Exporting Report Data to External File

Student Manager provides a procedure to export report data for use in mailing label generation, catalog generation, spreadsheet analysis, etc.

To export report data:

1. Select the appropriate report area (e.g. Demographics > Mailing Labels).
2. On the Report Options screen, check the Export to File box.
3. Select any other applicable options (e.g. additional report, include canceled records, etc.). Then click the OK button.
4. Select and run the appropriate query.
5. The Export Data Selector now opens with the list of available data fields for export.

6. To select a field for export, either highlight the field in the in the Available Fields list then click the > button, or double click the field in the Available Fields list.  Both options will move the field to the Fields to Export list.

Continue this step until you have selected all the fields you want to export.  Note:  You can move all fields to the Fields to Export list by clicking the >> button.

7. Sorting Records: by default, records in your export file will be sorted according to the report sort order. If you want to change the sort order, click the Sort button. You can add sort fields and/or move them up and down the Select Fields to Sort Records by list. After changing the sort order, click the OK button to return to the Export Data Selector window.

8. Click the Preview button to view the fields to be exported.
9. Select the Export File Type*.  Your options are:

• DBF (VFP) - Visual FoxPro database format (.dbf)
• DBF (FoxPro 2.X) - FoxPro versions 2x database format (.dbf)
• DBF (FoxPlus) - FoxPro Plus database format (.dbf)
• Standard Delimited - data separated by tabs (.txt)
• Comma Delimited - data separated by commas (.txt)
• Microsoft Excel XLS (default) - spreadsheet format (.xls)
• Microsoft Excel XLSX - spreadsheet format (.xlsx). Note: the machine must have Microsoft Excel installed to use this option.
• XML - Extensible Markup Language.

*If you have selected memo fields to export (i.e. cadesc-catalog description, nmcomm-name comments, etc.) you must save your report in a DBF or XLSX format.

SQL Version Users - if exporting as a DBF, you must choose the FoxPro 2.X option:

10. Click the Export button to export the file.
11. The Save As window opens. Select a directory in which to save the file. The default location for saving your export file will be your Student Manager directory (e.g. manager7). We strongly recommend you save the file in another directory (e.g. your desktop, or to a folder on your c:\ drive).
12. Enter a name for the file.
13. Click the Save button to save your export file in the directory you chose.

Note:  if you chose a DBF option because you are exporting memo fields, there will be two files in your export directory:  one with a .dbf extension and one with an .fpt extension.