Step-By-Step Tutorial
12 pages
English
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Step-By-Step Tutorial

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12 pages
English

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Step-By-Step Tutorial Creating City of Kent Residential Development Projects Shapefile in ArcGIS Written by Katie Heinitz Spring 2007 Purpose: The purpose of this document is to provide step-by-step instructions on how the City of Kent Residential Development Projects shapefile was created. This document will include information regarding the creation of the data, how to keep the data up-to-date, and how to make the City of Kent Residential Development Projects map available to the public. Table of Contents: A. Exporting an Excel Spreadsheet to an Access Database ………………………………1 B. Making New Shapefile: Join Access Database to Kent Parcels Layer in ArcMap ……3 C. Editing Attribute Table for Residential Project Shapefile……………………………..6 D. Residential Development Projects with Multiple Parcels ……………………………..7 ÆÆÆÆÆÆ A. Exporting an Excel Spreadsheet to an Access Database Using Access instead of Excel for creating a shapefile of the residential development projects creates fewer issues between the data and ArcMap. ArcMap works better with Access than it does with Excel and storing the data in Access allows the data to be more easily updated. If the data is already in Access form, there is no need to go through the steps laid out in this section. To export an Excel spreadsheet to an Access database: Create an Excel spreadsheet containing all desired data to be included in the final ...

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StepByStep Tutorial Creating City of Kent Residential Development Projects Shapefile in ArcGIS
Written by Katie Heinitz Spring 2007
Purpose: The purpose of this document is to provide stepbystep instructions on how the City of Kent Residential Development Projects shapefile was created. This document will include information regarding the creation of the data, how to keep the data upto date, and how to make the City of Kent Residential Development Projects map available to the public. Table of Contents: A. Exporting an Excel Spreadsheet to an Access Database ………………………………1 B. Making New Shapefile: Join Access Database to Kent Parcels Layer in ArcMap ……3 C. Editing Attribute Table for Residential Project Shapefile……………………………..6 D. Residential Development Projects with Multiple Parcels ……………………………..7
A. Exporting an Excel Spreadsheet to an Access Database Using Access instead of Excel for creating a shapefile of the residential development projects creates fewer issues between the data and ArcMap. ArcMap works better with Access than it does with Excel and storing the data in Access allows the data to be more easily updated. If the data is already in Access form, there is no need to go through the steps laid out in this section. To export an Excel spreadsheet to an Access database: Create an Excel spreadsheet containing all desired data to be included in the final shapefile/map. IMPORTANT: All column headings cannot contain any spaces or symbols other than letters, numbers, and underscores ( _ ). Use an underscore to separate words in the headings. For example: use “Parcel_Num” not “Parcel Num.” ArcMap does not function well with spaces or symbols in table headings. Also, in order to maintain the correct column headings once the shapefile is created, the column headings should be no longer than 10 characters. Once an Excel spreadsheet is created and includes all the information,save and close. If the Excel spreadsheet is open, Access will not be able to import it into a database. Open Microsoft Access. FileÆNewÆClick on Blank Database in righthand column. Give the database a name and Save in appropriate folder FileÆGet External DataÆImportÆSelect Excel spreadsheet containing the data you want to import (from above). Make sure the “Files of type” dropdown box is selecting “Microsoft Excel (*.xls)”ÆClick ImportIn the “Import Spreadsheet Wizard” box, make sure the correct Excel worksheet is selected (most of the time this will be Sheet1). The columns for the worksheets will appear below, allowing you to verify you have selected the correct sheet.
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Click NextÆCheck the “First Row Contains Column Headings” box. This allows the Excel spreadsheet column headings to also be the Access database column headings.ÆClick NextÆCheck store “In a New Table”ÆClick NextÆAccept the defaults for allowing duplicates for all the fields and Click NextÆChoose “No primary key.” For our a purposes, a primary key in Access isn’t necessaryÆClick NextIn the “Import to Table” box, give the table an appropriate name (as shown below) and click Finish
The information from the Excel spreadsheet is now in an Access database.
