NBTA_Hotel_RFP_Importing_Visual_Guide.ppt

A Visual Follow-Along Guide to the Instructions of theNBTA Modular Hotel RFP

This is a sample of how one of the text files that the hotel or hotel company will send you via email. This is the raw data. This is called an “ASCII Comma Quote Delimited Text File.

In the next steps, we will show you how to make this into workable data for you.

From your email, RIGHT CLICK on your MOUSE, highlight ‘SAVE AS’ and turn the‘TXT” file into a ‘CSV’ file

Put the file in your computer,at the end of the file name enter “.csv” at the end of the filename. This will change the filetype on to your computer.

Go to where you save the file onyour computer. You’ll see the filewith a ‘excel’ logo with an ‘a’ --double click on the file with yourmouse to open the file

This is now the same data file, placed separated into an excel file format.

WARNING! CRITICAL STEP!Click on “DATA” and from the dropdown menu select “Sort” to rearrange the data by the first column.

The SORT BOX will appear andsort by “Column A”, ASCENDING,with “NO HEADER ROW” selected.Click on “OK”

Notice that “COLUMN A” is now sorted numeric ascending.

WARNING! PLEASE REPEATTHIS STEP FOR EVERY MODULE. THIS WILL BE A KEYIN CREATING THE SUMMARY

Click on ‘File’ and highlight‘Save’ to save the file in the new format.

A warning screen will pop-up toensure you want to replace the existing file. Click on “YES” to complete the save process.

Now, you’re ready to paste the first part of thedata into the Master Template. Click on ‘File’ and highlight ‘OPEN’. Find the file where you have your Master Template saved. Highlight the file and open the file.

Your Master Template is now open

To get back to the data file, click on ‘WINDOW’and on the bottom you’ll see all the open filesthat you have open in excel. Click highlight the data file name and hit enter.

You’re now back at your data file. Highlightthe data rows that you would like to bringover to the Master Template. This can bedone by highlighting the ‘Row Number’.

Once you have all the rows highlighted, ‘RIGHT CLICK’ on the mouse. Highlight‘Copy’ and then move back to your template.

To move back to the Master Template,click on ‘Window’ and then highlightthe Master Template and hit enter.

Click on the first cell under the ‘PROPCODE’, now RIGHT CLICK on the mouse and highlight ‘PASTE’

And the data copied willappear on the Master Template

REPEAT STEPS.

SORT DATA FIRST

WARNING! CRITICAL STEP!Click on “DATA” and from the dropdown menu select “Sort” to rearrange the data by the first column.

The SORT BOX will appear andsort by “Column A”, ASCENDING,with “NO HEADER ROW” selected.Click on “OK”

COPY THE DATA. Highlight the data rows that you would like to bringover to the Master Template. This can be done by highlighting the ‘Row Number’.

Once you have all the rows highlighted, ‘RIGHT CLICK’ on the mouse. Highlight‘Copy’ and then move back to your template.

WARNING! Please look at the TABS below andensure you paste each module into the correct section of the template.

OOPS! Make a mistake? It’s okay, just highlight the data and cut and paste it in the right module.

CREATING A SUMMARY.

Now that you’ve got all the data in each in the modules. You want to just see the data that will be the most meaningful to you.

STEP ONE. Create a New Worksheet.Click on ‘INSERT’ and highlight ‘Worksheet’

STEP TWO. Rename the Worksheet. Click on ‘FORMAT’ and highlight ‘Sheet’ and highlight ‘Rename’ and then you’ll see the ‘Sheet1’ highlighted. Hit the “Delete” button andType in ‘SUMMARY’. Hit enter.

Notice that the new worksheet has beenrenamed “SUMMARY”

STEP THREE. Pulling the Fields Over to the SummaryTo bring over the fields you want in the Summary sheet:• Click on cell A1 in the “Summary” worksheet• Go up to the formula bar and click on the “=”• Next, click on the worksheet tab that you want to link to (i.e., if you want to bring property name into your summary sheet, click on the Core tab)

STEP THREE. Pulling the Fields Over to the SummaryNext, click on the worksheet tab that you want to link to (i.e., if you want to bring property name into your summary sheet, click on the Core tab)

STEP THREE. Pulling the Fields Over to the SummaryHit the “Enter” key (or click “OK”) and you will be brought back to the “Summary” sheet and the header will be populated

Now that you have all the fields pulled over, you’re ready to pull over the data into the spreadsheet.

Highlight the first header row by clicking on “Row 1”. RIGHT CLICK on the mouse and highlight COPY.

Highlight all the rows that would like to have the data populated.

Right click on PASTE and all the data will appear. And now, you’reready negotiate a program.