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Procedure documentation Exporting to Spreadsheets Locate the document in its SAP Library structure


You can export the list as various spreadsheet formats. The following list summarizes the most important of these formats and the corresponding file name extension for the files:


File Name Extension

Excel (in MHTML format)


Excel (in MHTML format for 2000/97)


Star Office (in ODS format 1.0)


Excel (in Office 2003 XML format)


SAP-internal XML format


SAP standard (internal table)


Excel (in previous XXL format)



A format is only included in the selection options if it is available on your PC. The system administrator can also restrict the list of possible formats or even reduce the export to a certain format.

When you export the list in one of these formats, the system automatically generates a file with the name export and with the corresponding file name extension. Exactly which parts of the list are exported to the file depends on the format.

Exactly which data is exported to the file depends on the format:

      In MHTML and XML formats, for example, you export the data that is displayed in the list on the screen. The number, selection, and sequence of columns as well as the sorting, filter, and calculation settings are all included in the export.

      In Excel XXL format, any functions that you executed on the list are not included in the export. The file contains all the columns that you have displayed, but your sorting, filter, and calculation settings are ignored.


To be able to display and, where necessary, further edit the file that you have generated with the export, the relevant program must be installed.


Exporting the List


       1.      Choose This graphic is explained in the accompanying text with the quick info text Export and select Spreadsheet in the selection list. In full-screen mode, choose List ® Export ® Spreadsheet.

If you have a choice of more than one format, the Select Spreadsheet dialog box opens.

       2.      In the Select Spreadsheet dialog box, select the format in which you want to save the exported data.

       3.      Confirm the settings.

       4.      In the dialog box that appears, specify the path and name of the file and save the file.

For some formats, you also need to specify other settings for the file that is saved.

       5.      Make the required settings, where applicable.

If an installed program is linked to the selected file name extension, this program is started automatically and the generated file is opened.

Keeping Settings

If you plan to reuse the same spreadsheet format, you can save the settings for the format. By doing this, you can omit the step with the Select Spreadsheet dialog box and can export the list more quickly.


       1.      Proceed as described above in steps 1 and 2.

       2.      In the Select Spreadsheet dialog box, select Always Use Selected Format.

       3.      Confirm your settings and continue as outlined above.

From now on, whenever you export your list as described above, you bypass the Select Spreadsheet dialog box step and proceed immediately to saving the data.

       4.      If you want to display the Select Spreadsheetdialog box again during the export, in the context menu for the list, choose Spreadsheet.

The dialog box opens; the Always Use Selected Format indicator is not set.


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