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Designers and page layout artists are often called upon to import a spreadsheet as a table from Excel. Sometimes that table is already formatted the way the person wants it; sometimes it's just raw data. Quark can handle both of those situations beautifully. If all you want to do is copy a table from Excel and drop it into your layout, the easiest way is to simply switch to Excel. Copy the cells that you are interested in. Go back to QuarkXPress, pick a spot to put it and paste.
Now, you have a table that looks just like the one that was in Excel. The advantage to this is that somebody has already done the work for you. The disadvantage is that you can't link this back to the original Excel document so that when they update it in your document here in QuarkXPress. On the other hand, I don't find that to be much of a problem because usually the data in Excel is frozen by the time you get it into XPress and even if it's not, Quark has a limitation. If that data updates, you lose the formatting that you've applied in QuarkXPress. So, if you want to maintain any kind of link to the original Excel file or if you want to apply style sheets in QuarkXPress that match the names of style sheets in Excel, you are going to want to import the table rather than copy and paste it.
So, we'll just get rid of this table and to import a table, you choose the Table tool and you drag out an area on your page where you want it to be. Here, all you have to do is select Link to External Data and when you do that, I usually select Auto Fit the Rows and Columns. That way the table comes in with a height and width looking approximately like I'm going to need it anyway in QuarkXPress. If you don't do that, you can select Maintain Geometry and that's going to keep its shape the same as it was in Excel. But I'm going to turn on Auto Fit and click OK and now it asks you for where the file is.
You can type in the name of it or more easily just browse right to the file you are looking for, in this case a little file that we call table text. Here you can choose which one of the sheets in the spreadsheet you want to import and what range of cells. Now I happen to know that it's 8 rows long. So I'll type that in there and here I don't want to include anything hidden. I don't want to include the formatting and I don't really care about the geometry either. If I wanted the style sheets to map to the style sheets in QuarkXPress, I would select this. Let's just click OK and see what happens. And now this table is linked to the original Excel table much like a picture might be linked to an original picture and if you update the picture, the picture can change in QuarkXPress.
Well, the same is true here. Under the Utilities menu, you go to Usage, just like you would for a picture box, and you choose Tables and it shows that indeed this table is linked and right now it's OK. If it were modified, it would show modified and we'd have an option to update it here. If you are not sure where it is on the page, click the Show button and it pulls it up to the upper left of the corner, so you can see it. There is additional information about the table down here in case you need to know when it was modified or which cells you have imported. But since everything is okay, we'll click Done and now we have a table that's linked to an external spreadsheet that we can update anytime the external spreadsheet updates.
Next, what we probably want to do is resize these cells and rows and columns, so that it fits the space that we have allotted on our page. We'll do that in the next movie.
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