Scott Hartshorn - Excel Importing & Exporting Text Data: Quickly Turn Raw Data Into Excel Tables (Data Analysis With Excel)
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Quickly Turn Raw Data Into Excel Tables
By Scott Hartshorn
Thank you for getting this book! This book shows how to import and export different types of data from Excel. The focus is on working with common data types that you are most likely to see, including CSV format, raw ASCII tables, PDFs, or even images. This book walks through how to get each type of data into Excel, how to get that data out of Excel in a way usable to other programs, and this book includes some tips if things are not working correctly.
If you want to help us produce more material like this, then please leave a positive review for this book on Amazon . It really does make a difference!
As a way of saying thank you for your purchase, Im offering this free Excel tips and tricks book thats exclusive to my readers.
This book contains my favorite Excel functions and settings that I have seen in years of using Excel, searching for tips, and asking people How did you do that?. You can download it by going here
http://www.fairlynerdy.com/excel_tips_and_settings/
If you dont have specialized software to interrogate your data, Excel is a great tool to use simply because it is so flexible. However before you can use Excel, you have to get your data into Excel. This book goes over different ways to import your text based data into Excel, and export it back to text. Of course, CSV format is the easiest, but there are ways to work with column based tables that you might find on the internet, PDF documents, or even scanned pictures of tables. This book will go over different techniques to quickly access that data. Some of those ways work better than others, but they all tend to be easier than having to resort to typing it all in manually.
Table of Contents
The first thing you need to do if you want to work with text data and Excel is make sure that you have a good text editor. The Notepad and WordPad text editors that come with Windows simply are not good enough. And Microsoft Word doesnt count, since you cannot edit and save the raw text.
At the very least you want a text editor that will keep the characters in columns, and allow you to do things like see hidden characters. Fortunately good text editors are abundant and cheap. I use Textpad https://www.textpad.com as my preferred editor, which is free to download an unlimited trial copy, and as of this writing costs $27. An equally good one, in fact one that many people prefer, is Notepad++ https://notepad-plus-plus.org/ which is completely free.
The easiest way to work with text data in Excel is the .csv file. CSV stands for Comma Separated Values and is a quick way to move data into and out of Excel. Many other programs use CSV format, and many software languages like Python have built in functions to interpret it.
Here is an example of a .csv file with the top 500 grossing movies as of February 2016.
In many cases, youll get an icon that looks similar to the Excel icon. If that is the case, double clicking it will open it in Excel, and it will look just like regular Excel values.
If the file isnt tied to Excel, you can open it through the file open menu, and simply make sure that you are looking for csv files.
This is what the CSV looks like in a text editor.
As you can see, comma separated values is an appropriately named file type. Each comma makes a new column, and each enter will make a new line.
There are a few tricks through. If you want something to come into Excel exactly as it is, put it in quotes. For instance some of the headers on the top line are broken up so that they will take two lines in the Excel Cell. To do this, the Enter was placed inside of quotes.
What that looks like in Excel
You could do the same thing if your CSV file had commas in the data. Maybe you wanted to import dates in the cells. If the data in your CSV file looked like this
Then when you imported it into Excel, it would be four cells.
The fix for this is to make sure that any commas in your actual data are in quotes, and that the open quotes immediately follow the commas that you actually want to use to separate.
Which will make sure the commas in the quotes dont split the cells.
If you want blank cells, then multiple commas in a row will skip cells.
Of course, you wont always have your data as comma separated values, and even if you do you might not want to make a separate CSV file for them. Fortunately Excel makes other ways of importing the data fairly easy.
Well start with comma separate values that you dont want to make a .CSV for. This is a table of the heights of U.S. presidents, and it might be something that you copy off of Wikipedia or from some database.
If you copy that file to the clipboard, and paste it into Excel, it will paste into one column
Since you most likely want the data in multiple columns, the way to do that is to select the column of data, go to the Text To Columns icon, that is in the Data ribbon.
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