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Efficient Data Importing Methods in MS Excel for Research Teams

This guide outlines effective methods for importing text files into MS Excel spreadsheets, specifically tailored for research teams. It emphasizes the importance of avoiding manual entry to minimize typing errors when dealing with data from various sources such as GPS, data loggers, and environmental sensors. The document also introduces the Text Import Wizard feature in Excel, providing step-by-step instructions on handling delimited files, and illustrates functions like CONCATENATE(), LEFT(), RIGHT(), and VALUE for data manipulation. Streamlining data import processes enhances accuracy and efficiency.

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Efficient Data Importing Methods in MS Excel for Research Teams

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  1. Research Methods Group Importing text files in an MS Excel spreadsheet Wim Buysse – ICRAF-ILRI Research Methods Group August 2004

  2. Research Methods Group Importing text files: example • GPS

  3. Research Methods Group Importing text files: example • Data loggers, example weather station

  4. Research Methods Group Importing text files: example • Data loggers, example light intensity meter

  5. Research Methods Group Importing text files: example • Data loggers, example CO2 and temperature meter

  6. Research Methods Group Importing text files: example • Data loggers, example soil moisture logger

  7. Research Methods Group Importing text files: example • Data loggers, example rain gauge

  8. Research Methods Group Importing text files: example • Data loggers, example ICP mass spectrometer

  9. Research Methods Group Importing text files: example • Data loggers, example harvesters

  10. Research Methods Group Avoid entering manually • Reading data from device and next typing in spreadsheet = increasing chance of typing errors • Reading data from device on the field, writing on a piece of paper, travelling all the way back to the office and typing in spreadsheet (often some days later) = almost impossible not to make some mistake

  11. Research Methods Group Avoid entering manually • RULE = use cables and software to transfer data from device to computer • example = logging data from GPS onto a laptop

  12. Research Methods Group Avoid entering manually • Example of software (for logging GPS data)

  13. Research Methods Group Text data files • Result of logged data is quite often in ASCII text format

  14. Research Methods Group Importing in MS Excel 2000 • File => Open gives you the “Text Import Wizard”

  15. Research Methods Group Importing in MS Excel 2000 • In this example, fields to import are separated by commas. They are “delimited”

  16. Research Methods Group Importing in MS Excel 2000 • Choose the comma as delimiter in the second screen

  17. Research Methods Group Importing in MS Excel 2000 • More options in the third screen

  18. Research Methods Group Importing in MS Excel 2000 • The data are imported in cells of an Excel spreadsheet. Not a single typing error has been made!

  19. Research Methods Group Some functions • CONCATENATE() for merging text from several cells

  20. Research Methods Group Some functions • LEFT(); RIGHT() or MID() to extract a fixed number of characters from a specific position

  21. Research Methods Group Some functions • Result of =RIGHT(B2, 3) Is still text • Using the VALUE function turns it into figures

  22. Research Methods Group Some functions • It is possible to superpose a function on a function

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