When data is linked between programs, changes made to the data in the source program

Excel can import and export many different file types aside from the standard .xslx format. If your data is shared between other programs, like a database, you may need to save data as a different file type or bring in files of a different file type.

Export Data

When you have data that needs to be transferred to another system, export it from Excel in a format that can be interpreted by other programs, such as a text or CSV file.

1. Click the File tab.
   

2. At the left, click Export.
3. Click the Change File Type.
4. Under Other File Types, select a file type.
   • Text (Tab delimited): The cell data will be separated by a tab.
   • CSV (Comma delimited): The cell data will be separated by a comma.
   • Formatted Text (space delimited): The cell data will be separated by a space.
   • Save as Another File Type: Select a different file type when the Save As dialog box appears.

   The file type you select will depend on what type of file is required by the program that will consume the exported data.

5. Click Save As.
   

6. Specify where you want to save the file.
7. Click Save.
   

   A dialog box appears stating that some of the workbook features may be lost.

8. Click Yes.

Import Data

Excel can import data from external data sources including other files, databases, or web pages.

1. Click the Data tab on the Ribbon..
2. Click the Get Data button.

   Some data sources may require special security access, and the connection process can often be very complex. Enlist the help of your organization’s technical support staff for assistance.

3. Select From File.
4. Select From Text/CSV.
   

   If you have data to import from Access, the web, or another source, select one of those options in the Get External Data group instead.

5. Select the file you want to import.
6. Click Import.

   If, while importing external data, a security notice appears saying that it is connecting to an external source that may not be safe, click OK.

   

7. Verify the preview looks correct.

   Because we've specified the data is separated by commas, the delimiter is already set. If you need to change it, it can be done from this menu.

8. Click Load.
   

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Avoid unintentionally distributing hidden information, such as the document's author, names that are associated with comments or tracked changes, or hidden cells or worksheets, by removing hidden data.

Use the Document Inspector to Remove Hidden Data

To open the Document Inspector, click File > Info > Check for Issues > Inspect Document. The Excel Document Inspection window shown below opens up.

Click Inspect to identify hidden content, and then click Remove All to remove the item of your choice.

After you have completed these steps, save the document, and the spreadsheet will not contain the hidden data that you have removed.

Edit Document Properties, Personal Information and Other Document Data

To selectively edit or remove document data, click File > Info > Properties. Click Show All Properties. Delete or edit information.

Selectively Remove or Edit Comments

Microsoft Excel offers the ability to add comments to workbooks. Typically, comments contain the name of the person who created them, and they appear as a small red triangle in the upper-right corner of a cell.

To view a comment, click the cell and the comment will pop up.

To delete a comment, right-click the cell containing the comment, and then click Delete Comment on the shortcut menu.

Selectively Display Hidden Cells, Rows, and Columns

In Microsoft Excel, it is possible to hide entire rows and columns of cells within a worksheet.

To unhide all of the cells in a worksheet:

• Click the Select All button, in the upper-left corner of the worksheet or press Ctrl + A.
• Click the Home tab > Format (in the Cells group) > Hide & Unhide > Unhide Rows or Unhide Columns.
• All cells are now visible.

Selectively Display Hidden Worksheets

Workbooks in Microsoft Excel may contain hidden sheets that contain information.

To unhide sheets:

• Click the Home tab > Format (in the Cells group) > Hide & Unhide > Unhide Sheet.
• Click the name of the sheet you want visible and click OK.
• The sheet is now visible.

Remove Tracked Changes manually or selectively

Microsoft Excel includes a Track Changes feature that allows you to track changes made to a shared workbook by a user. To remove tracked changes from a workbook, follow these steps:

• Click the Review tab > Track Changes (in the Changes group)> Accept/Reject Changes.
• Make your selection concerning each change that has been saved on the document. You must click Accept or Reject for a change before advancing the next change.
• Accept or reject all changes by clicking Accept All or Reject All.

Learn more about Tracking and Reviewing Changes at microsoft.com.

Back to Removing Hidden Data Home

When you edit the source file of a linked object on a slide What happens to the linked object?

What is a collection of related data points called?

When you edit an embedded object from within the destination program you use the tools of?

What is embedded data in Excel?