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Exporting data from Bento

From: Bento 2 Essential Training

Video: Exporting data from Bento

Bento makes it very easy to not only store your own data but also to share your information with anyone else that you would like to. There are a couple of supported formats and then you can save your data in one of those formats and then give your data to other people with other applications. First, what you need to know is you need to pick which data you're going to be exporting, so it's important for you to choose the library that contains the data that you want to export first. So, in this case, we'll choose Properties and we'll go under File, to Export. You'll see here the compatible file formats. The first one you see is Numbers, this could be Numbers '08 or Numbers '09, and then also you could save it as an Excel file. But it's important to note that it's going to save it as an .xlsx, which would require Excel 2008 or later to open.

Exporting data from Bento

Bento makes it very easy to not only store your own data but also to share your information with anyone else that you would like to. There are a couple of supported formats and then you can save your data in one of those formats and then give your data to other people with other applications. First, what you need to know is you need to pick which data you're going to be exporting, so it's important for you to choose the library that contains the data that you want to export first. So, in this case, we'll choose Properties and we'll go under File, to Export. You'll see here the compatible file formats. The first one you see is Numbers, this could be Numbers '08 or Numbers '09, and then also you could save it as an Excel file. But it's important to note that it's going to save it as an .xlsx, which would require Excel 2008 or later to open.

So if you are sharing this with a user that does not have Excel 2008, you could then just save it as a Text file. And Text files can be imported into tons of different applications, so this is usually a pretty safe option. And if you choose a Text file, you have to determine whether or not it's going to be Comma, Semicolon or Tab separated information. So just check with the recipient, the person whom you want to share this data with and see what their preferred format might be. Now regardless of which format you choose, you notice that you've got two selections. First, I can either import in all of the records. So in this case inside of the Properties table, you see I have got 43 total records. Or I can choose Only current records.

Now what that means is that if I done a search using the Search field or Advanced Find, and created a file set or a smaller group of records. Let's say I do a search for just everyone in Boulder then I have 4 different records, then I would choose only Current and then it would export only the four records that are in my file set. Otherwise, whether I have a file set on screen or not, I can choose, All records and it will just take all 43 records inside the chosen library. Same is true for the fields that you are going to be exporting, you see that I'm in Table View and I have 1, 2, 3, 4, 5 different columns or 5 different fields visible inside Table View. I can choose to only export those that are displayed in this table view. Or the other option is to choose all table view fields.

And now what this means is that there are some fields that are not compatible inside Table View like list fields, related list fields and that type of thing, media fields. So in that case, it would take all of the fields that are defined inside of this library and export only those that are compatible in Table View. The reason for that is because in two of these cases, you are creating spreadsheets and list fields and media fields and that type of thing, are not things that you can store inside of spreadsheets. So in this case, we pick the different options that we would like. We hit Next and we are going to choose a location to save this information and a name.

And we'll go ahead and hit OK. We have successfully created an export of our data that we can now give to other users or just archive or import it into another application.

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This video is part of

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Bento 2 Essential Training

66 video lessons · 9255 viewers

Cris Ippolite
Author

 
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  1. 3m 44s
    1. Welcome
      59s
    2. Using the exercise files
      2m 45s
  2. 10m 57s
    1. Introduction to databases
      2m 25s
    2. What is Bento?
      53s
    3. The Bento Home dialog
      1m 5s
    4. Exploring the Bento window
      3m 50s
    5. Understanding Form view, Table view, and Split view
      2m 44s
  3. 11m 24s
    1. Using libraries in Bento
      2m 25s
    2. Viewing records in a library
      1m 49s
    3. Planning libraries
      1m 55s
    4. Creating libraries by importing
      3m 41s
    5. Creating libraries from Bento templates
      1m 34s
  4. 5m 47s
    1. Working with linked data from Address Book and iCal
      2m 27s
    2. Updating Address Book and iCal data from Bento
      3m 20s
  5. 5m 5s
    1. Searching in Bento
      2m 31s
    2. Advanced Find
      2m 34s
  6. 14m 23s
    1. Understanding collections
      2m 11s
    2. Creating collections
      3m 44s
    3. Modifying collections
      2m 52s
    4. Creating and modifying Smart Collections
      5m 36s
  7. 12m 13s
    1. Creating, editing, and sorting records in Table view
      4m 16s
    2. Managing fields in Table view
      3m 39s
    3. Filling multiple fields at once using the Fill Down feature
      1m 14s
    4. Summarizing column data
      3m 4s
  8. 18m 5s
    1. Creating and editing records in Form view
      2m 25s
    2. Creating forms and adding fields to a form
      3m 42s
    3. Moving and resizing fields on a form
      2m 47s
    4. Integrating Live Maps
      1m 32s
    5. Linking to iChat with forms
      1m 29s
    6. Customizing form layouts
      6m 10s
  9. 12m 40s
    1. Understanding fields
      1m 35s
    2. Reviewing field types
      2m 49s
    3. Creating fields and using the Fields pane
      6m 15s
    4. Working with fields in Table view and Form view
      2m 1s
  10. 8m 21s
    1. Understanding List fields
      2m 3s
    2. File List fields
      6m 18s
  11. 7m 43s
    1. Using Message List fields
      3m 27s
    2. Linking Apple Mail messages and RSS articles to forms
      4m 16s
  12. 10m 32s
    1. Understanding Related Records lists
      1m 39s
    2. Creating Related Records lists
      2m 52s
    3. Managing Related Records lists
      6m 1s
  13. 9m 15s
    1. Understanding Media fields
      1m 39s
    2. Adding Media fields
      4m 21s
    3. Adding photos to a Media field using the iSight camera
      58s
    4. Positioning and resizing images
      55s
    5. Saving media files
      1m 22s
  14. 22m 19s
    1. Understanding Calculation fields
      5m 49s
    2. Merging fields using calculations
      3m 20s
    3. Calculating age
      4m 35s
    4. Calculating duration
      3m 18s
    5. Displaying summary information in the parent library
      5m 17s
  15. 19m 23s
    1. Importing data to Bento
      6m 49s
    2. Exporting data from Bento
      2m 56s
    3. Importing and exporting templates
      4m 16s
    4. Using the Bento Template Exchange
      5m 22s
  16. 7m 23s
    1. Printing from libraries and collections
      5m 39s
    2. Printing mailing labels
      1m 44s
  17. 12m 5s
    1. Creating Bento backup files
      3m 53s
    2. Restoring data
      2m 4s
    3. Using the Backup Reminder
      1m 5s
    4. Using Time Machine with Bento
      1m 54s
    5. Syncing with MobileMe and Entourage
      3m 9s
  18. 10m 24s
    1. Creating a library in the Bento app
      3m 26s
    2. Using the linked Address Book library in the Bento app
      3m 38s
    3. Syncing the Bento app with Bento on the Mac
      3m 20s
  19. 28s
    1. Goodbye
      28s

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