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B. Make New Shapefile: Join Access Database to Kent Parcels Layer in ArcMap Using the “join” feature in ArcMap allows the information from the Access database (that was created in the section A) and the parcels in the parcels layer to create a new shapefile that is spatially linked to a map through the parcels. To make the new residential development projects shapefile using the “join” feature:
Open ArcMapÆClick on theAdd Data button and add the parcels.shp and the residential projects table (created in section A in Access) by browsing to the saved locations. Note: the residential projects table is in .dbf format. Right click on the parcels layer in ArcMapÆJoins and RelatesÆJoin…
The following dialog box will appear. Set the same parameters as demonstrated below (Note: For Item 2, select the residential projects table you added to ArcMap. It may have a different name than that specified below):
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Click on Advanced… and check the box “Keep only matching records”ÆClick OKÆClick OKagain in the Join Data box. By choosing PARCEL_NUM for items 1 and 3, it creates a join between the table and the parcels layer, using that column. In other words, all records, or rows, in the parcels layer that contains the same value in the PARCEL_NUM column in the residential projects table will be selected and the information from those records and the records in the residential projects table will be shown in the parcels layer attribute table. To verify the join was successful: Right click on the parcels layerÆOpen Attribute TableÆYou should see columns of information in the attribute from the parcels layer and the residential projects table. If no spaces were in the column name, the columns will be correctly populatedÆClose the attribute table. Right click on the parcels layerÆDataÆExport DataÆExport the data into a new shapefile in an appropriate location and given an appropriate name (as shown below):
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A shapefile is now created that contains desired information for all the residential development projects.
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C. Editing Attribute Table for Residential Project Shapefile Because of the nature of the join tool, the shapefile created in Part B contains columns in the attribute table that are not relevant to the shapefile and the names of the columns have been changed. This section will go through the steps of editing the attribute table in ArcCatalog to create a more user friendly and aesthetically pleasing shapefile.
Open a blank ArcMap documentÆand ArcCatalogClick on the ArcCatalog button will open. In the lefthand column of ArcCatalog, browse to the residential project shapefile created in Part BÆClick on the Preview tab on top of the display areaÆin the drop down box below the display area, select Table:
This will display the attribute table for that shapefile. Right click on the columns you do not want included in the attribute table (for example, the columns from the parcels layer that are not needed in the residential projects layer) and click “Delete Field,” leaving only the desired columns of information. By default, some standard fields cannot be deleted, so just leave those columns in the shapefile. This may also be done in ArcMap by opening the attribute table for the shapefile, but sometimes the program does not allow columns to be deleted if the shapefile is opened in ArcMap.   6 
D. Residential Development Projects with Multiple Parcels Some of the residential projects encompass more than one parcel, and because of the nature of the shapefile created above, only one parcel shows up per project. To fix this issue, another Excel spreadsheet has to be created, exported to Access, and rejoined with the parcels layer. The parcel layer must then be edited to merge shapefiles for the same residential project, and then joined again with the shapefile already created. This section will go through the steps to create a more accurate shapefile. Open the Excel spreadsheet created in Part A.