Exploring Microsoft Excel 2002 Chapter 7 Chapter 7 List and Data Management: Converting Data to Information By Robert T. Grauer Maryann Barber Exploring Microsoft Excel

Exploring Microsoft Excel 2002 Chapter 7 Objectives (1 of 2)  Create a list  Add, edit and delete records in an existing list  Use Text Import Wizard to import data from other applications  Describe the TODAY function and use date arithmetic  Use the Sort command

Exploring Microsoft Excel 2002 Chapter 7 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 and pivot chart; save a pivot table as a web page

Exploring Microsoft Excel 2002 Chapter 7 Overview  Fundamentals of list management  Display selected records  Sort the list  Use database functions, criteria range, and arithmetic  Import data from other applications  Use Excel’s data analysis tools

Exploring Microsoft Excel 2002 Chapter 7 List and Data Management  Data management based on lists in Excel a list is an area of a worksheet that contains similar rows of data  Need valid input to produce valid output verify spelling of field names and records (use the Spell Check) remember: Garbage In, Garbage Out  Edit the list through Insert Row and Columns command and Delete command

Exploring Microsoft Excel 2002 Chapter 7 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 Excel 2002 Chapter 7 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 can sort on text fields or numeric fields can sort in ascending or descending order can sort on up to three fields  Date Arithmetic is a powerful tool for formulas Today() function always returns the current data

Exploring Microsoft Excel 2002 Chapter 7 Data Form Command

Exploring Microsoft Excel 2002 Chapter 7 Sort Command Sort Ascending Sort Descending

Exploring Microsoft Excel 2002 Chapter 7 Text Import Wizard  Converts an ASCII (text) file into an Excel workbook  Two file formats: fixed width and delimited fixed width: each field uses the same number of positions in each record delimited: fields are separated by a specific character, such as a comma or tab  Use the Open command select All Files in the Files of Type list box to open the Text Import Wizard you can also use the Data menu (Get External Data, Import Text File)

Exploring Microsoft Excel 2002 Chapter 7 Text Import Wizard

Exploring Microsoft Excel 2002 Chapter 7 Text Import Wizard

Exploring Microsoft Excel 2002 Chapter 7 Hands-On Exercise 1  Objective: To use the Text Import Wizard; to add, edit, and delete records in an employee list Text Import Wizard Add new records The Spell Check Sort the list Delete a record Enter the hire dates Format the hire dates

Exploring Microsoft Excel 2002 Chapter 7 Information versus Data  Data is simply facts  Information is data arranged in a useful format  Decisions in an organization are based on information  Database commands, functions and reports help turn data into information

Exploring Microsoft Excel 2002 Chapter 7 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 Excel 2002 Chapter 7 AutoFilter  Set criteria for fields using the drop- down list for the field only rows meeting the criteria are displayed other rows are hidden, not deleted  You may set criteria on multiple fields if you set criteria on multiple fields, a row must meet all the criteria to be displayed

Exploring Microsoft Excel 2002 Chapter 7 Auto Filter

Exploring Microsoft Excel 2002 Chapter 7 Advanced Filter  Extends AutoFilter in two important ways: create more complex criteria, such as the ability to set OR conditions (display rows that meet one of the criteria rather than all of them) copy the rows to another section on the worksheet, leaving the original list intact

Exploring Microsoft Excel 2002 Chapter 7 Advanced Filter

Exploring Microsoft Excel 2002 Chapter 7 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  Criteria are case-insensitive  Text entries are treated as though they were followed by a wildcard (*)

Exploring Microsoft Excel 2002 Chapter 7 Understanding Criteria Ranges  Relational operators can be used to find a designated range i.e. >40000 returns rows where the value is greater than 40,000  Upper and Lower Boundaries can be established use the same field twice in the criteria range and relational operators to set the boundaries  Equal and unequal signs select empty and nonempty records

Exploring Microsoft Excel 2002 Chapter 7 Criteria Ranges (1 of 2) Criteria ranges using same row imply AND Criteria Ranges using different rows imply OR

Exploring Microsoft Excel 2002 Chapter 7 Criteria Ranges (2 of 2) Establish upper and lower boundaries

Exploring Microsoft Excel 2002 Chapter 7 Database Functions  Parallel arithmetic operations of the same statistical functions performs the operations only on rows that meet certain criteria  DSUM  DAVERAGE  DMAX  DMIN  DCOUNT

Exploring Microsoft Excel 2002 Chapter 7 Using Database Functions

Exploring Microsoft Excel 2002 Chapter 7 Subtotals Commands  Subtotals command in the Data menu computes subtotals based on data groups list needs to be sorted on the field(s) you want to base subtotals on  Uses a summary function like SUM or AVERAGE  Outline format allows for several views of data

Exploring Microsoft Excel 2002 Chapter 7 Subtotals Dialog Box

Exploring Microsoft Excel 2002 Chapter 7 Hands-On Exercise 2 (1 of 2)  Objective: to sort a list on multiple keys; to demonstrate the AutoFilter and Advanced Filter commands; to define a named range; to use database functions Calculate the years of service The AutoFilter command The Custom AutoFilter command The Advanced Filter command The Insert Name command Database functions

Exploring Microsoft Excel 2002 Chapter 7 Hands-On Exercise 2 (2 of 2) The DAVERAGE function The DMAX, DMIN, DSUM & DCOUNT functions Change the criteria Create the subtotals Collapse and expand the subtotals

Exploring Microsoft Excel 2002 Chapter 7 Pivot Tables  Pivot tables extends the capability of database functions by presenting the data in summary form divides the records in a list into categories and computes summary statistics for those categories can be refreshed when cells in the underlying list are added, deleted, or edited  Use PivotTable Wizard in the Data menu Displays a Pivot Table toolbar  Can also display Pivot charts  Can be saved as Web pages with full interactivity

Exploring Microsoft Excel 2002 Chapter 7 Pivot Tables Dialog Box

Exploring Microsoft Excel 2002 Chapter 7 Pivot Chart

Exploring Microsoft Excel 2002 Chapter 7 Hands-On Exercise 3  Objective: to create a pivot table and pivot chart; to create a Web page based on the pivot table Start the Pivot Table Wizard Complete the pivot table Modify the list Modify the pivot table Change the chart type Complete the chart Save the pivot table as a Web page Pivot the Web page Change the underlying data

Exploring Microsoft Excel 2002 Chapter 7 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 Excel 2002 Chapter 7 Summary (2 of 2)  Subtotals can be inserted into a list  Database functions: DSUM, DAVERAGE, DMAX, DMIN and DCOUNT  Pivot table presents data in summary form  Pivot tables can be saved as interactive web pages