Using the Seagate Crystal Report Wizard to create a report in Excel

The Seagate Crystal Report Wizard in Excel offers familiar Crystal layout and selection screens to help you create a report from your spreadsheet. You can select a range of cells, or an entire data range in a spreadsheet to use as your report content.

Note:    When you create a report from an Excel spreadsheet, Seagate Crystal Reports creates a database file (.mdb). This file, the Excel spreadsheet file (.xls), and the report file itself (.rpt) cannot be moved or you'll lose the links between them and won't be able to refresh your report data later.

To create a report in Excel using the Seagate Crystal Report Wizard

1. On the Tools menu in Excel, choose Seagate Crystal Report Wizard.

   If your spreadsheet has unsaved data, Excel warns you to save before running the Wizard.

   

2. Type a data range in the cell range box, or click its button to choose a range directly from the spreadsheet.

   Clicking the button minimizes the Wizard so you can click-drag to select a data range. To return to the Wizard, click the button on the minimized Wizard.

   Note:    To select an entire data range in the spreadsheet, click Expand the selected range automatically.

3. With a data range selected, click Create Crystal Report.

   The Seagate Crystal Report Wizard appears.

   

   Note:    As you design your report, the program creates a database file (.mdb). The database file, the spreadsheet file (.xls), and the resulting report file (.rpt) cannot be moved or you won't be able to refresh your report data later.

4. Add the database fields you want to appear in your report to the Fields to Display list.

   The arrow buttons on this dialog box enable you to move fields from one list to the other. Single arrows move only the selected field; double arrows move all fields at the same time.

5. Click Next to choose fields to group on.
6. Add the database fields you want to group on to the Group By box.

   When a group field is selected, you can choose a sorting order from the Sort Order box.

7. Click Next to choose fields to summarize on.
8. Add the database fields you want to total on to the Summarized Fields list.

   Summarized fields apply to the group specified in the For the Group box. You can use the same fields in each of several different groups.

   When a summary field is selected, you can choose a summary type for it and add a grand total.

9. Click Next to sort groups on their summarized totals.

   You can select Sort All Groups, or you can specify a Top or Bottom N.

10. Click Next to create a record selection for your report.
11. Add the database fields you'll use to filter your report to the Filtered Fields list.

    Define your record selection by selecting from the box of limiting operators and entering the appropriate field value.

12. Click Next to select a report style.
13. Click Next to enter a title and saving location for your report.
14. Choose a method for viewing your report.

    There are four options:

    • Preview (read only)
    • Edit with Seagate Crystal Report Designer
    • Analyze with Seagate Analysis
    • View Later.

    The Preview option opens the report in the ActiveX viewer. You can view, print, and refresh the report in the viewer.

    The Edit and Analyze options open the report in the appropriate program. You can view, print, refresh, and modify the report while using all the capabilities of Seagate Crystal Reports or Seagate Analysis.

    The View Later option saves the report with the name you gave it to the directory you specified.

Now that your report has been created, you can use it and modify it as you would any other report in Seagate Crystal Reports. It remains linked to your Excel spreadsheet so if you refresh the report after altering the spreadsheet, your changed data is displayed (see About the Microsoft Excel Add-In).