INTRODUCTION Exporting data from OASIS to Third Party Software can be an extremely useful and time saving tool. Reports generated in OASIS and exported into Excel can be used to create a database which can be mail merged into a Word document. Some uses in schools for this may be: •
Personalised letters to parents regarding a major excursion
•
Personalised letters to parents regarding parent/teacher interviews
•
Merge Data onto Envelopes.
Reports generated in OASIS and exported into Excel can also be used as a database to download information. Some uses in schools for this may be: •
School ID cards
•
School photograph lists.
You can also export data from OASIS to use in a report format that you may have developed on Filemaker. By exporting the data from OASIS into the relevant Third Party Software you will improve your time management, as you eliminate the need to enter the data (already contained in OASIS) into another database system.
EXPORTING DATA FROM OASIS From your OASIS Main Menu Screen select F2 – Run Reports Select
ource
Select
ample Reports
Select
ind (Name of Report) e.g. Student 202 – Student list by Scholastic year
Press
Enter You may need to select a range e.g. Year 6 (if you only wish to use data for a particular group) OR
Select
ind (Name of Report) if it is a report that you have designed and have saved on OASIS to F2 – Run Reports
Press
Enter You may need to select a range e.g. Year 6 (if you only wish to use data for a particular group)
Leadership and Management Development
2
Exporting Data From to Third Party Software
Select
onfirm
Select
xport
Select
ab Delimited
Select
for floppy disk (in drive A)
Press
nter (make sure that you have a disk in drive A)
Select
File name, nter
Wait
for file to be copied
Press
twice to escape.
This process is the same regardless of what Third Party Software you use. The process above has copied the data (report) you selected onto a floppy disk. To export data from OASIS F4 Reports you must print report to a file (which can then be opened in Excel). Excel should recognise the file as Fixed Width instead of Tab Delimited. You will also need to delete several rows at the top of each page.
TRANSFERRING OASIS DATA INTO EXCEL Start
Excel
Click
File (at top of screen), select Open
Select
Drive A from drop down box Look In
Select
Text Files from drop down box – Files of Type
Select
Name of OASIS file that you exported
Click
Open (bottom right hand corner of screen)
Accept
Delimited option (top box on screen)
Click
Next (bottom of screen)
Accept
Tab Delimiter (top box on screen)
Click
Next (bottom of screen)
Click
Finish (bottom right hand corner of screen)
Save
File as an Excel file on your hard drive.
The data will now be opened in Excel and you can adjust the column widths and sort data as required e.g. Surname (alphabetical). Leadership and Management Development
3
Exporting Data From to Third Party Software
You can also select part of the data if required. For example, if the report that you have exported from OASIS contains all students in Years 4, 5 and 6 but you only wish to use Year 6 data: Click
Data (top of screen)
Select
Filter from drop down box
Select
AutoFilter
Click
Arrowhead at top of column with Scholastic Year
Select
Year 6 from drop down list
Print
Year 6 list (if required).
To return to viewing all students: Click
Arrowhead at top of column with Scholastic Year
Select
All from drop down list.
To turn off AutoFilter: Click
Data (from top of screen)
Select
Filter from drop down box
Select
AutoFilter.
MERGING DATA EXPORTED TO EXCEL INTO A WORD DOCUMENT Open
Relevant Word document pro forma
Check
That all relevant fields have been inserted into Word document
Click
Tools (at top of screen)
Select
Mail Merge
Click
Create and select Form Letters under Section One – Main Document
Click
Active Window
Click
Get Data, select Open Data Source under Section Two – Data Source
Select
Excel Worksheets from drop down box – Files of Type
Select
Report required
Merge
Data from Excel Database into Word Document.
Leadership and Management Development
4
Exporting Data From to Third Party Software
EXERCISE TO DOWNLOAD STUDENT 202 REPORT INTO EXCEL AND EXPORT TO WORD DOCUMENT e.g. Downloading information for Cover Sheet for Reports Using instructions given above for Exporting Data from OASIS: Select
Student 202 Report
Select
Range – Year 6
Export
To Floppy Disk in Drive A.
Using instructions given above for Transferring OASIS data into Excel: Start
Excel
Open
File in Drive A
Select
Student 202 Report
Save
File as an Excel file.
Design a simple report cover in relevant Word program then using instructions given for ‘Merging Data Exported to Excel into a Word Document’: Open
Relevant document pro forma (report cover)
Merge
Relevant data – e.g. Student Name, Year.
Leadership and Management Development
5
Exporting Data From to Third Party Software
MERGING DATA EXPORTED INTO WORD FOR ENVELOPES Start
Word
Click
File (at top of screen)
Select
Open
Select
Drive A from drop down box – Look In
Select
Text Files from drop down box – Files of Type
Open
Name of OASIS files that you exported
Click
Edit (at top of screen)
Select
Select All
Click
Table (at top of screen)
Select
Convert – Text to Table
Click
OK
Save
File to hard drive
Click
Tools (at top of screen)
Select
Mail Merge
Click
Create, select Envelopes under Section One – Main Document
Click
New Main Document
Click
Get Data, select Open Data Source under Section Two – Data Source
Select
Report required (Word document previously saved to hard drive)
Click
Set up Main Document
Select
Envelope size that you will be using and select OK
Click
Insert Merge Field
Select
First field to be inserted (Mailing Title) and select OK
Repeat
Until all of the fields have been inserted
Click
Merge under Section Three – Merge data with document
