Applies to: Version 5.0
For Version 4.0, please click here to download PDF instructions.
PastPerfect can export data to the following formats: FoxPro, dBase, Excel 2, Excel 5, Excel/HTML, ASCII, XML, Dublin Core XML, Microtext.
If you would like to export a Report, Catalog List, or Contact List to Excel, please see the related article “How do I export a Report, Catalog List, or Contact List to Excel?”.
- From the Main Menu, click “Utilities”, then “Export”.
- In the “Export Data from this Table” section, select the PastPerfect data table from which you want to export data.
- Next to “Fields to Export” choose to export “All” or “Selected” data fields.
- To export selected fields, click the “Select Fields” button.
- In the “Available Fields” column, double click on the fields you wish to export. This will add them to the “Export these Data Fields” column on the right.
- Click “Done” to return to the Export screen. In the “Fields to Export” section, the chosen field names will be separated from each other by commas with no spaces.
- In the “Records to Export” section, choose to export “All” or “Selected” records based on a Boolean logical statement. Filter statements must use the field names as listed in the “Fields to Export” section or on the Field Description reports, which is not always the same name as those listed on the catalog screen.
Examples:- To export only the items accessioned in 2004, you would enter the following filter statement: accessno=”2004”
- Multiple conditions can be included in a filter statement linked with the word “and” or the word “or”. To export records within the years 2001 to 2004, you would enter the following filter statement: accessno>”2000” and accessno<”2005”
- In the “Output File Type” section, choose the file type you want to export to.
- Note: When exporting data to Excel, each field is limited to 254 characters. In most cases this won’t be a problem, except for data in unlimited memo fields like Description and Notes. If you want to export data that is longer than 254 characters, please choose the Excel/HTML option. This export creates an HTML (.htm) file that is opened in Excel. To save this file as an Excel file (.xls), please use the Save As option in Excel.
- In the “Output File Name” section, you may enter a full path name for a location on your computer or network. We recommend using the default path, c:\pp5reports, to make it easy to find your exported files.
- To complete the Export process, click the “Export Now” button.