Home
Sharing information with other applications
You can share files and graphics between IBM® Notes® and other applications using a number of different techniques.
Advanced shared information topics
These tasks describe how to work with object linking and embedding, and how to import or export formatted data.
How can I import 1-2-3® spreadsheet files into views?
When you import a Lotus 1-2-3 spreadsheet file into a view, each row becomes an individual document and each column becomes a field. The original cell contents become the field contents. You can import data into either main documents or response documents.

Sharing information with other applications
You can share files and graphics between IBM® Notes® and other applications using a number of different techniques.
- Getting started with sharing information
  These tasks explain how to copy data into Notes, and how to share your Notes data with other applications.
- Sharing information with other applications quick reference
  This quick reference card is a list of instructions for common tasks and shortcuts for sharing information with other applications, which you can print and keep at your desk for easy reference.
- Working with shared information
  These tasks explain how to import and export data between Notes and other applications.
- Advanced shared information topics
  These tasks describe how to work with object linking and embedding, and how to import or export formatted data.
  - Object linking and embedding
    Object Linking and Embedding (OLE) is a technology that lets you share data between applications and is supported for Microsoft™ Windows™.
  - What is OLE 2.0?
    Put your short description here; used for first paragraph and abstract.
  - What is OCX?
    Put your short description here; used for first paragraph and abstract.
  - Troubleshooting tips for embedding OLE objects and ActiveX controls
    There are several reasons you may see the message: An error has occurred while processing a request on an object.
  - How can I export documents in a view into structured text files?
    Structured text is ASCII text. Exporting from an IBM® Notes® view to structured text creates a file containing the text of the documents, minus any rich-text attributes, as well as all data in document fields.
  - How can I export view data into tabular text files?
    Tabular text is ASCII text arranged in rows and columns, separated by tabs. When you export a view to a tabular text file, each row in the IBM® Notes® view becomes a text row (line). Each column in the view becomes a text column, separated by space characters. The contents of the Notes fields shown in the view become the entries in each column.
  - How can I export view data in CSV files?
    You can export IBM® Notes® view data to a CSV file. The Comma Separated Value (CSV) file format is a simple ASCII text file with one record per line, whose fields are separated by commas. The documents in the view will appear as individual records in the CSV file.
  - How can I import structured text files?
    Structured text is ASCII text that is structured in fields that contain values. When importing structured text into a view, you must select an IBM® Notes® form to accept the data.
  - How can I import tabular text files?
    Tabular text is ASCII text arranged in rows and columns, separated by tabs. When you import a tabular text file into a view, each text row becomes an individual document, and each text column becomes a field. The original table cell contents become field contents.
  - How can I import 1-2-3® spreadsheet files into views?
    When you import a Lotus 1-2-3 spreadsheet file into a view, each row becomes an individual document and each column becomes a field. The original cell contents become the field contents. You can import data into either main documents or response documents.
  - How can I modify an OLE object or ActiveX custom control using Notes® properties?
    With IBM® Notes® properties, you can modify an embedded OLE object or ActiveX custom control to make it more useful to you. For example, by editing the Width property, you could widen an Excel spreadsheet to display more information on your screen.

How can I import 1-2-3® spreadsheet files into views?

When you import a Lotus 1-2-3 spreadsheet file into a view, each row becomes an individual document and each column becomes a field. The original cell contents become the field contents. You can import data into either main documents or response documents.

About this task

When importing a spreadsheet file into a view, you must select an IBM® Notes® form to accept the data. The field names in the form must correspond to the field names used in the Notes® view (for example, name, address, phone number, and so on.).

If the spreadsheet file contains multiple sheets, only the first sheet is imported. If the range (or specified section) that you want to import spans more than one sheet within the file, Notes® imports only the range in the first sheet.

Notes® doesn't wrap lines of an imported spreadsheet. If the file has more columns than a window can display, use the horizontal scroll bars to see the full width of the spreadsheet. Notes® can handle a spreadsheet whose maximum text width is 22.75 inches; additional text is not displayed in the columns.

Perform the following steps:

Procedure

In a view, click File > Import.
Click 1-2-3 in the Files by type list.
Select the file's drive and directory and then select the file.
Click Import.
In the 1-2-3® Worksheet Import dialog box, from the Import as list, select Main Document or Response Document according to how you want the spreadsheet file to appear in the view.
From the Using form list, select the form you want to use to accept the data.
If the spreadsheet file and view have different formats, you need to use a format file so individual components correspond to the columns in the view or the fields in the document. Click Defined by a Format File and enter the file name in the COL file name box. A format file has the extension .col and is sometimes called a column descriptor file.
If you have a specific named range in the spreadsheet file set up to use for the import, specify the range in the WKS Range name box.
If in step 6 you selected a form in which fields need to be calculated, click Calculate fields on form during document import. This may be the case if you have formulas in your spreadsheet file. If unsure, ask the designer about the form.
Click OK.