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73. Import and Export Sheet Data

As with all the OpenOffice.org programs, Calc works well with data from similar programs such as Microsoft Office and StarOffice. Most of the time, you can load an Excel spreadsheet directly into Calc and work with the spreadsheet as though you had originally created it in Calc. When you load a spreadsheet from another program into Calc, you are using Calc's automatic

import feature to bring that data into Calc's workspace. If you want to use Calc data in a program that does not support the

OpenDocument format, you must

export the spreadsheet data.

KEY TERMS

Import
To load data from a non-Calc program into Calc.

Export
To save data from Calc so another program can use the data.

140 Access an Existing Database for more information.

73. Import and Export Sheet Data

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Although Calc imports virtually all Excel spreadsheets, Calc may have problems importing the following Excel items. If your imported spreadsheets contain any of these items, you may need to adjust the imported spreadsheet manually to eliminate the sections with these items or make a note that the items will not be appearing:

AutoShapes
OLE objects
Advanced Office form fields
Pivot tables
Non-Calc-supported chart types
Excel's conditional formatting
Esoteric Excel functions and formulas

Like OpenOffice.org 2.0, StarOffice 8 and KOffice use the new file format developed by the Organization for the Advancement of Structured Information Standards (OASIS), so exchanging documents with StarOffice is virtually seamless. Working with Microsoft Excel files is not quite as transparent but is usually simple enough.

In addition to exporting Calc files to other spreadsheet programs, you can export them as

PDF or

XHTML files. PDF files are useful for eBooks and for offering as downloads to web page visitors because PDF files can be read on many kinds of computer systems. A primary advantage of PDF files is that they look the same no matter what kind of computer you view them on. The XHTML format is useful for saving a spreadsheet as a web page so that it can be opened in a web browser.

Like a PDF file, an XHTML file cannot be directly edited. People viewing the page in a Web browser can select and copy data, but cannot change it.

KEY TERMS

Portable Document Format (PDF)
A file format developed by Adobe Systems, Inc., that enables you to electronically send formatted documents and have them appear onscreen exactly as they would if they were printed.

eXtensible Hypertext Markup Language (XHTML)
A nonproprietary file format that lets you save a file as a Web page and ensure that the content and formatting remain intact.

Import Using Open

To import an Excel or other non-OpenDocument format spreadsheet into Calc, simply use

File, Open to request the file. Browse the files from the

Open dialog box until you find the spreadsheet you want to import and then click

OK to import the file into Calc. Almost always, assuming the spreadsheet doesn't contain some advanced or esoteric feature, such as those listed in this task's introduction, the spreadsheet imports perfectly, and you can continue editing and printing it as though you had created the sheet originally in Calc.

36 Save a Document as a PDF File ).

To export your spreadsheet in a non-OpenDocument format, select

File, Save As .

Select the Export Type

The

Save As dialog box opens, and you select the type of file you want Calc to convert your spreadsheet to in the

Save as type list box.

You can export the file to a Data Interchange Format with the .dif extension, a dBASE file with the .dbf extension, one of several versions of Excel (most commonly, the .xls extension is used for Excel spreadsheets), one of several pre-version 8 versions of StarCalc (with the .sdc extension), a SYLK file with the .slk extension, a text-based comma-separated values file (known as a

CSV file) with the .csv or .txt extension, or a218 document with the l extension, which you would use if you wanted to display your spreadsheet as a Web page.75 About Calc Databases .

When you click

Save , Calc converts the spreadsheet to the format you selected and saves the file under the name you typed in the

File name field. A warning dialog box may open if there is any danger of losing content or formatting in the selected format.

Export as

PDF

Calc's

File, Export as

PDF command converts your spreadsheet to Adobe's PDF format (see

36 Save a Document as a PDF File ) and saves the file with the .PDF filename extension. After you save the file, an

Options dialog box opens where you can set options such as choosing a range within the document print, or raising or lowering the quality of JPEG images contained in the document. You can customize your new PDF document or accept the defaults and click

OK .

You can also use the

Export Directly As

PDF button on the

Standard toolbar instead of the menu command to save a spreadsheet as a PDF document, but you will not be able to choose additional options for saving the file if you go this route.

Export as Web Page

Calc's

File, Export command offers two choices: You can export to PDF format (as described in step 4) or you can export to XHTML format. The default file format in the

Export dialog box is PDF, so use the

File format list arrow to change to the XHTML format.

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73. Import and Export Sheet Data