Export List to Excel

The Export to Excel option allows you to export data from an inquiry or list in the system to Microsoft Excel format. This includes all standard lists and inquiries in the system, but the functionality could be limited on customized screens or complex, custom user interfaces. In addition, the export only includes data that is displayed on the screen.

This option is available from the shortcut menu, which can be accessed if you click the right mouse button on the column heading of a list.

 

Note: The Export to Excel function is designed to be used with Microsoft® Excel 2007, 2010, and 2013.

Export Format

The export only includes data that is displayed on the screen. For example, if you have added available columns and changed the column order, the data will be exported exactly as displayed on the screen. This includes any headers, footers, and total rows that are displayed. However, icons and images, even if used as part of a display name, will not be exported.

For flat lists, all visible rows are exported. When the list contains a hierarchy, flat rows are exported with indents to show the hierarchical structure. Only portions of the hierarchy that have been expanded will be exported.

For lists that contain drill paths, such as inquiry results, the data is exported into a single worksheet. All top level rows are exported as well as any drill path levels that have been expanded. The Excel grouping functionality and special formatting will be used to properly display the levels for any expanded drill paths. For drill path levels that have not been expanded, only the top level row is exported and groupings will not be created.

In addition, formatted data is exported in the following ways:

  • Sorted Data: The exported data will be sorted as displayed on the list. However, you can use the Excel functionality to sort the data differently once exported.
  • Filtered Data: For filtered data, only the visible rows will be exported and any totals will reflect the displayed rows.
  • Grouped Data: All expanded and collapsed groups, including all detail records within the groups, will be exported. For each group, a group header row will be created with the number of items and the grouped value. If a total row is displayed, it will be exported.

Export to Excel

  1. From a list or inquiry, set up the data as you want it exported. For example, filter, sort, or group data as needed. The export will only includes data that is currently displayed.
  2. On the list area, click the right mouse button and then select the Export List to Excel option.
    The Save As dialog box is displayed. The caption from the inquiry or list is defaulted as the file name.
  3. Enter a name for the file and select a save location.
  4. Click the Save button.
    The information is exported to Excel in the selected location. For inquiries, the worksheet name will default to the inquiry caption; the caption will be truncated if longer than 32 characters.