Downloading Banner Reports into Excel or Word

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Banner Report Viewer offers the option of downloading reports and opening / converting them into Microsoft Excel or Word format. This is a two-step process:

  1. Downloading your report from Banner onto your computer
  2. Converting your report into Excel or Word

Although most Banner reports can be downloaded successfully, the most download-friendly reports end in the suffix .dat or .txt. Thus, after running a report such as the Downloadable Roster report (SWRRSTR), look in your Report Viewer for the title ending in ".dat" or ".txt when deciding which report to download. See our list of the most download-friendly reports.


Step 1: Downloading Your Report

The first step of downloading the report from Banner onto your computer is the same for Excel or Word.

  1. Run your report in Banner, then open Report Viewer and locate the name of your completed report.
    • For help logging into Report Viewer, see the Banner Report Viewer page.
  2. Click on the "download" option in Report Viewer -- the right-most option on the list.
    report viewer download option

  3. If you are asked whether you want to Open or Save the report, choose SAVE.
    • Some users will see a message in the bottom portion of their window asking if they want to "Open" or "Save" this report. Choose SAVE. Other users will not be asked; the report will automatically be saved.

save

      4. Depending on your computer setup , you may see a “Save As” window next, asking you to specify the folder or drive on your computer where you wish to save the report. If you do get this "Save As" window:

    1. Click on the folder or drive where you wish to save the file.
    2. Rename your file, if desired, to make it easier to locate the report later.

If you are not asked to specify where your report should be saved, you can continue on to the next steps or verify that it was saved onto your computer.

chrome download

     5. In some cases a mini-window may appear which says "Download Complete." If it does, close the window by clicking on the "Close" button.


Step 2: Converting Your Report into Excel Format

When you follow the directions in Step 1 above, the report is saved onto your computer as a .lis or .dat file. When you open Word or Excel and perform the following additional steps, the report will be converted into Word or Excel format.

  1. Open a new, blank Excel document.

  2. Choose “File” – “Open” and locate the report you downloaded in the previous steps. Your report will have the suffix “.lis” or ".dat" at the end of its title.

Note: You will not immediately see your report title until you change the "Files of Type" indicator, located at the bottom of the dialog box, to "All Files":

finding your downloaded file
The file will be named in the following way:

your banner login _ name of report _ a number

     3. Once you have located and opened your report, Excel will open the 3-step “Text Import Wizard” dialog box. Perform the following steps:

    1. For "File Type" (Step 1), choose either “Delimited” or “Fixed Width.”  Which option you choose depends upon the nature of the report you have downloaded.
      1. Delimited separates your data into columns based on a specific character such as a ^ carat, comma or “tab”.
      2. Fixed Width separates your data into columns based on spaces between columns.
      If you are unsure which option to choose, leave the default at “Fixed Width.” You can come back later and change it if it is incorrect.

      Click Next to move to Step 2.

    2. For Step 2, what you see depends on what you chose in Step 1.
      1. If you selected “Delimited” in Step 1 above, indicate the character you wish to specify as your column-separating character. The most common choices are “ , “ (comma) and “ ^ ” (carat). If your character is ^ (carat), you will need to choose the “Other” option and type in the carat symbol ^ , as shown below:

        text import wizard step 2


      2. If you selected “Fixed Width” in Step 1 above, determine how your document’s column breaks should appear by viewing the lower section of the screen. (Use the scroll bars to see the full document preview.) Follow the instructions in the dialog box to add or subtract column break lines as needed.
      3. If the data in the lower section of the screen is virtually unreadable, click on the “Back” button, return to Step 1, and follow the instructions for choosing “Delimited” text in Step 1above.  
      4. Click Next to move to Step 3.

                c. For Step 3: You may skip this step, or choose to delete certain columns of data that are not relevant to your needs by highlighting the column and selecting the “Do Not Import Column” option.

Press Finish to complete the process.

    4. Save your document as a "Microsoft Office Excel Workbook" by going up to the “File” menu and choosing “Save As”. To perform this step, you will need to change the “Save As Type” indicator, located at the bottom of the Save As dialog box. Click on the down-arrow of the “Save As Type” box and scroll up until you see the option ““Microsoft Office Excel Workbook.” Choose this option by clicking on it.

You can now make changes to your data and treat it as you would any Excel document.

Converting Your Report into Word Format

To convert your Banner report into Word format instead of Excel format, follow the directions below.

You must perform the "Step 1 -- Downloading your Report" steps at the top of this page first, before you begin the process outlined below.

  1. Open a new, blank Word document.

  2. Choose “File” – “Open” and locate the report you downloaded in the previous steps. Your report will have the suffix “.lis” or ".dat" at the end of its title.
    Note: You will not immediately see your report title until you change the "Files of Type" indicator, located at the bottom of the dialog box, and click on the drop-down menu to change the file type to "All Files":

  3. Once you have located and opened your report, a "File Conversion" pop-up window will appear:

download

   


















Leave everything as it is and press "OK."

      4. When you view your Word report, you might find that it does not fit on the page in a readable way. To get the columns to line up, change the page orientation to "Landscape" format. (Go to "File" -- "Page Setup" to get to the popup box below.)

download landdscape

  




















  Press OK to complete the process.

      5. To make your report fit even better, you may wish to choose "Edit" - "Select All" and change the font size to "8" and the font type to "Courier New."  

      6. Save your document as a "Word Document" by going up to the “File” menu and choosing “Save As”. You will need to change the “Save As Type” indicator, located at the bottom of the "Save As" dialog box. Click on the down-arrow of the “Save As Type” box and scroll until you see the option ““Word Document.” Choose this option by clicking on it:

(For a Word file, choose "Word Document.")

 

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