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How to import an Excel file into a Terminology Database

This article will walk you through the process of importing Excel spreadsheets into a Déjà Vu Termbase. The instructions are slightly different depending on the version of Déjà Vu you are using. Select your version of Déjà Vu below:

Déjà Vu X2 Déjà Vu X3
   
  1. With an open Termbase, access the menu option File>Import>External Data.
  2. The Termbase Import Wizard appears:
  3. Click Next >.
  4. In the Specify Data Format page of the Wizard, select Excel 95/97/2000/XP.
  5. Click Next >.
  6. In the Specify File Name and Location page of the wizard, click Select...:
  7. In the Select Name and Location of Microsoft Excel Spreadsheet dialog, find the Excel spreadsheet you wish to import, select it, and click Open:
  8. Click Next >.
  9. In the Specify Excel Import Options page, you can see a preview of the information Déjà Vu X2 extracts from the spreadsheet:

    If the first line from the spreadsheet contains the names of the columns, check the option First Row Contains Field Names option.
  10. Click Next >.
  11. In the Specify Field Information page, you tell Déjà Vu X2 how to import information from each field (column) in the spreadsheet:
  12. In this example, we will import data from a simple spreadsheet that contain terms in French, and translations in English and Chinese.
  13. Click on the field FR.
  14. Check the option Import As:.
  15. Click on the combo box next to the Import As: checkmark:

    Select the item Main Lemma to specify that the FR term will be the main term in the Termbase.
  16. Click on the Language combo box:

    Select the language the terms from the FR field are in (in this case, French).
  17. You can, optionally, click on the Code Page combo box, and specify a code page for Déjà Vu X2 to use to extract text from the spreadsheet. This is only necessary if you can see, in the Preview box, that some of the text is not being extracted correctly:

    In this case, since the French text is being imported correctly, we don't need to change the encoding. However, to be on the safe side, you can specify Unicode for all the fields. With newer Excel spreadsheets, this is the safest choice.
  18. Now we will configure the EN field:
  19. This time, we specify that this field is a Translation of another term:
  20. When you specify that a field is a translation, you must specify what other field it is a translation of. You do that by clicking on the For Field: combo box, and selecting the name of the Main Lemma field (in this case, FR):

    You can also specify that it is a translation of all other lemmas. In this example, we will do that.
  21. Configure the Language and Code Page combo boxes appropriately:
  22. Configure the next field as well:

    You can see that, once the Code Page is changed to Unicode, the Chinese text is extracted correctly.
  23. Click Next >.
  24. In the Additional Options page you can enable the Remove duplicate segments if you want Déjà Vu X2 to automatically find and remove duplicate terms from the spreadsheet:
  25. Click Next >.
  26. To begin the import process, if you are certain you have configured everything correctly, click Finish.
  27. When the import process finishes, Déjà Vu X2 will tell you how many terms were imported:
  28. Click Close.
  1. With an open Termbase, access the External Data section of the ribbon, and click on Excel in the Import section:
  2. The Termbase Import Wizard appears:
  3. In the Specify File Name and Location page of the Wizard, click Select....
  4. In the Select Name and Location of Microsoft Excel Spreadsheet dialog, find the Excel spreadsheet you wish to import, select it, and click Open:
  5. Click Next.
  6. In the Specify Excel Import Options page, you can see a preview of the information Déjà Vu X3 extracts from the spreadsheet:

    If the first line from the spreadsheet contains the names of the columns, check the option First Row Contains Field Names option.
  7. Click Next.
  8. In the Specify Field Information page, you tell Déjà Vu X3 how to import information from each field (column) in the spreadsheet:
  9. In this example, we will import data from a simple spreadsheet that contain terms in French, and translations in English and Chinese.
  10. Click on the field FR.
  11. Check the option Import As:.
  12. Click on the combo box next to the Import As: checkmark:

    Select the item Main Lemma to specify that the FR term will be the main term in the Termbase.
  13. Click on the Language combo box:

    Select the language the terms from the FR field are in (in this case, French).
  14. You can, optionally, click on the Code Page combo box, and specify a code page for Déjà Vu X3 to use to extract text from the spreadsheet. This is only necessary if you can see, in the Preview box, that some of the text is not being extracted correctly:

    In this case, since the French text is being imported correctly, we don't need to change the encoding. However, to be on the safe side, you can specify Unicode for all the fields. With newer Excel spreadsheets, this is the safest choice.
  15. Now we will configure the EN field:
  16. This time, we specify that this field is a Translation of another term:
  17. When you specify that a field is a translation, you must specify what other field it is a translation of. You do that by clicking on the For Field: combo box, and selecting the name of the Main Lemma field (in this case, FR):

    You can also specify that it is a translation of all other lemmas. In this example, we will do that.
  18. Configure the Language and Code Page combo boxes appropriately:
  19. Configure the next field as well:

    You can see that, once the Code Page is changed to Unicode, the Chinese text is extracted correctly.
  20. Click Next >.
  21. In the Additional Options page you can enable the Remove duplicate segments if you want Déjà Vu X3 to automatically find and remove duplicate terms from the spreadsheet:
  22. Click Next > to begin the export process.
  23. When the import process finishes, Déjà Vu X3 will tell you how many terms were imported:
  24. Click Close.
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