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Submitting records via a spreadsheet

 
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stuart
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Joined: 11 May 2005
Posts: 737
Location: Peterborough, UK

PostPosted: Fri Jun 03, 2005 5:54 pm    Post subject: Submitting records via a spreadsheet Reply with quote

Roughly half of the records submitted to the Recording Scheme over the last few years have arrived on spreadsheets, either posted to me on a disk or sent attached to an email. This is a very good way of putting your own records on computer and utelises software which many people already have and know how to use.

The best way to use a spreadsheet is to put each observation on one row and have columns for the species name, date , grid ref., location, vice-county, recorder, abundance, etc. You might want to use a seperate worksheet for each year's observations.

Microsoft Excel is the commonest format and many other peices of software (e.g. QuatroPro) can read and write files in Excel (.xls) format. However, the most universal format is to export data to a text file (often refereed to as CSV - Comma separated values) in which each field is separated by a comma or a tab and enclosed in quotes. Most spreadsheets and database will read and write files like this.

Ideally, we would like files in Excel format (.xls), but CSV style text files (either comma or tab delinated) are fine.
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