Data Collation Tool

Please close your Outlook program when running this tool

Follow the steps below to collate your email responses into excel sheets.

Step 1

Upload a .pst File containing exported FormSG emails (How to create a .pst file?)

Step 2

Select the sub-folder(s) your FormSG responses are in. Ctrl+Click to select multiple sub-folders.

Step 3

Select the FormSG Form you want to collate responses for

Step 4

Click to download your responses as an excel sheet (Where are my attachments?)

And you're done!

Instructions on Creating .pst Files

.pst, or Outlook Data File, is just your Outlook folder when exported.

Here is how to create a .pst file in Outlook:


Step 1

Step 2

Step 3

Step 4

Step 5

You could export your entire Inbox folder, but it is better to export a specific folder after setting up Outlook rules to route FormSG responses to that folder.


Step 6

Step 7

And you're done! Click here to collate responses from your .pst

By following the steps above you successfully created a copy of your responses in a .pst file.

If your email inbox is full, you may now empty your inbox. To get your responses back, you can import the .pst file back to your inbox.


FAQ

A. Why was a zip file downloaded instead of an excel sheet?

If your FormSG email responses contained attachments, a zip file with your excel sheet and attachments will be downloaded instead of just an excel sheet. To unzip this zip file:

1. Go to the folder where the zip file is downloaded

2. Right-Click on the zip file and select Extract All... from the menu that appears.

3. A pop-up will appear prompting you to choose where to extract the zip file to. Choose a destination folder of your choice. Once extracted, you will find the contents of your zip file there.

B. Where are my attachments?

If your FormSG email responses contained attachments, a zip file with your excel sheet and attachments will be downloaded instead of just an excel sheet. Once you have unzipped this file, you will see that it contains an excel sheet and a folder with all your attachments.

The names of your attachments in this folder will be prefixed with the submission id of the email reponse that it belongs to (e.g. abc_file name.png, where abc is the submission id of the email response associated with the attachment).

If you open the downloaded excel sheet, you will be able to click on the attachment file names within the excel sheet to open the corresponding attachment.

C. The Data Collation Tool does not seem to be working. How can I troubleshoot?

Most issues that you might be facing with collating your data can be solved by following the suggestions below:

1. Close Outlook before running the Data Collation Tool.

2. Switch to a modern browser such as Chrome, Edge or Firefox.

3. Delete the old .pst file and create a new .pst file following the instructions above.

4. If step 1-3 do not work, zip up the .pst file and email it to us for investigation.

D. How do I setup Outlook rules to route FormSG responses to a specific folder?

Note that routing rules can only be set on personal inboxes. For shared inboxes, you must be the owner of the inbox to create rules.

Open Outlook and follow the steps below.


Step 1

Step 2

Step 3

Step 4

Step 5

And you're done!
E. How do I import my .pst file back into my Outlook Inbox?

Open Outlook and follow the steps below.


Step 1

Step 2

Step 3

Step 4

And you're done!