Converting Word to Excel
Thread poster: Swaiyam

Swaiyam  Identity Verified
Germany
Local time: 01:11
Member (2003)
German to English
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Dec 16, 2007

Hallo,

Sorry if this isn't the correct forum to be posting in ...

For an analysis I'm carrying out on sentence structure, I'm looking for a way to convert a Word document into an Excel one. Every sentence in the Word document should start on a new row in Excel. There are two articles, both about 15 pages long. Is there a way of doing this?

Would be very grateful for any hints.

Thanks,
Anu


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xxxMarc P  Identity Verified
Local time: 01:11
German to English
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Simple procedure Dec 16, 2007

In Word, run a search and replace for full stops (periods) and replace them with paragraph marks.

Mark all the text and convert it to table.

Open Excel, copy the table in Word and paste it into an empty Excel spreadsheet.

You might want to fine-tune this, e.g. by searching for question marks, exclamation marks, etc. as well.

Marc


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Samuel Murray  Identity Verified
Netherlands
Local time: 01:11
Member (2006)
English to Afrikaans
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A solution Dec 16, 2007

Swaiyam wrote:
Every sentence in the Word document should start on a new row in Excel.


Okay, this is easy to accomplish (in theory). To convert an MS Word file into Excel in the way you describe, you just have to ensure that each sentence is in a separate "paragraph".

You can accomplish that using Marc's approach, or if you have a CAT tool you can do an autotranslate and grab the sentences from the TM. If you have Wordfast (even the free version), you can do an "Extract" which will produce a file much like the one you require.

Another useful tool to have is a text editor that allows you to deactivate word wrap (you can't disable word wrap in MS Word). I suggest Metapad, if you don't use Unicode.


[Edited at 2007-12-16 09:43]


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Swaiyam  Identity Verified
Germany
Local time: 01:11
Member (2003)
German to English
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TOPIC STARTER
Thank you! Dec 17, 2007

Marc P wrote:

In Word, run a search and replace for full stops (periods) and replace them with paragraph marks.


Thanks, it's worked great. The dates and "z.B." are driving me up the wall (a bit) but I guess that's something that can't be avoided

Anu


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Swaiyam  Identity Verified
Germany
Local time: 01:11
Member (2003)
German to English
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TOPIC STARTER
Extract Dec 17, 2007

If you have Wordfast (even the free version), you can do an "Extract" which will produce a file much like the one you require.


Thanks for the suggestion, Samuel. That's something I'll try next time

Anu


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Edward LIU  Identity Verified
Canada
Local time: 19:11
Chinese to English
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How can you enter paragraph mark in the Replace Tab? Jun 1, 2008

Marc P wrote:

In Word, run a search and replace for full stops (periods) and replace them with paragraph marks.

Mark all the text and convert it to table.

Open Excel, copy the table in Word and paste it into an empty Excel spreadsheet.

You might want to fine-tune this, e.g. by searching for question marks, exclamation marks, etc. as well.

Marc


How can you enter paragraph mark in the Replace Tab? Everytime I hit the return key, the cursor simply moves away.


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Tony M  Identity Verified
France
Local time: 01:11
Member
French to English
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Entering paragraph marks and other special characters in 'search-&-replace' Jun 1, 2008

On the dialogue box for 'search and/or replace', click the button near the bottom that is labelled 'special characters', and it gives you the codes for all the things like hard/soft returns etc. Once you have learnt the commonest ones, you can simply type them directly into the search field; for example, the code for a hard return (= paragraph mark) is ^p

I hope that helps!

[Edited at 2008-06-01 17:25]


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Tony M  Identity Verified
France
Local time: 01:11
Member
French to English
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Workaround for things like z.B. Jun 1, 2008


Swaiyam wrote:
The dates and "z.B." are driving me up the wall (a bit) but I guess that's something that can't be avoided
Anu


Actually, in a lot of cases, you can avoid it!

If you have something predictable like z.B., for example, all you need do is first search for this exact expression, and replace the full stops by some other character that never occurs elsewhere in your text — for example, perhaps §, or somesuch. So you get a document littered with frightening-looking things like z§B§!

Then you can do the rest of your manœuvre, and finally, once all the full stops have been replaced with . + [paragraph mark], you can then go back and re-search and replace for z§B§ to replace it with z.B. again.

Of course, you need to do this manœuvre for each problem string you may have, and it may be less easy for dates (but you could try using the 'any digit' wildcard and see if that worked..)


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Converting Word to Excel

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