C:\program files\microsoft office\office11\excel.exe c. The Service name should automatically change to Excel. d. Commands will default to *DDE 1

2 e. Add the [New()] command in front of the [Paste()] so it looks like this: 3. Now with your results set as your active window, go to Results on the menu and select Export. 4. BI Query will launch MS Excel if it is not open and paste the data into the worksheet. 5. BI Query will open a new worksheet if MS Excel IS open and paste the data into the worksheet. Saving a Results set to a file 1. Generate a results set. 2. Verify that your Results Options preference setting is correct by going to Results in the word menu and selecting Options. Save Column Headings should be checked, the Field separator should be <Tab> and the Record separator should be <CR><LF>. Click OK. 3. From Results in the word menu, select Save Results. NOTE* where the file is located in the file folder structure by viewing the Save in drop down box. Specify a file name and location and click on OK. 4. Launch a desired Software Application (such as Microsoft Excel) and go to File in the word menu, select Open. Locate your results set file by changing Files of Type to All Files. Notice that there are two files, one with a.qrr and one with.qrd. The.qrr is BI Query software specific information, such as formats for each column and the programming language used to retrieve the results. One way to remember the file that you need is the D in.qrd stands for DATA. Select your file with the qrd extension and click on Open. 2

3 5. Walk through the File Import Wizard, accepting the defaults, until step 3. There select each attribute that has leading zeros and change the Column Data Format to Text. Then click Finish. Saving a Report or a Results set to a file using Export functionality 1. Verify that your Export Options setting is set correctly by going to Results in the word menu and choosing Options. Save Column Headings should be checked, the Field separator should <Tab> and the Record separator should be <CR><LF>. Click on OK. 2. Generate a formatted report. 3. Go to Report in the word menu, select Export Report. NOTE* where the file is located in the file folder structure by viewing the Save in drop down box. Specify a file name and location and click on OK. 4. Launch Microsoft Word. From the word menu select File, then select Open. Here may you need to change Files of Type to All Files to locate the txt report file. Select the file and click on Open. 5. Use the defaults for the File Conversion and click OK. << this depends upon your version of MS Word>> 6. You may want to change the Page Setup from File in the word menu to landscape if you have many columns in your report. 7. Set tabs by clicking on the ruler at the top of your document. 8. For a better view of this data, you can convert it to table format, by going to Edit > Select All, then go to Table > Convert > Text to table. Export using a Button 1. Navigate to a User Queries window. 2. Select tools from the word menu, select Design Mode, or click on the Design Mode icon, or the keyboard shortcut, Ctrl M. 3. Design mode can be recognized by the selected pencil icon and the vertical drawing tool bar on the left hand side of the window. Hover over each of these drawing icons to get a description of their purpose. 4. Select the Button icon near the top of the tool bar and create a new button by click HOLD and dragging in the open area of the design window. 5. To edit the text of the New button, double click on the new button. In the Edit Button dialog box, Name only gives the button function a name, it does not change the text on the button, so leave that to the default. Leave Locations to use the default window location. Now select Edit Text to change the text, color, font and font color and then say OK. 6. Change the Link to a saved query or BI Report by selecting Query or BI Query Reports from the drop down menu. Then use the Browser button that has <Current Query> to locate the name of a saved query or report that you want it to run. 7. In the Output to area, select Results Window or Application from the drop down choices. If you selected Application, the Results Options and 3

4 Export Options buttons will be activated. Select the Results Options and toggle on the options you want. Select the Export Options to select the software application you desire. 8. For exporting to MS Excel, inside Export Options, select that option from the drop down box under Application. 9. In the Execute command line browse for the execution file by clicking on the button with three dots which is to the right of the execution file name to browse. The EXE is usually located on your C: drive, C:\program files\microsoft office\office\office11\excel.exe 10. And then choose OK to except these options. OK again. 11. Click on the pencil icon to toggle out of design mode. 12. Close any open versions of MS Excel or make sure you have an empty worksheet active. 13. Click on the new button, run the report wait while Excel opens and pastes the data to make sure that your new button is working properly. 14. Do a File > Save to save the new button to the model. Export Directory Addresses 1. Submit a query to retrieve addresses only, one column of data. You may qualify on your Department, Organization or College code to limit your results to the addresses you need. 2. From the word menu, select Results and then Options. 3. In the Results Options box, make sure that Save Column Headings is UNCHECKED. 4. Set the Separators for Field to <Space>, set Record to ;, and set End of file to <None>. 5. Select OK. 6. In the query results set window, select the entire column of data by clicking on the column title. The column will turn black to indicate that it is selected. 7. Go up to Edit and Copy or do a Ctrl C to copy. Using MS Outlook to 8. Open up an Outlook session, compose a new , place your cursor in the To field and paste by Edit > Paste or do a Ctrl V to Paste. Different software may have other separator requirements. Open a Wordpad or MS Word empty document and paste the results of these addresses to view the outcome. 4

5 Optional Extra To Compose a Mailing List using Data 1. Using the same Query Results set from above, create an OSU mailing list instead. 2. First, make sure that all you have is the column of data in your results set, go to Results in the BI Query word menu, Save as > Results. 3. Make a note of where you are saving this file so we can retrieve it later. 4. Name the file and select Save. Make a note that this file will have a.qrd file extension when we look for this file later. 5. Launch an Internet browser software, like Internet Explorer or Mozilla, and go to the OSU listserv web site: http//lists.oregonstate.edu/ 6. On this page, select the link Create new list and follow the setup instructions and fill in the required blanks to set up a new listserv list. 7. After you have a new list created with a password, on the same website above go to List Administrator and find your list name and click on it. 8. When asked for the password, enter it and go to Membership Management and then select Mass Subscription. 9. In the Mass Subscription window, check you settings. Under the larger data entry window there is an option to specify a file to upload, select the Browse button to locate a file to subscribe many users at once. 10. Using the dialog box that opens, locate the results set you saved (the.qrd file extension). Click to highlight this file and select Open. This will put the location of your file in the box next to Browse. 11. Now select Submit Your Changes and the new listserv will subscribe all of the addresses from your data warehouse results. Contact information: Area of Responsibility Primary Contact Telephone # Secondary Contact Telephone # OUS Budget Mart Randy Hart Steve Smith OUS Finance Judi Saam Ted Zuschlag OUS Human Steve Smith Joy Bautz Resources Data Store OUS Space Joy Bautz Patty Ross

6 Utilization Data Mart OSU Finance OSU Human Resources OSU Student Information Systems OSU Accounts Receivable OSU Financial Aid Patty Ross Carla Patty Ross Carla Joy Bautz Carla Joy Bautz Carla Joy Bautz Carla WIT Team Carla Manager Banner ~ Data Ross Jackson Training OSU User Access Carla OUS User Access Banner_access@ous.edu 7-EASY ( ) 6