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This How-To goes over importing the All Sections text file into an Excel spreadsheet that is formatted for easy accessibility to data.

  • If you have a newer excel version, you must enable legacy mode to accomplish Importing All Sections. Please see the addendum at the bottom of this documentation to see how this is done.

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  • Open Excel to a new/blank worksheet. With your cursor in the top left cell (A1), select 'From Text' option in the 'Data' tab. The Import Text File window will appear. From the /scheduling server, select the 'CCYYS_All-Sections…' text file that you would like to import, and click 'Import'.

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  • The Text Import Wizard window will appear. The 'Delimited,' button should be selected. For the 'Start important at row' field, enter '6' and click 'Next'.
  • Image Removed The next screen in the Text Import Wizard will appear. The 'Tab' button should be checked. Click 'Next'.
  • Image Removed The next screen in the Text Import Wizard will appear. In the 'Data preview' box
    1. scroll using the down arrow until you see multiple column headers. The first column header will always be 'CCYYS.'
    2. Once the column headers are visible, scroll all the way to the right to the last column. Hold down the 'Shift' key and click the last (farthest right) column to select all columns.
    3. Select the 'Text' button under 'Column data format.'
  • Image Removed Next, scroll all the way back to the left to the CCYYS column. Change any numeric fields to import as 'General.' To do this, select the following columns and click 'general': ANCL, CLMT, SEATS TKN, 12THDAY, TOT ANCL, TOT CLMT, TOT SEATS TKN, TOT 12TH DAY, #XLISTGS, #TL, FROM T1, TO T1, CAP1, FROM T2, TO T2, CAP2, FROM T3, TO T3, and CAP3.
  • Next, scroll all the way to the right to view the last columns. Select the 'Data Check' column and any columns to the right of it, and mark these as 'Do not import column (skip).' Click 'Finish'.
  • The next Import Data popup window dictates where the data will be viewed in the workbook. The location defaults to whichever cell has been selected by your curser. To insert into the topmost left-hand column of an existing worksheet, make sure the cursor is clicked in the 'A1' cell (or enter as '=$A$1') then click 'OK'.
  • Image Removed Scroll to the bottom of the Excel sheet and delete the bottom 5 rows. These rows contain data that is not necessary for this report.

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  • Next add a filter. To do this, select the first row by clicking the '1' by the first column. This will highlight the whole first row. Now click the 'Filter' button found under the 'data' tab.
  • !worddav9f4a2a06ad64da6b3b622c59aa1eb93b.png|height=130,width=338!Resize the columns to fit the data.
    1. Select all your columns by clicking the box in topleft between column 'A' and row '1'. This selects the entire sheet.
    2. Resize columns: Double click between the 'A' and 'B' column to resize all columns.
    3. Manually Reduce size of size XLIST INFO column: Select the 'XLIST INFO' column only, right click to choose 'column width', enter '25,' click 'OK.'
  • Freeze Panes for scrolling:
    1. Put cursor in cell A2
    2. Select the 'View' tab and click the 'Freeze Panes' option, and then click 'Freeze Panes.' This will freeze the header row, so that the viewer can see it whenever they scroll down.
    1. File should be saved as "allsections_CCYYS_MMDDYY."
    2. Also save the file on the scheduling server, in the external GPC folder under the same name, so other users can access the report: \\austin.utexas.edu\disk\reg\scheduling\external_gpc_report

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  • Enabling Legacy menus in newer versions of Excel:
    1. Go to "File" and then Options
    2. In the Options menu click "Data" and you should see a Subsection for "legacy data import wizards"
    3. Ensure that all of these boxes are checked.(See example below) Image Removed
  • With Legacy menus enabled you can now start the process of importing the data
    1. On the Task Ribbon go to the "Data: tab
    2. Go to "Get Data" and then hover over "Legacy Data"
    3. Click "From Text(Legacy)"
    4. The rest of the process is described in this original documentation, see the beginning of this document for instructions

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