INSERT BOOK COVER 1Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. Exploring Microsoft Office Excel 2010 by Robert Grauer, Keith Mulbery, and Mary Anne Poatsy Chapter 9 Imports, Web Queries, and XML

Objectives Import data from external sources Create a Web query Manage connections Convert text to columns Manipulate text with functions Understand XML syntax Import XML data into Excel Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 2

Import Data From External Sources Importing — the process of inserting data from another application Two common file types imported into Excel: – Text files – Access database files Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 3

Import Data From External Sources Embed data: – When you import, but do not want to maintain a link – When you want to edit the data within Excel Link data: – When you want to create a link – When you want imported data updated if changes are made to the original data source Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 4

Import Data From External Sources Text file: –.txt extension – Comprised of ordinary characters such as letters, numbers, and symbols – Imports easily – Contains delimiters (special characters that separate data) Tabs Commas Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 5

Import Data From External Sources Tab-delimited files: – One tab separates columns – Columns may not align Comma-separated value (CSV) files: – Commas separate columns – Newline character separates rows Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 6

Import Data From External Sources Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 7

Import Data From External Sources Often necessary to import an Access database into Excel to analyze the data in more detail Access databases may be imported in three ways: – As a table – As a PivotTable Report – As a PivotChart When importing an Access database into Excel, maintain a live connection to the data Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 8

Import Data From External Sources Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 9

Import Data From External Sources Data can be imported from sources other than text files and Access databases The From Other Sources command on the Get External Data group lists several types of sources Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 10

Create a Web Query A Web query enables Excel to go to a particular Web site to obtain information Web queries let you extract data from tables on a Web page If the Web address changes, you must change the Web query and URL to ensure you have the most accurate information and citation If you have to log in to the Web site, the query generally will not work Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 11

Create a Web Query Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 12

Manage Connections When you import data using the options in the Get External Data group, Excel creates a link to the original data source Refresh connections periodically to ensure you have the most up-to-date and accurate information View or remove existing connections through the Workbook Connections dialog box Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 13

Manage Connections Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 14

Convert Text to Columns If data is displayed in one column, use the Text to Columns command to separate the data into multiple columns Convert Text to Columns Wizard guides you through the process of separating data and choosing a delimiting character Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 15

Convert Text to Columns Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 16

Manipulate Text with Functions Excel has 24 functions that enable you to display text to meet your needs CONCATENATE function joins two or more text strings into one text string Other commonly used text functions: – PROPER – UPPER – LOWER – SUBSTITUTE Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 17

Manipulate Text with Functions Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 18

Understand XML Syntax eXtensible Markup Language (XML) — a standard file format that enables data sharing across hardware, operating systems, and applications – XML document is divided into elements which contain a start tag enclosed in angle brackets, an end tag preceded by a slash in angle brackets, and the associated data – XML tags are case-sensitive Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 19

Understand XML Syntax Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 20

Import XML Data into Excel XML document can be opened directly from the Open dialog box If you want to maintain a connection to the original XML data file, import the data Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 21

Summary In this chapter, you learned how to import text files and Access database tables as well as how to create web queries. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 22

Questions Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 23

Copyright Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 24 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.