User Manual Data Entry - Collecting dataExporting data to a Microsoft Excel spreadsheet file

Exporting data to a Microsoft Excel spreadsheet file

Once you have data entered in your form(s), you can export this data into a convenient spreadsheet format for further analysis or for sharing with others. When you export data, you save the data to a file on your computer which has the .xls extension (Microsoft Excel spreadsheet file format).

Data can be exported per database (each form will be in a separate worksheet/tab) or per form.

All data shown here is fictional and for demonstration purposes only.

If your database includes data from linked indicators, this data will not be included in the export.

Export a database or a form

  1. Select a database or a single form in the left-hand menu (in this example, a single form called "Refugee camp construction" is selected).
  2. Click the "Export" button after which a dialog window with a progress bar will appear.
  3. Wait for the download to start automatically or click the link "Click here if your download does not start automatically" if it doesn't.
  4. Save the file to your computer and close the Export dialog window.

Understanding the export format

Each data entry in your form will result in a single record (i.e. row) in the exported spreadsheet. All relevant information will be stored in the columns. This includes geographic information such as the names of the administrative levels as well as the latitude and longitude if the form is linked to sites.

Single-selection attributes have their label as the value in the column, but multiple-selection attributes will have a separate column for each option and 1 as the value if it is selected and 0 otherwise.

Below is the example used in the instructions above.

Example form design

Example form design

This example uses a (classic) form with a multiple-selection attribute called "Facilities" and a single-selection attribute called "Status". There is one (quantity) indicator called "Camp capacity".

An example of the output format for this form is given next.

Example output format

The figure above shows how indicator values and attribute values are represented in the exported spreadsheet.

For multiple-selection attributes, the name of the attribute (group) is displayed in the first row ("Facilities" in this example) and the attributes (i.e. options or labels) are displayed in the second row. If a value is selected, then the value 1 will shown in the row of the data entry, otherwise the value 0 will be shown.

For indicators and single-selection attributes, the name (or label) of the indicator or attribute is displayed in the second row of the worksheet. The values entered for these indicators or attributes is provided in the row of each data entry.