> For the complete documentation index, see [llms.txt](https://docs.besmarthead.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.besmarthead.com/ghg-emissions-co2-calculator/excel.md).

# Fleet and site lists via Excel

Paste your fleet, site or invoice list into an Excel sheet SmartHead prepares for you, pick each factor from a dropdown and import the whole row back in one go.

Your fleet manager has 120 vehicles in a spreadsheet. Your facility team has 14 sites with electricity invoices. Nobody wants to type them into a form. Export the GHG row, paste the list, choose factors from a dropdown, import – SmartHead calculates every line and updates the row.

{% hint style="success" %}
**Saves you time:** the exported sheet has 500 empty rows ready for pasting and a dropdown with your factors in every row. Colleagues without a SmartHead login can fill it in.
{% endhint %}

## Where to find it

Three places give you the same workbook, with a different scope:

| From               | Menu                                    | Contains                                              |
| ------------------ | --------------------------------------- | ----------------------------------------------------- |
| The row calculator | **"…"** › **Export to XLSX**            | The sources of this one row                           |
| The data point     | Data point **"…"** › **Export to XLSX** | All rows of the GHG data point                        |
| The disclosure     | Header **"…"** › **Export to XLSX**     | Every data point of the disclosure, GHG rows included |

In every case the export dialog opens; keep **Tables and breakdowns** ticked – that is where the sources travel.

![export dialog with the content groups and Include data points without a value](https://2593582272-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FxT5TFLiwBWeM9d0fDydH%2Fuploads%2FxYvAJpmsgEBf6ExHX7o0%2Fexport-1.png?alt=media)

If the drawer has changes you have not confirmed with **Add**, SmartHead asks: **Save and export** (confirms and saves the row first) or **Export saved data**.

## What the workbook looks like

* **GHG factors** – one read-only sheet for the whole file, grouped by scope and row: factor name, database and activity, region, year, unit, factor value, number of sources. Factors can only be changed in SmartHead – add one in the drawer and export again.
* **One sheet per row** that has at least one factor (e.g. "Mobile combustion"): the sources with **Description**, **Emission factor** (a dropdown with the factors of that row), **Quantity**, **Unit** (dropdown), a second quantity and unit when a factor needs them, and **Result (t CO₂eq)** – read-only, calculated on import.
* The legend sheet explains the colors: "add a source in an empty row and choose its emission factor from the dropdown".

{% hint style="info" %}
Screenshot coming soon: ghg-7 – a row sheet in Excel with the Emission factor dropdown open, the GHG factors sheet tab visible
{% endhint %}

## Step by step

{% stepper %}
{% step %}

### Add the factors first

In the row calculator, add the two or three factors your list needs and give them short names ("Diesel car", "Petrol car"). The names are what the dropdown shows.
{% endstep %}

{% step %}

### Export the row

Drawer **"…"** › **Export to XLSX** › confirm the dialog. Open the file.
{% endstep %}

{% step %}

### Paste your list

On the row's sheet, paste descriptions and quantities under the existing lines – up to 500 new rows. Pick the factor and unit from the dropdowns. Pasting removes the dropdown from the pasted cells; that is fine, SmartHead checks the names on import.
{% endstep %}

{% step %}

### Import it back

Drawer **"…"** › **Import from XLSX** (or the same item on the data point or disclosure **"…"** menu). Upload the file. SmartHead calculates every line and shows a preview: one line per changed source, "E1-8 – Mobile combustion – Škoda Octavia".
{% endstep %}

{% step %}

### Confirm

Click **Import changes (n)**. Nothing is saved before this click. The row and the data point get their new totals.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
Screenshot coming soon: ghg-8 – import preview of GHG sources with the line "Sources that are not in the file: n. They are kept." and the Also remove checkbox
{% endhint %}

## The import rules

* **New lines add sources, changed lines change them.** SmartHead recognizes an existing source by a hidden key in the first column – don't delete that column.
* **Sources missing from the file are kept.** The preview says "Sources that are not in the file: n. They are kept." Tick **Also remove the sources that are not in the file** to delete them; SmartHead asks once more, because this cannot be undone.
* **Unknown factor names and wrong units make a line invalid** – it is listed with the reason ("Emission factor is not in the calculator row") and skipped. Fix the cell and import again.
* **A source without a factor** is imported, but not calculated – the empty **Result** means "not calculated", not zero. Assign the factor in the drawer: filter **Without emission factor**, **Select all**, **Assign emission factor**.
* **A source split by a breakdown** has a read-only quantity in Excel; change it in the app.

{% hint style="warning" %}
Importing from the drawer closes it first and drops the changes you have not confirmed with **Add** – SmartHead warns you. Click **Add** before you import.
{% endhint %}

## Tips

* **Cars first:** paste the fleet without factors, import, then assign factors in bulk in the drawer. Good when the fleet list comes from someone who does not know the factors.
* **Reuse the file next year:** export again after the year change, paste last year's descriptions, enter the new quantities.
* **Reporters** can export and import a data point they have a request on – the fleet manager can do this alone.
* The same preview statuses and safety rules as any Excel import apply – see [Import from Excel](/export-import-reports/excel-import.md).

## Related

{% content-ref url="/pages/ZXRawxQhAaunEfuoqtEr" %}
[Calculate a row: emission factors and sources](/ghg-emissions-co2-calculator/calculator-drawer.md)
{% endcontent-ref %}

{% content-ref url="/pages/5m264hv2tVP1EQ2m6bBj" %}
[Import from Excel](/export-import-reports/excel-import.md)
{% endcontent-ref %}

{% content-ref url="/pages/KHCdGjd46rlCD7FM2bwr" %}
[Export to Excel](/export-import-reports/excel-export.md)
{% endcontent-ref %}

{% content-ref url="/pages/ipL8b8pqbT82Mw7tWgI7" %}
[Find the right emission factor](/ghg-emissions-co2-calculator/emission-factors.md)
{% endcontent-ref %}