ÆFileÆSave AsÆrename the Excel spreadsheet (ex: Residential_Project_Parcels). For each project containing more than one parcel, list itagainin the NAME column once for each additional parcel. Copy and paste one of each of the additional parcel numbers into the PARCEL_NUM column for each project containing more than one parcel. Reformat the spreadsheet to include only the following columns: NAME, FILE_NUM, KIVA_NUM, PARCEL_NUM. Example: NAME FILE_NUM KIVA_NUM PARC_NUM AlfanoTSP 200120 2012818 0622059030 Anita's Place2122059033SP20072 2070142 BaathFSP200521 2060793 2022059278 BaathFSP200521 2060793 2022059285 Bahamas0622059053SU20066 2064271 Benson PlaceSP200626 2064163 6792200050 Benson PlaceSP200626 2064163 6792200051 Benson Place6792200040SP200626 2064163 Benson Pointe7830800092SU200621 2070515 BHSP200625 2063125 2022059309 Birch Lane2122059086SP200420 2053642 Bishop's Landing1522059032SP200434 2043757 Bjorgo1822059103SP200538 2060975 Blazenko0622059152SP20065 2060878 BohannonSP200427 2063318 2022059024 Bonnie LaneSU20071 2070701 2722059013 BraunSU200518 2052784 2022059162 Braun2022059164SU200518 2052784 Brenna's Vista0622059025SU200415 2062978 Burrows RePlat (lot 9 only) SU20036 2032133 1263400010 222205911 Canary HillSU20053 2052289 222205903 Canary HillSU20053 2052289 Canterbury West2822059189SP200413 2051360 Catera II2022059148SP200513 2060479 Cedar PointeSU200515 2054670 2222059052 Cedar PointeSU200515 2054670 2222059148   7 
As shown in the example spreadsheet above, projects such as Benson Place and Canary Hill contain more than one parcel. So, they are listed more than once (one listing for every parcel the project contains) and each parcel is listed in the PARCEL_NUM column next to the project it is associated with.Make sure no parcels for any project are left out. Export the Excel spreadsheet to a new Access database, using the same process as described in Part A. Once the Access database is created, do a join in ArcMap with the original Kent parcels layer and export the newly joined parcels layer to a new shapefile (as described in Part B). Edit the Attribute table (as shown in Part C) to delete any fields that are not needed (in other words, just keep the NAME, FILE_NUM, KIVA_NUM, PARCEL_NUM fields, and whatever other fields cannot be deleted by default). Open this shapefile in ArcMap. Turn on the Editor toolbar:ViewÆToolbarsÆEditor In the Editor toolbar, click onEditorÆStart EditingÆin the Start Editing dialog box that pops up, select the source containing the shapefile you want to edit (all parcels shapefile that was just created)ÆClick OK You are now in Editor mode. This allows the shapefile to be changed, or altered, according to specific needs. In order for residential projects with multiple associated parcels, the parcels need to be merged into the one project. To do this: Open the shapefile’s attribute tableÆRight click on the NAME columnÆSort Ascending
This places the residential projects in alphabetical order according to the project name. Leaving the attribute table open, move the table so the parcels are visible in ArcMap. Click on the Edit Tool on the Editor toolbar . Select all the parcels on the map belonging to the same project, using the Shift key to select more than one parcel. Feel free to zoom in to a particular area in order to select the correct parcels. The attribute   8 
table allows you to make sure all the parcels for a specific project have been selected (the row will become highlighted once the parcel is selected on the map)
Once all the parcels for a particular project are selected, in the Editing toolbarClick on EditorÆMergeThe Merge dialog box appears. In order to make this shapefile compatible for rejoining with the residential projects shapefile created in Part B, it is important to select the parcel in the Merge dialog box that contains the same parcel number as the PARCEL_NUM column in thefirstresidential projects shapefile. You will have to open either the Access database, Excel spreadsheet, or shapefile attribute table for the first residential projects shapefile to verify the parcel number in this shapefile is the same as the parcel number in the shapefile you are conducting the merges on. ÆClick OKin the Merge dialog box. The attribute table will update itself to reflect the merge. If the parcel number does not match the parcel number in the PARCEL_NUM column in the first residential projects shapefile, you can simply click on the parcel number in attribute table for the shapefile you are performing the merges on and type in the correct number (as long as you are still in Editor mode). Conduct a merge for all residential projects containing more than one parcel. In order to make sure the merges are saved in ArcMap and in the shapefile, click onEditorin the Editor toolbarÆSave Edits  9 