Preparing CSV Files

Learn the steps to follow in order to prepare a spreadsheet file.

Each column in a template corresponds to a field in the associated Add/Edit dialog box. Create new rows in the template by supplying appropriate values in the fields under each column. After you finish entering data, replace all empty cells in the spreadsheet with a space to ensure that the cells will be included in the CSV. When you are finished, delete the header row, and save the template as a CSV file.

To prepare a CSV file:

  1. Open the appropriate template in Microsoft Excel.
  2. Provide information for each entry you want to import on a separate row of the spreadsheet. For example, if you are importing user data, you provide information for each user on a separate row of the users-template.xls spreadsheet.
    See the Vocera Voice Server Data-Loading Reference for information about the data you should provide.
  3. When you finish entering data, follow these steps to replace all empty cells in the spreadsheet with a space.
    Note: If the last column of data in your spreadsheet is empty, Excel produces inconsistent results when you save to CSV. These steps provide a simple workaround and ensure that all empty cells will be included in the CSV.
    1. Select a cell in the header row.
    2. Press Ctrl+A to select the current region.
    3. Choose Edit > Replace. The Find And Replace dialog box displays, with the Replace tab selected.
    4. Make sure the Find What box is completely empty.
    5. In the Replace With box, enter a single space.
    6. Click Replace All.
      A message box displays showing how many replacements were made. Click OK.
    7. Click Close to close the Find And Replace dialog box.
  4. Delete the row of column headings—you do not want to load the headings into the Vocera database.
  5. Save the spreadsheet as a CSV file:
    1. Choose File > Save As. The Save As dialog box displays.
    2. In the Save As Type drop-down list, select CSV (Comma delimited).
    3. In the File Name box, type the filename.
    4. Click Save.