Standard Excel Reports
Some of the standard reports available in Calm are produced using Microsoft Excel, for example Accession and Entry/Loans In statistical reports and Location space usage reports. For further examples see the complete List of Reports.
Please note: The instructions provided in this manual relate to versions of Excel that are currently supported by Microsoft. These are; Office XP/2002 (version 10), Office 2003 (version 11) and Office 2007 (version 12). Instructions for older versions of Excel are not included as they are no longer supported by Microsoft.
Excel reports use data exported from your Calm records in combination with Excel Templates to create Excel Spreadsheets. The Excel Templates have the file extension .xls and are located in the Calm folder. (When Calm is installed, master copies of the Excel templates are supplied in the Calm templates folder - usually dscribe\archive\templates. When you log into Calm for the first time, these templates are copied to your Calm output folder - usually dscribe\archive\output. If you have already modified these templates to create your own versions, they will not be overwritten, but the originals will remain in the templates folder.) The data from your Calm records is exported as a text file with the extension .txt into the Calm output folder. Please Note: In a client/server configuration, these folders are found on the client PCs.
To run an Excel report from Calm, click the appropriately named report button in the side button strip. Excel opens (if it is installed), and the relevant report template is displayed.
To produce the report you need to combine the data that has been exported from your Calm records with the template as follows:
Click on the Data tab, and choose 'From Text' in the 'Get External Data' section.
For older versions of Excel, select 'Import External Data' on the 'Data' dropdown menu, then 'Import Data' on the sub-menu.Browse for the text file that contains the data from your Calm records, the file is named in the instructions on the spreadsheet and has the file extension .txt, it is found in your Calm output folder. Please Note: you may have to change the Files of Type drop down box to show "All Files" or "Text Files" to find the relevant file.
Select the relevant text file and click 'Open'.
The Text Import Wizard dialogue box appears, use this to define the file as comma delimited as follows:
Step One: Ensure the "Delimited" radio button is selected and click Next
Step Two: Under "Delimiters" select Comma (remove any other ticks) and click Finish.
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When the 'Import Data' dialogue box appears, ensure the 'Existing worksheet:' radio button is selected and click
.
The data is merged with the spreadsheet template to
create the report.