Donald Donais Minnesota SharePoint Users Group – April 2019 Become an Excel Power User - Connecting and Analyzing Your SharePoint Data Donald Donais Minnesota SharePoint Users Group – April 2019

Donald Donais Office 365/Enterprise Collaboration Manager Husband & Father (Ages 17 & 14) Twitter: @dondonais Email: ddonais@spdrummer.net

Today’s Agenda Previous ways to extract Data New Method to Extract Data Getting Data Ready for Display Displaying in SharePoint Today’s Agenda

Previous ways to extract data

Export to Excel Available with most version of SharePoint Export list or library information including: Contacts Calendar Tasks Issues Custom List Discussion Board Document Library Exports the columns displayed in view Creates an .iqy (query) file Can refresh data from SharePoint to get updates Works with 2013 to current versions of Excel

Nice, but . . . Transformation of data happens after export Will lose transformations on refresh of data Need to rely on calculations for data normalization Issue with large lists not exporting correctly Reliant on the filtered SharePoint list view Feature requires Internet Explorer add-ins

Demo Export to Excel

New method to extract data

Get & Transform in Excel Newer version of Power Query Available as add-in for Excel 2010 or 2013 Built in for Excel 2016 and newer Get & Transform/Power Query is also found in Power BI

What does Get & Transform do? Connect to your data source: local, in a service or cloud Transform or shape the data to meet needs Combine with other data sources to create a data model Share the query with others through saving, sharing or reports

Connect to Data Connections include: Excel or CSV files Access, SQL Server, Oracle, MySQL, Azure database Web sites, SharePoint lists, Facebook, Salesforce, and much more

Transform & Combine Does not change the data in the data source Easy to change for own needs Changing the data type Adding a calculated column Removing a column Merging or appending tables . . . Query Editor to easily transform the data Advanced Editor available using M Language Transformations stay when refreshing

Share Make Query available through Power BI Data Catalog Publish to Power BI Create reports using data Save Excel in SharePoint or OneDrive and share Use Excel Services to display within SharePoint

Demo Connect – to SharePoint Lists Transform – data for analysis

Getting data ready for display

Analyzing Data Using Excel Conditional Formatting Built In or Custom Rules Provide visual cues about data using color Cell and text formatting Color Scales Data Bars Icon Sets Rules Manage

Analyzing Data Using Excel Pivot Tables/Charts Easy way to analyze a lot of data Consolidate based on a recurring value Quickly add calculations and summarize data Use Pivot Charts to quickly convey a story

Analyzing Data Using Excel Charts Illustrate data graphically Chart Types include: Bar Line Pie Column Surface Maps and 3D Maps . . . Recommended Charts Easy to manipulate

Demo Conditional Formatting Pivot Tables Charts

Displaying in SharePoint

Excel Services or Excel Online Display Excel workbook in SharePoint Worksheets, tables, charts can be displayed SharePoint 2010 – 2019 Need Enterprise Version SharePoint Online uses Excel Online Configure during Save/Save As > Browser View Options

Displaying SharePoint Page Different experience for classic vs. modern pages SharePoint Classic - Excel Web App Modern Page – File Viewer

Demo Excel Browser Options Embedding on SharePoint Page

Todays Agenda Previous ways to extract Data New Method to Extract Data Getting Data Ready for Display Displaying in SharePoint Todays Agenda

Questions

Thank you! Donald Donais Twitter: @dondonais Email: ddonais@spdrummer.net