Exporting items from a 2007 custom Forms tool

You can export items from a 2007 custom Forms tool as structured text, tab-delimited text, comma-delimited text, binary XML, XML (without attachments), or Microsoft Excel 2007. Note the following guidelines for exporting items:

  • You can choose between exporting all items in the tool, or all items displayed in the current view or search result.

  • If you opt to export all items in the tool, items get exported in the order in which they were created, regardless of the current sort order in the selected view.

  • If you opt to export all items in the current view, items get exported according to the current sort order for the view.

  • For tabular text and structured text options, the data that gets exported depends on the columns that are included in the selected view. For example, if the selected view includes only two columns, the exported data will only include values from the fields referenced in those columns.

Do the following to export items:

  1. On the Workspace tab, click Export, and then click the export format you want.

  2. Select the options you want for exporting items, and click OK.


    • You can opt to export only the items listed in the current view, or to export all items in the tool.

    • You can select a specific form to use from the dropdown menu. The exported data will only use fields in the selected form.

    • When exporting to Microsoft Excel, if you want the export to include all System fields in the selected form, check Include System Fields. In addition to fields such as "Created By" and "Modified By", every form contains a lengthy list of other System fields that serve administrative purposes, and are hidden on the form. In most cases, it is preferable to exclude these fields when exporting into an Excel spreadsheet. Note that this option is available only for exporting to Excel.

  3. Select a location in which to place the exported file, and click Save.

The following table describes the file formats for exported items:

File Format


Binary XML

XML (without attachments)

Exports binary XML that can only be imported into another Groove 2007 Forms tool.

Alternatively, select XML (without attachments) to export items in readable XML format. This export option is most useful when you want to be able read the exported XML file in a text editor.

Note: This export option is used most effectively with items that do not include file attachments. If items contain file attachments, the contents of these files may be removed on export.


Exports items to a comma-delimited .CSV file. This format includes an option for creating the .CSV file for Microsoft Excel compatibility. Note that the order of columns, once imported into another application, may differ from the order of columns in the view.

Forms records

Records imported into Excel via csv file

1. Items in a custom tool

2. Imported into Excel, with system field columns hidden in the worksheet


Opens Microsoft Excel, and displays exported items in a new Excel spreadsheet.

Note:  This feature requires a Microsoft Office Excel 2007 (or later) installation.

Tabular Text

Exports items as a tab-delimited text file. Functions much the same as Comma-delimited export, except with a tab delimiter.

Forms records

Records exported as tabular text and imported into Excel

1. Items in a Forms or InfoPath Forms tool

2. Imported into Excel

Structured Text

Exports items as a structured, field-delimited text file.

Forms records

Records exported as structured text and displayed in a text editor

1. Items in a Forms or InfoPath Forms tool

2. Imported into a text editor

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