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Chapter 18. Importing and Connecting > Import from Excel Ranges

Import from Excel Ranges

There are a multitude of situations when you need only a specific portion of a spreadsheet as FileMaker data. Previously, you had to import the whole shebang, then match fields, delete extra information and clean up the data. If you had been clever and named ranges for printing reports or for organizing data, FileMaker remained blissfully unaware. No longer. FileMaker 5.5 will recognize ranges and allow you to import one range at a time. This added ability is one FileMaker 5.5's handiest new features.

To import data ranges from Excel:

1.
Choose File > Import Records (to insert data in a existing file) or File > Open (to create a new database).

2.
When the Open File dialog box appears, select the Excel file containing named ranges that you want to import.

3.
When the Specify Excel Data dialog box appears, click the Display Named Ranges radio button (Figure 18.1).

Figure 18.1. When you choose an Excel file with named ranges, you can select which one to import.


4.
Click the name of the range to be imported. Click OK.

5.
In the First Row Option dialog box, click the button to indicate whether the first row of the range contains field names or data (Figure 18.2).

Figure 18.2. If the first row of the named range contains field names, leave the Field Names radio button selected to eliminate them from the import.


6.
If you are creating a new file and choose data, the Name Converted File dialog box will appear. Name the file and click Save.

The Excel spreadsheet columns will automatically be converted to fields named F1 through FN, which you can rename in the Define Fields dialog box.

7.
If you are creating a new file and choose Field names in the First Row Option dialog box, or if you are importing into an existing database file, the Import Field Mapping dialog box will appear.

8.
In the Import Field Mapping dialog box, match up the data from the Excel file on the left with the existing field names on the right.

9.
In the Import Action section in the lower left, choose whether the imported data will add new records or replace or update existing records. Click Import (Figure 18.3).

Figure 18.3. Move the FileMaker field names to match the Excel data being imported.



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