Frequently Asked
Questions
- Using MS-Excel to
Convert FilesUsing MS-Excel to Convert Files into a
CSV File Format, for use within JetMate
By: Keith Wisham (Manager of
Technical Services)
NOTE:
Since one of the easiest file format to link to Rena JETMate
is a CSV (*.csv) file, it is best if you convert your data files
into the CSV format before trying to link them to JETMate.
MS-Excel can be used to open many different file types, including
Excel (*.xls) files, dBase files, ASCII fixed field length files and
character delimited (Example: comma delimited) files. Once these
files are opened within MS-Excel they can be manipulated and
exported (saved) in a CSV format.
Disclaimer: This
procedure was tested using MS-Excel 2000 running on a Windows 98
operating system. The proper procedure may be slightly different
when using other versions of Excel or other operating systems.
PROCEDURE:
- Open
file using Excel.
- Set
column widths using the Auto Width feature.
Auto Width feature: Click on empty box, located at upper left
corner of worksheet, to highlight (select) the entire sheet.
Double click on the first column break line (line located
between columns A & B) to have MS-Excel automatically adjust
the column widths.
- Delete
any columns, which are empty and or which do not have “Column
Headers”, that may be located between the first and last
column that contain data in your worksheet. ”Column Headers”
are the field names that are found in the first row (Row #1) of
your worksheet. Examples: Name, Address, Company, etc.
For Example: If there is a blank column (E) located in the
middle of your worksheet (between columns A and H) it must be
deleted.
If this is not done, the contents of the worksheet will not
export properly.
- Using
the Data – Sort feature, you can sort the data according to
whatever field(s) you desire.
For example you may want to sort the data by zip codes, in
ascending or descending order, by choosing the “zip code”
header as your sort selection.
You should also take this opportunity to delete/modify the data,
in your worksheet, as desired.
- Click
on the empty box, located at upper left corner of worksheet, to
highlight (select) the entire sheet.
- Press
CTRL-C to copy entire sheet.
- Open
a New workbook.
- Click
on Edit and then click on Paste, to paste the selected contents
into your new workbook.
- Click
on File, Save As.
- Using
the pull down box labeled “Save as type”, select the
CSV (comma delimited) format.
- Choose
the location, on your hard drive, that you want the file saved
to.
- Click
on Save.
- If
a dialog box is displayed, containing: "The selected file
type does not support workbooks that contain multiple
sheets." Click on OK.
-
When the dialog box is displayed containing: "the selected file
type may contain
features that are not compatible with the CSV format.
Do you want to keep the workbook in this format?" Click on
YES.
- Exit
MS-Excel.
- When
prompted: "Do you want to save changes ....?" Click on
NO.
You have now converted your original file to a CSV file using
MS-Excel and can now easily link this CSV file, using the Database
- Map Fields feature found within the Rena JETMate
program.
For detailed
instructions and a tutorial on how to link files to JETMate,
please direct your browser to the following web address: http://www.renausa.com/JETMate/
Having
difficulty with leading zero's being removed (missing)?
This seems to be a common problem when exporting files from Excel,
as a dBase file. We believe this happens because Excel automatically
re-defines the zip code as a number, even if you have previously set
the field/column, using "format cells", as "Zip
Code", "Zip Code + 4" or as a "Text"
field.
In these cases, we have found the following routine to work in many
cases:
-
While
viewing the Excel file, highlight only the columns and rows that
contain data.
-
Click on
Edit, Copy.
-
Click on the
New Page symbol, located at the top left corner of your screen.
A new page/workbook will open.
-
Right-Click
on the first box (Column A, Row 1) and choose PASTE.
-
Now click on
File, Save As and choose "CSV (comma delimited)" as the
file type.
Make sure you know where you are saving the file to, so you can
locate it with JetMate 3 in the last step. Give the file a new
name and click on OK. A warning box will appear, click on
"OK". A second warning box will appear; click on
"Yes".
-
Click on
File, Close.
A warring box will appear asking if you want to save changes.
Click on "No".
-
Now you
should be able locate and link this "comma delimited"
file to JetMate 3 and the leading zero's should still be
present.
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