Exporting Tableau Data into Excel

Users of UW-Madison’s institutional Tableau workbooks may be able to export data into Microsoft Excel. This KB article explains how to export a table as a crosstab and how to export underlying data into Excel.

Exporting Data as a Crosstab

Exporting as a Crosstab allows you to export summarized data from both tabular charts and visual graphs/maps into a CSV file in Microsoft Excel. Keep in mind that downloaded data may not stay in a print-friendly format.

  1. Set the filters approriately, as only filtered data will be exported. It is important to check your filters every time you export underlying data to ensure are working from a complete list.

  2. Activate the chart by clicking on a cell or item within it. This tells Tableau which item you want to download when there are multiple items on a dashboard.

    Activate_Chart
  3. At the top or bottom of the screen, click Download, then click Crosstab.

    Select_Crosstab

    (If you followed steps 1-3 but your Crosstab option is grayed out, the workbook may not allow Crosstab data to be downloaded. To discuss your options, you may contact the developer listed at the bottom of the dashboard.)

  4. Select Download.

  5. Open the downloaded file. Depending on your browser, the download may appear at the bottom of your screen (Google Chrome), or you may get a pop-up notification (Firefox).

  6. Save as an Excel file.By default, the data is downloaded as a comma-separated values (CSV) file, which does not support advanced Excel functionality like formatting, charts, or pivot tables. Thus, you should save as an Excel file to avoid losing changes.

    1. Select the File tab at the top of Excel.

    2. Select Save As.

    3. Select a folder and remove ".csv" from the filename. Below the filename, select "Excel Workbook (*.xlsx)".

    4. Click Save. You should now have two copies of the data, one in CSV format and the other in Excel format. You may delete the CSV file.

      Save_as_Excel
  7. In Excel, look through your data and ensure it contains all the information you need. Repeat steps as necessary.

  8. If you need to add data from another spreadsheet (e.g. using multiple IDE workbooks), please refer to this KB article on Excel vLookup: Combining 2 Spreadsheets

  9. If you need to create a pivot table of your exported data, please refer to this KB article on Pivot Tables: Transform Exported Data in Excel.

Exporting Underlying Data

Users may need to export additional underlying data from a tabular chart. Follow these instructions for exporting underlying data into Excel.

  1. Only filtered data is exported, so set the filters appropriately. It is important to check filters every time you export underlying data to ensure you are working from a complete list. Keep in mind the filters may be on the left or up top.

  2. Activate the table so that Tableau knows what item on the dashboard you want to export.

    • Click once on any cell in the table. This tells Tableau to download data pertaining to just this cell.

      Click_Once_in_Chart
    • Click on that same cell again. This deselects the cell but keeps the table active. Now, Tableau knows you want to download all the data from the table (within the active filters) and not just that one cell.

      Click_Again_to_Unhighlight
  3. At the top or bottom right corner of your screen, select Download then select Data. If the Data option is grayed out, the workbook may not allow underlying data to be downloaded. To discuss your options, you may contact the developer listed at the bottom of the dashboard.

    Click_Download_then_Data
  4. A preview of your underlying data will appear. At the top, go to the Full data tab. Keep in mind only the first 200 rows appear in this preview. Once you export, you will see all exported data.

    Select_Full_Data
  5. Click on "Download all rows as a text file".

    Click_Download_all_rows_as_text_file
  6. Open the file. Depending on your browser, the download may appear at the bottom of your screen (in Google Chrome) or you may get a pop-up notification (in Firefox).

  7. Save as an Excel file.By default, the data is downloaded as a comma-separated values (CSV) file, which does not support advanced Excel functionality like formatting, charts, or pivot tables. Thus, you should save as an Excel file to avoid losing changes.

    1. Select the File tab at the top of Excel.

    2. Select Save As.

    3. Select a folder and remove ".csv" from the filename. Below the filename, select "Excel Workbook (*.xlsx)".

    4. Click Save. You should now have two copies of the data, one in CSV format and the other in Excel format. You may delete the CSV file.

      Save_as_Excel

Need More Information?

If you have questions about this document, please contact the Office of Data Management and Analytics Services (ODMAS, https://data.wisc.edu/) at info@data.wisc.edu.




Keywords:Tableau Download Export Data Microsoft Excel Crosstab Pivot Table Workbook CSV TXT XLS text file   Doc ID:84941
Owner:Steven T.Group:Office of Data Management & Analytics Services KB
Created:2018-08-16 20:43 CSTUpdated:2021-10-20 14:28 CST
Sites:Office of Data Management & Analytics Services KB
Feedback:  8   11