Chapter 7 Data Management

Agenda Database concept Import data Input and edit data Sort data Function Filter data Create range name Calculate subtotal Create a pivot table and corresponding pivot chart

Database Concept List: simple database in a worksheet for similar rows of data –Rows (records): individual information –Columns (fields): unique attribute information in a record –First row contains field names –Need a blank row and a blank column between the list and the rest of the worksheet Primary key: to determine an unique record Sort Key: sequence

Import Data Convert an ASCII (text) file into an Excel workbook –File menu, Open, All files –Select the text file to open the Text Import Wizard Two file formats: fixed width and delimited –Fixed width: same number of positions in each field of every record –Delimited: a specific character (a comma or tab) separating each field of every record Spell check for field contents

Input and Edit Data Data form: add, edit, and delete records in a list –Data menu, Form –Using tab or curser between fields movement –One row at a time Add or edit record using regular spreadsheet operations

Sort Data Arrange records in a list according to the value in designated fields (sort keys) –Sort filed: text, numeric, or date fields –Sequence: ascending or descending order –Maximum three fields Sorting multiple fields: choose most important field as the primary sort key Need re-sort the list after adding new record

Date Function The Today() function: the current date The Now() function: the current date and time Dates stored as integers –Calculate the interval between two dates –Convert the number of days between two dates to weeks, months, or years

Database Functions Parallel arithmetic operations of the same statistical functions Functions include DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT

Filter Data Filter: a subset of records meeting a specific criteria Two method: AutoFilter or the Advanced Filter command

AutoFilter Set criteria for fields using the drop-down list for the field –Displaying rows meeting the criteria –Hiding other rows Set criteria on multiple fields –Displaying the rows meeting all the criteria

Advanced Filter Create more complex criteria (such as OR condition) Copy the resulting rows to another section on the worksheet Require the use of a criteria range –At least two rows –First row for field names –One or more rows for values –Text entries assumed to be followed by a wildcard (*) –Relational operators (such as >) for finding a designated range

Range Name Use a range name for a cell or cell range –Use EmployeeList for A1:E15 Range name adjust for insertions or deletions within the range Range names always considered as an absolute reference Range name can be used in formulas

Calculate Subtotal Computes subtotals for data group Need to sort the list first Data menu, Subtotals

Pivot Tables Present data in summary form –Divide the records in a list into categories –Compute summary statistics for those categories –Refresh after changing list Data menu, PivotTable Wizard Display pivot table with pivot chart Saved as Web pages with full interactivity

Points to Remember Database concept Import data Input and edit data Sort data Function Filter data Create range name Calculate subtotal Create a pivot table and corresponding pivot chart

Assignment Practice exercises 4, 5, and 6 Due data: