Transcript How-to Guide to Importing Text Files

A Visual Follow-Along Guide to the Instructions of the
NBTA Modular Hotel RFP
This is a sample of how one of the text files that the hotel or
hotel company will send you via email. This is the raw data.
This is called an “ASCII Comma Quote Delimited Text File.
In the next steps, we will show you how to make this into
workable data for you.
From your email, RIGHT
CLICK on your MOUSE,
highlight ‘SAVE AS’ and turn
the‘TXT” file into a ‘CSV’ file
Put the file in your computer,
at the end of the file name
enter “.csv” at the end of the file
name. This will change the file
type on to your computer.
Go to where you save the file on
your computer. You’ll see the file
with a ‘excel’ logo with an ‘a’ -double click on the file with your
mouse to open the file
This is now the same data
file, placed separated
into an excel file format.
WARNING! CRITICAL STEP!
Click on “DATA” and from the drop
down menu select “Sort” to rearrange
the data by the first column.
The SORT BOX will appear and
sort by “Column A”, ASCENDING,
with “NO HEADER ROW” selected.
Click on “OK”
Notice that “COLUMN A”
is now sorted numeric ascending.
WARNING! PLEASE REPEAT
THIS STEP FOR EVERY
MODULE. THIS WILL BE A KEY
IN CREATING THE SUMMARY
Click on ‘File’ and highlight
‘Save’ to save the file in
the new format.
A warning screen will pop-up to
ensure you want to replace the
existing file. Click on “YES”
to complete the save process.
Now, you’re ready to paste the first part of the
data into the Master Template.
Click on ‘File’ and highlight ‘OPEN’. Find the file
where you have your Master Template saved.
Highlight the file and open the file.
Your Master Template is now open
To get back to the data file, click on ‘WINDOW’
and on the bottom you’ll see all the open files
that you have open in excel. Click highlight
the data file name and hit enter.
You’re now back at your data file. Highlight
the data rows that you would like to bring
over to the Master Template. This can be
done by highlighting the ‘Row Number’.
Once you have all the rows highlighted,
‘RIGHT CLICK’ on the mouse. Highlight
‘Copy’ and then move back to your template.
To move back to the Master Template,
click on ‘Window’ and then highlight
the Master Template and hit enter.
Click on the first cell under the
‘PROPCODE’, now RIGHT CLICK
on the mouse and highlight ‘PASTE’
And the data copied will
appear on the Master Template
REPEAT STEPS.
SORT DATA FIRST
WARNING! CRITICAL STEP!
Click on “DATA” and from the drop
down menu select “Sort” to rearrange
the data by the first column.
The SORT BOX will appear and
sort by “Column A”, ASCENDING,
with “NO HEADER ROW” selected.
Click on “OK”
COPY THE DATA.
Highlight the data rows that you would like to bring
over to the Master Template. This can be done
by highlighting the ‘Row Number’.
Once you have all the rows highlighted,
‘RIGHT CLICK’ on the mouse. Highlight
‘Copy’ and then move back to your template.
WARNING! Please look at the TABS below and
ensure you paste each module into the correct
section of the template.
OOPS! Make a mistake? It’s okay, just highlight
the data and cut and paste it in the right module.
CREATING A SUMMARY.
Now that you’ve got all the data in each in the
modules. You want to just see the data that will
be the most meaningful to you.
STEP ONE. Create a New Worksheet.
Click on ‘INSERT’ and highlight ‘Worksheet’
STEP TWO. Rename the Worksheet.
Click on ‘FORMAT’ and highlight ‘Sheet’ and
highlight ‘Rename’ and then you’ll see the
‘Sheet1’ highlighted. Hit the “Delete” button and
Type in ‘SUMMARY’. Hit enter.
Notice that the new worksheet has been
renamed “SUMMARY”
STEP THREE. Pulling the Fields Over to the Summary
To bring over the fields you want in the Summary sheet:
• Click on cell A1 in the “Summary” worksheet
• Go up to the formula bar and click on the “=”
• Next, click on the worksheet tab that you want to link to
(i.e., if you want to bring property name into your summary
sheet, click on the Core tab)
STEP THREE. Pulling the Fields Over to the Summary
Next, click on the worksheet tab that you want to link to
(i.e., if you want to bring property name into your summary
sheet, click on the Core tab)
STEP THREE. Pulling the Fields Over to the Summary
Hit the “Enter” key (or click “OK”) and you will be brought back to the
“Summary” sheet and the header will be populated
Now that you have all the fields pulled over, you’re ready to pull
over the data into the spreadsheet.
Highlight the first header row by clicking on “Row 1”.
RIGHT CLICK on the mouse and highlight COPY.
Highlight all the rows that would like to have the data populated.
Right click on PASTE and all the data will appear. And now, you’re
ready negotiate a program.