Overview

This article explains how to export a detention report from Blackbaud and import it into Google Sheets for viewing, sorting, and sharing.

Important: Blackbaud does not export directly to Google Sheets. You must first export the report as a file, then import it into Sheets.

Requirements

• Access to the detention report in Blackbaud

• A Google account

• Access to Google Sheets

Step 1: Export the Detention Report from Blackbaud

1. Run the Detention Report in Blackbaud.

2. Preview the report to verify the data is correct.

3. Click Export.

4. Select one of the following file formats:

   • CSV (recommended)

   • Excel (.xlsx)

5. Save the file to your computer.

Best Practice:
Use CSV when available. It imports into Google Sheets with fewer formatting issues.

Step 2: Import the Report into Google Sheets

1. Go to Google Sheets.

2. Click Blank spreadsheet.

3. Select File → Import.

4. Click the Upload tab.

5. Upload the CSV or Excel file exported from Blackbaud.

Step 3: Import Settings

When prompted, use the following settings:

• Import location:

  • Insert new sheet (recommended)

  • OR Replace spreadsheet if starting from scratch

• Separator type (CSV only):

  • Comma

• Convert text to numbers and dates:

  • Enabled

Click Import data.

Step 4: Review and Clean Up the Sheet

After importing:

• Verify column headers

• Confirm date fields display correctly

• Remove extra header or blank rows

• Adjust column widths as needed

Optional formatting:

• Freeze header row: View → Freeze → 1 row

• Enable filters: Data → Create a filter

Saving and Sharing

• Rename the spreadsheet clearly (example: Detention Report – Week of Oct 7)

• Google Sheets saves automatically

• Use Share to grant view or edit access

Common Issues

Dates appear incorrect

• Select the column → Format → Number → Date

All data appears in one column

• Re-import the file and confirm Comma is selected as the separator

Extra report headers appear

• Delete any non-data rows above the column headers