Exploring Excel Chapter 5 List and Data Management: Converting Data to Information By Robert T. Grauer Maryann Barber Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 1

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Objectives (1 of 2) Create a list Add, edit and delete records in an existing list Use Text Import Query and Query Wizard Describe the TODAY function and use date arithmetic Use the Sort command Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Objectives (2 of 2) Use the database functions: DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT Use AutoFilter and Advanced Filter Use the Subtotals command Use a pivot table Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Overview Fundamentals of list management Display selected records Sort the list Use database functions, criteria range, and arithmetic Database management can use either Excel or Access but which is better? Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

List and Data Management Data management is based on lists in Excel Database concepts--record, fields, and primary keys are part of list management Need valid input to produce valid output--Garbage In Garbage Out (GIGO) Editing the list through Insert Row and Columns command and Edit Delete Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Database Concepts Lists can be used as simple databases Record is the individual information contained in a row Field is unique information contained in a column for a record Primary key is a unique field or combination like social security number Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Lists and Data commands Data Form Command provides easy way to add, edit and delete records Sort command arranges lists according to value in fields Date Arithmetic is a powerful tool for formulas Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Data Form Command Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Sort Command Sort Descending Sort Ascending Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Text Import Wizard Converts an ASCII (text) file into an Excel workbook Two file formats: fixed width and delimited Use the Open command to get to Text Import Wizard Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Text Import Wizard Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Text Import Wizard Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Hands-On Exercise 1 Text Import Wizard Add a Record - Data Form Command and Insert Rows Command The Spell Check Sort the List Delete a Record Enter the Hire Dates; Insert a Field Format the Date Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Information versus Data Data is simply facts Information is data arranged for a specific use Decisions in an organization are based on information Data commands, functions and reports provide information Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Filter commands AutoFilter is a subset of records which meet a set of criteria Advanced Filter allows for complex criterion and storing records in a separate worksheet area Criteria range specifies the values to search for in records Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Auto Filter Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Advanced Filter Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Understanding Criteria Ranges Must contain at least two rows--field names and a second row of values Same row entries imply an AND condition Values entered in different rows meet the OR condition Empty rows return all records Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Understanding Criteria Ranges Relational operators can be used to find a designated range Upper and Lower Boundaries can be established Equal and unequal signs select empty and nonempty records Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Looking at Criteria Ranges Criteria ranges using same row imply AND Criteria Ranges using different rows imply OR Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Database Functions Parallel arithmetic operations of the same statistical functions DSUM DAVERAGE DMAX DMIN DCOUNT Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Using Database Functions Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Hands-On Exercise 2 Calculate the Years of Service The AutoFilter Command The Custom AutoFilter Command The Advanced Filter Command The Insert Name Command Database Functions The DAVERAGE Function The DMAX, DMIN, DSUM & DCOUNT Functions Change the Criteria Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Subtotals Commands Subtotals command in the Data menu computes subtotals based on data groups Uses a summary function like SUM or AVERAGE Outline format allows for several views of data Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Pivot Tables Pivot tables extends the capability of database functions by presenting the data in summary form Use PivotTable Wizard in the Data menu Displays a Pivot Table toolbar Can also display Pivot charts Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Query Wizard Importing Data from Access Use the Data menu and click on Get External Data command Set up Database Query to select desired fields Will import to a Excel list Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Subtotals Dialog Box Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Pivot Tables Dialog Box Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Pivot Chart Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Hands-On Exercise 3 Insert a Column Create the Subtotals Examine the Subtotals The PivotTable Wizard Modify the Pivot Table Modify the Employee List Pivot the Table The Completed Pivot Table Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Summary (1 of 2) List contains records of data Information is data arranged in a useful format Dates can be used for calculations Importing data from other applications Filtered list displays only a subset of records Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Summary (2 of 2) Database functions: DSUM, DAVERAGE, DMAX, DMIN and DCOUNT Subtotals can be inserted into a list Pivot table presents data in summary form Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Practice with Excel The Student List Pivot Tables and Pivot Charts Expanded Employee List Object Linking and Embedding Date Arithmetic The Text Import Wizard Exploring Microsoft Office 2000 - Exploring Excel Chapter 5

Exploring Microsoft Office 2000 - Exploring Excel Chapter 5 Case Studies The United States of America The Super Bowl Personnel Management Equal Employment Opportunity The Year 2000 Problem Data Validation Exploring Microsoft Office 2000 - Exploring Excel Chapter 5