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Microsoft Knowledge Base Article
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Article ID: 256260 - Last Review: October 26, 2007 - Revision: 8.2 How to prepare data for importing or linking to a mapThis article was previously published under Q256260 This article describes how to prepare data for importing or
linking to a map in Microsoft MapPoint or
Microsoft Streets & Trips. To prepare data for importing or linking to a map in
MapPoint or
Streets & Trips: - Make sure that at least one column of data (the same field
in each record) contains location information, such as city, state, or ZIP Code
information.
When you map data in MapPoint or
Streets & Trips, the program searches for a column
of data that contains location information, and then, based on this location
information, the program maps your data.
For example, if one field
contains the name of a county, and another field contains the average income of
residents in each county, MapPoint or
Streets & Trips first locates the column of county
names (the location information), and then maps the average income of residents
in each county to each county that is listed in the County column. - Make sure that the data is entered in a consistent fashion.
For example, if you import a set of addresses, make sure that the
street address for each record is in the same field throughout the data set.
- Select or create relevant column headings for each field.
The Link Data Wizard and the Import Data Wizard in MapPoint or
Streets & Trips
recognize certain standard column headings, such as Address1, City,
Information, Total Sales, and ZIP Code. When you use a standard column heading,
you ensure that MapPoint or
Streets & Trips can identify your data correctly.
- Make sure that your address data is as complete as
possible.
For example, if you include the name of the state in the
address information, MapPoint or
Streets & Trips requires less time to map your
data. - Organize your data so that each field or column is
designated as a discrete category of information, such as street address, city,
ZIP/Postal Code, state/province, or country. Do not place more than one
category of information into a single field.
For example, do not
include an entire address in a single field. - If your data contains different types of location
information, create a different data file for each type of location
information, and then link or import the data from each data file to your
MapPoint or
Streets & Trips map.
For example, if
your data contains records with complete addresses and records with only ZIP
Codes, create two separate data files, one file for complete addresses and the
other for ZIP Codes. Then link or import the data from each data file to your
MapPoint or
Streets & Trips map. - Use the "Information" column heading for a field in which
you want the field's data to be displayed in either the information balloon of
the record's corresponding pushpin, or in the shaded or sized circles that you
may use to identify a point on the map.
- Use the "Name1" or the "Name2" column heading for a field
in which you want the field's data to be displayed in either the gray area of
the information balloon of the record's corresponding pushpin, or in the shaded
or sized circles that you may use to identify a point on the map.
- If the data that you want to link or import to a MapPoint or
Streets & Trips map contains the name of more than
one country, make sure that the data includes a Country field or column.
- If you want to link or import data to a MapPoint or
Streets & Trips map, your data must contain a
field that serves as a "primary key."
A primary key is database term
for a field that uniquely identifies each record in a data set. The primary key
makes it possible to
identify and update a record, even if you change the
name of the record. For data that you want to import or link to MapPoint 2001,
the primary key can be a name, an address, or another category of information
that serves as a unique identifier.
If your data does not contain a
primary key, add a field or a column to your data, and then enter a unique
number in each field.
To conveniently enter a primary key in a
Microsoft Access database, create a field for this purpose, and then format the
field as AutoNumber.
To conveniently enter a primary key in a
Microsoft Excel spreadsheet, select a column for this purpose, and then use the
Autofill feature to automatically enter unique numbers in each cell in that
column.
Note Avoid five-digit primary keys, because MapPoint 2001 identifies
five-digit numeric data as ZIP Codes. - If your data file is a text (*.txt, *.csv, *.asc, or *.tab)
file, use the TAB key, a semicolon, or a comma to separate each field in your
data.
- When you import data from an Excel spreadsheet in which
cells in a certain column are formatted as currency, you must format the entire
column as currency.
APPLIES TO- Microsoft AutoRoute 2007
- Microsoft AutoRoute 2007 with GPS Locator
- Microsoft AutoRoute 2006
- Microsoft MapPoint 2009 North America
- Microsoft MapPoint 2009 North America with GPS Locator
- Microsoft MapPoint 2006 Standard Edition
- Microsoft MapPoint 2004 Standard Edition
- Microsoft MapPoint 2002 Standard Edition
- Microsoft MapPoint 2001 Standard Edition
- Microsoft Streets & Trips 2009
- Microsoft Streets & Trips 2009 with GPS Locator
- Microsoft Streets & Trips 2008
- Microsoft Streets & Trips 2008 with Connected Services
- Microsoft Streets & Trips 2008 with GPS Locator
- Microsoft Streets & Trips 2007
- Microsoft Streets & Trips 2007 with GPS Locator
- Microsoft Streets & Trips 2006
- Microsoft Streets & Trips 2005 Standard Edition
- Microsoft Streets & Trips 2004 Standard Edition
- Microsoft Streets & Trips 2003 Standard Edition
- Microsoft Streets & Trips 2002 Standard Edition
- Microsoft Streets & Trips 2001 Standard Edition
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