1. In the RSRS database, click on the Report/Export Tab [3].
2. Scroll down to the bottom of the page and click on the yellow “Export Raw Data” button (ignore all other checkboxes and buttons).
3. A new screen comes up with a description of what can be exported, and options for exporting. 

(a)              Quick exports (yellow buttons):
  Export this Month,

  Export this Calendar Year,

  Export All. 

These buttons export everything in the last month, or calendar year, from all units.

(b)              Specific Exports à   enter date/time, locations, type of staff, categories, durations, and mode of contact.

o        Only adjust date and time; it currently defaults to current day.

Leave the other options as defaulted (selected/unselected); it will export everything:

Locations – all selected

Type of staff – unselected

Categories – all selected

Duration – all selected

Mode of Contact – all selected

(c)               Click on the button that says “Preview Raw Data”.

4.      The next screen previews the data and provides a count of the transactions to be exported.  Hit the yellow button at the bottom of the screen that says “Export Raw Data”.

5.      A dialog box will pop up with “Do you want to open or save this file?”  Select “Save”.  Place the saved text (.txt) file in the Desktop. Note it’s name “Export_tab1234…”. You can leave the name as is, or name it something meaningful. 

6.      If another dialog box pops up, it will say “Download Complete” and ask you whether you want to “Open” or “Close” the folder.  Choose “Close”.

7.      In the Desktop find the saved text file “Export_tab1234..”.  To open the file, select it and RIGHT click with your mouse.  From the menu, choose “Open with” Microsoft Excel.  If Microsoft Excel is not listed, go to “Open with” à “Choose program”.  Find Microsoft Excel from the dialog box and press “OK”.

8.      The file is now viewable in Excel, but it is still a text (.txt) file.  You might want to use the “Save As” button to save it as an Excel file (.xls extension) and place in a location other than your desktop.

Sorting in Excel

Use this function to isolate your unit’s statistics and transactions.

There are several ways of sorting.

1.      Open the exported Excel file.

2.      Highlight the headers in the header ros (Day, Date, Time, Location, Sublocation, etc…)

4.      Click on one of the data cells in the locations column. Click on the A-Z icon that sorts by ascending.

5.    Transactions from each unit library will be listed in alphabetical order.  At this point you can delete all rows of transactions that do not pertain to your unit.  Save.