OFFICE OF FINANCIAL MANAGEMENT

Updated 10/05/2004

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EXPORTING A FINANCIAL REPORT FROM
DOCUMENT DIRECT TO AN EXCEL SPREADSHEET

To export a specific report to an Excel Spreadsheet, open the desired report to the section/page to be exported (for example, Financial Summary Report, ITA500). Open to page one of the desired section. From the Menu Bar, select the File Option to reveal the above Drop Down Menu. Choose the Export Option from the File Drop Down menu and choose the ASCII Option from the Export Side Menu. This option tells Document Direct that the report being exported will be exported in ASCII text format.
 

The result of selecting the Export/ASCII selection is the Export to File Option Dialog Box. From the Export to File Box, choose Current Section. Clicking the Browse Button instructs Document Direct where the file is to be saved. Save the financial report in My Document Folder.
 

To Navigate the directories in the Export to File Menu, use the two buttons to the right of the Save in: Drop Down Menu. Clicking the button with the up arrow will move Up One Level from the current folder. (Ex: From the C:\Windows Folder, clicking the Up One Level Button will result in the Folder changing to C:\.) The My Document Folder is located on the C:\ drive. Double Clicking on the My Documents Folder will result in the screen print My Documents. To create a Personal Folder, use the Up One Level Button until the root directory [C:\] is displayed, then click on the Create New Folder Button (Folder with the star in the upper right corner) and type in desired name for the new Personal Folder. Double Click on the Personal Folder just created to save to that Folder. In the File Name Box, name the file being saved. In the example, the file will be called ITA500. Click Save.
 

The Export to File Box will be displayed again. The Filename being created will now appear in the Filename Box. Click Save. The section of the report that was opened is now saved into a file called ITA500.RPT in the My Document Folder.
 

Start Excel. From the Menu Bar choose the File Option to display the File Drop Down Menu. Choose the Open File Option.
 

Using the Up One Level Button as described earlier, go to the My Documents Folder. (If a Personal Directory was used, open it.) Using the Files of Type Drop Down Menu, choose All Files (*.*). This will display files of all types located in the My Documents Folder. From the Destination Folder, select the ITA500.RPT file and Click Open.
 

Excels Text Import Wizard is automatically opened at this point to determine the format of the file being opened. In Step 1 of 3, select Fixed width, as the file being brought in is in ASCII text format. Click Next.
 

In Step 2 of 3 the definition of what appears in each cell is determined. Using the Scroll Bar on the right, scroll down into the report until the header and detail lines appear on the Data Preview Screen. Excel has determined where cell breaks should appear. Please note, that in report ITA500, there should not be a break in the % of Annual Budget Spent field. To remove this break Double Click on the cell break line. See the directions on the screen to add or more cell break lines. Once the break lines have been set, click Next.
 

Step 3 of 3 determines the Column Format for each column of cells. The default is General. Change any text columns to Text Format by clicking on the word General in the Data Preview Box, then click the option Text. The result is that the column of cells selected will now be in Text Format. Any column of cells that has numeric data should remain in General Format. Click Finish.
 

To format the columns to the appropriate width Double Click between the two columns affected on the Column Name Bar. Format all the column widths.
 

To save the file in Excel format from the Menu Bar select the File Option to reveal the above Drop Down Menu. Choose the Save As Option from the Drop Down Menu. Select the Save as type Drop Down Menu. From the Drop Down Menu select Microsoft Excel 97 & 5.0/95 Workbook (*.xls). Clicking Save will save the file to the My Documents Folder with Excel as the format type. Saving the file in Excel format will allow opening the file without using the Text Import Wizard.