1. Tutorial 11: Connecting to External Data

2. Objectives Import data from a text file
Work with connections and external data ranges
Define a trusted location
Understand databases and queries
Use the Query Wizard to import data from several tables
Edit a query
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3. Objectives Import data into a PivotTable and PivotChart
Create a Web query
Retrieve data from the Web
Use hyperlinks in a workbook
Access data from an XML document
Work with XML data maps
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4. Visual Overview
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5. Retrieving Text Data
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6. Exploring External Data Sources
Historical data, long-term trends (text files)
Current trend information (databases)
Up-to-the-minute data (the Internet)
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7. Importing Data from Text Files
Simple, widely used format for storing raw, unformatted data (text and numbers)
Useful for sharing data across software programs and computer systems
Ways to structure file contents
Use a delimiter
Columns of data are separated by a symbol
Use fixed-width text file
Each column starts at the same location
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8. Understanding Text File Formats
Delimited text
Fixed-width text
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9. Importing Data from Text Files
Text Import Wizard determines whether data is fixed-width or delimited format
Steps of Text Import Wizard
Start the wizard
Specify starting row; edit column breaks
Delimited format: delimiter determines column breaks
Fixed-width format: wizard guesses locations of column breaks
Format data in each column
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10. Starting the Text Import Wizard
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11. Specifying the Starting Row
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12. Formatting and Trimming Incoming Data
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13. Exploring Connections
Defined process of retrieving data from an external file
Importing data creates a connection between the workbook and the text file
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14. Exploring Data Ranges External data range
Each location in which a connection is applied
Each external data range is given a name, which can be edited
Excel can update (refresh) data ranges and connections manually or automatically
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15. Exploring Data Ranges
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16. Defining a Trusted Location
Once a trusted location is defined, Excel will access the connection to the data source without prompting for confirmation that the connection is secure
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17. Visual Overview
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18. Excel Databases and Queries
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19. Introducing Databases
Excel can retrieve data directly from most database programs
A common field can match information from two tables into a single table
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20. Introducing Queries
Create a query to look at only specific information from a database
A query can:
Contain criteria (conditions that limit the number of records in the results)
Specify how you want the data to appear
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21. Using Microsoft Query
Excel supports two ways of importing database data
Create a connection to the database and retrieve all the information from a single table
Use Microsoft Query to retrieve data from multiple tables
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22. Steps in the Microsoft Query Wizard
Create a data source
Choose table and fields (columns) to include
Determine whether to retrieve all records or to filter data to retrieve only records that satisfy particular criteria
Specify how to sort the data
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23. Creating a Data Source Choose Data Source dialog box
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24. Choose Table and Fields (Columns)
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25. Choose Table and Fields (Columns)
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26. Filtering and Sorting Data
Filter Data dialog box
Sort Order dialog box
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27. Saving a Query Can be run later without redefining it
Accessible to other network users
Appears on Queries tab of Choose Data Source dialog box (allows quick access)
Save to trusted locations so that Excel can update queries when workbook is opened
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28. Importing Data from Microsoft Query
Query Wizard – Finish dialog box options
Return (import) data into the Excel workbook
Display results in Microsoft Query for further editing and query definition
Import data in an Excel table, a PivotTable, a PivotTable and PivotChart, or create the connection without importing the data
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29. Importing Data from Microsoft Query
Formatted Portfolio worksheet
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30. Importing Data from Microsoft Query
Connection Properties dialog box
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31. Editing a Query Edit a query to: Add new columns to the worksheet
Change sort order options
Specify a filter
Edit a query by editing the definition of the connection
Excel recognizes that Query Wizard was used to define parameters of the connection and restarts the wizard
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32. Editing a Query
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33. Editing a Query Revised portfolio table
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34. Importing Data into PivotTables and PivotCharts
Can select and display values from only one area at a time, adding only a single table and chart to the workbook
Data used in the table and chart can be stored in an external data source
Initial table and chart are empty until you define where to place fields from data source
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35. Importing Data into PivotTables and PivotCharts
PivotTable and PivotChart added to worksheet
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36. Importing Data into PivotTables
Can set PivotTable layout, change labels, and format data values
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37. Importing Data into PivotCharts
Can format PivotCharts
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38. Visual Overview
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39. Web and XML Connections
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40. Creating a Web Query
Specify the URL and use Excel Web Query to select portions of the Web page to import
URL form if file is stored on a Web server
URL form if file is stored locally (not on Web server)
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41. Creating a Web Query New Web Query dialog box
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42. Creating a Web Query
Text is imported into worksheet as unformatted text
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43. Creating a Web Query
To format a Web query, retrieve Web page format using:
None (default; imports text but not formatting)
Rich text formatting only
Full HTML formatting
To save a Web query
Save to a permanent file that is shared
Saved connection file can be loaded in any Office program
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44. Importing Data from the Web
Use a Web query to retrieve online data and import it into a workbook
Excel has several Web query files stored in a library of built-in Web queries
Some include parameters for specifying exact information to be imported
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45. Importing Data from XML
Office 2010 files are stored in an XML-based file format called Office Open XML format
An XML document is structured like a tree: elements are placed within one another, descending from a common root element
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46. Importing Data from XML
Data map of the Data.xml document
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47. Importing Data from XML
XML author can:
Define what makes up a valid document (which elements are required, which are optional)
Indicate the type of values each element can contain
Schemas, though not required in XML, ensure that data inserted into an XML document follows predefined rules for content and structure
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48. Loading an XML Data Map
Commands to access data map of an XML document are part of Excel Developer tools
Show the Developer tab on the Ribbon
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49. Binding XML Elements to a Worksheet
Using XML as a data source:
Allows you to attach (bind) elements to specific cells in the workbook
Provides greater freedom in designing worksheet layout
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50. Importing XML Data
To retrieve XML data, refresh the connection to the data source
Excel automatically places data in the correct worksheet cells
Can automatically update XML data in a workbook to reflect changes to source XML document
Can use a data map to export data from a worksheet to an XML document
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51. Understanding Real-Time Data Acquisition
Another data source: real-time data values from measuring devices and scientific equipment
Usually requires purchase of an add-in to work with Excel and the device
Excel provides the RTD function to facilitate importing data from an external device
Can save hours of data entry time
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