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DHS BCAL - Download Text File Instructions AFC

The document provides instructions for downloading a text file from the internet and importing it into Microsoft Excel. It describes selecting and saving the file, opening it in Excel, using the Text Import Wizard to format it as a comma-delimited file, adjusting column widths and formatting, saving as an Excel file, and sorting and deleting columns.

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aafeez739
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13 views

DHS BCAL - Download Text File Instructions AFC

The document provides instructions for downloading a text file from the internet and importing it into Microsoft Excel. It describes selecting and saving the file, opening it in Excel, using the Text Import Wizard to format it as a comma-delimited file, adjusting column widths and formatting, saving as an Excel file, and sorting and deleting columns.

Uploaded by

aafeez739
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Instructions for Downloading the Text File into Microsoft Excel

Please Print These Directions


Downloading the Statewide Text File from the Internet

• Click on the link to download the statewide text file of Adult Foster Care &
Homes for Aged facilities.
• Select File.
• Select Save As.
• Name and Enter file name ________ .txt.
• Choose the directory where you want to save the list (make sure
you remember where you put it).
• Select OK.

The list has now been downloaded (saved) to your computer. Close out of the
Internet.

Downloading the Text File to Microsoft Excel

• Open Excel.
• Select File.
• Select Open.
• Go to the directory where you saved the list.
• Click on Files as type drop-down box arrow at the bottom of the window
• Select Text Files (*.txt) or All Files (*.*).
• Highlight the list name _________ .txt.
• Select Open.
[If you get a box that says Microsoft Excel can't load...., select No.]

In the Text Import Wizard:

• Choose Original Data Type: Delimited.


• Select Next.
• Choose Delimiters: Comma.
• Select Next.
• Choose Column Format: General.
• Select Finish.

To format the columns so the data can be read:

• Highlight all columns by hitting Ctrl and A on the keyboard


• In the menu bar, select Format
• Select Columns
• Select AutoFit Selection
• Un-highlight the spreadsheet by clicking anywhere in the spreadsheet.
To save:

• Select File
• Select Save As
• Click on Save as type drop-down box arrow
• Select Microsoft Excel Workbook\
• Enter File Name ________ .xls
• Select OK.

The data is now available for you to use as your needs require.

Deleting Columns in Microsoft Excel

Use the Record Description (or column titles) to know what information is in
each column. It helps if you print out the Record Description. It can be printed
from the web page where you accessed the Statewide Text Files.

If there are columns that you do not need you may delete them by clicking only
on that column. Example: If you do not want/need information about Facility State
and Facility Street Address, highlight those columns and delete them.

Sorting Columns in Microsoft Excel

Note: Make sure to highlight the whole spreadsheet when you do a sort. If you
highlight only one column all of the other columns will not sort along with it. So
you will not have accurate information.

Highlight all columns by hitting Ctrl and A on the keyboard.


On the Data menu, select Sort.

In the Sort Box:

• Sort by click the column you want to sort first.


• Then by click the column you want to sort second.
• Then by click the column you want to sort third.

You do not have to have something in each sort box, for example:

• If you only want to sort by license number, put Column A in the Sort by
box and leave the others blank.
• If you want to sort by license number and zip code, put Column A in the
Sort by box and Column J in the Then by box. Leave the last one blank.

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