1. Exploring Microsoft Office Excel 2007
Chapter 5
Data to Information
Chapter 5 discusses the methods of turning raw data in worksheets into useful information for analysis and reporting.
Robert Grauer, Keith Mulbery, Judy Scheeren
Committed to Shaping the Next Generation of IT Experts.
Copyright © 2008 Pearson Prentice Hall. All rights reserved.
Copyright © 2008 Prentice-Hall. All rights reserved.
Copyright © 2008 Pearson Prentice Hall. All rights reserved.
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2. Copyright © 2008 Pearson Prentice Hall. All rights reserved.
Objectives
Design tables based on data table theory
Import data from text files and other sources
Apply conditional formatting
Apply advanced filter and sort methods
Create and use range names
Use database functions
Create and delete PivotTables and PivotCharts
Format, sort, filter, subtotal and refresh a PivotTable
The objectives of Chapter 5 are to:
Design tables based on data table theory
Import data from text files and other sources
Apply conditional formatting
Apply advanced filter and sort methods
Create and use range names
Use database functions
Create and delete PivotTables and PivotCharts
Format, sort, filter, subtotal and refresh a PivotTable
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3. Design Tables Based on Data Table Theory
A poorly designed table may result in flawed analysis
Plan the elements of a data table
Who will use the data table
What types of reports will be produced
What types of searches might be done
These guidelines make the construction of a data table more efficient:
The top row should contain the field names for the data table.
Field names should be short, descriptive, and easy to remember.
Formatting the field names makes them easy for users to identify.
Each column should contain the same type of information for each row in the table.
While a table can be just part of a worksheet, it helps to separate it from other elements of the spreadsheet.
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4. Import Data From Text Files and Other Sources
Importing is the process of inserting data from another application
Data may be in an Access database, in a text file format, or stored on a mainframe
Importing files using the Open Dialog box imports copy of the data into Excel without maintaining connection to the original data.
Any changes made to original data do not update in Excel.h
To maintain a connection to the original data, use commands in Get External Data on the Data tab.
To maintain a connection to the data source, use the data connection Wizard to create the connection.
Maintaining the connection is a way to use current data without repeating the copy and paste or import steps each time you analyze the data.
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5. Import Data From Text Files and Other Sources
Text file data is often imported into Excel for use in a spreadsheet
Text files are made up of letters, digits, and punctuation, including spaces
Comma Separated Value (CSV) files contain fields separated by commas and rows separated by a newline character
Text files, distinguished by the .txt file extension, contain ordinary textual characters with no formatting, graphical characters, or sound and video data.
Use the Open command and Text Import Wizard to import and convert a text file into Excel workbook.
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6. Import Data From Text Files and Other Sources
Both text and CSV formatted files are used to exchange data between different applications
A delimiter is a character used to separate one column from another in a text file
The most common delimiters in a text file are commas or tabs
To import data:
Display the Open dialog box and select Text Files from the Files of type drop-down list
Double-click the text file that contains data you want to import.
If the file is a .csv file, Excel automatically converts the file and opens it.
If the file is a .txt file, the Text Import Wizard appears, prompting you for information about the external data and then converts the data into an Excel workbook.
Select Delimited or Fixed width based on how the text is formatted.
Set the Start import at row value to where you want the data to begin
If the text file is delimited, check the appropriate delimiter symbol, such as Tab.
If the text file is fixed-width, move the column break lines to where the columns begin and end.
Select a Column data format for the columns to be imported
6. Click Finish
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7. Import Data From Text Files and Other Sources
As you can see in this example, the comma delimited text file is shown in Notepad on the left. You can see the delimiters. The data is also shown in the worksheet. Notice that you do not see the delimiters, but rather that the data has moved into the columns.
This figure shows comma delimited text file before and after being imported into an Excel worksheet
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8. Import Data From Text Files and Other 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, or as a PivotChart
When importing an Access database into Excel maintain a live connection to the data
Changes in the Excel spreadsheet automatically updates the database
To import an Access database into Excel:
1. Click From Access in the Get External Data group on the Data tab.
2. In the Select Data Source dialog box locate the Access file to be imported, select it, and click open.
3. Choose a table from the list of Access tables and click OK.
4. In the Import Data dialog box (see Figure 5.5 in the textbook), select how you want to view the data in your workbook, and where you want to put the data, and click OK.
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9. Import Data From Text Files and Other 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
You may have a reason to import data from other sources. Click the From Other Sources button from the Get External Data group on the Data tab.
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10. Import Data From Text Files and Other Sources
SQL Server
Create a connection to a SQL Server Table and import data as a table or PivotTable report
Analysis Services
Create a connection to a SQL Server Analysis Services cube. Import data as a table or PivotTable report
XML Data Import
Open or map an XML file into Excel
Data Connection Wizard
Import data for an unlisted format by using the Data Connection Wizard or OLEDB
Microsoft Query
Import data for an unlisted format by using the Microsoft Query Wizard and ODBC
Additional sources from which you can import data are shown here.
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11. Apply Conditional Formatting
Conditional formatting is used to apply specific formats automatically to cells that contain particular values or content
Use to highlight interesting cells or ranges of cells, emphasize unusual or duplicate values, or visualize data
In conditional formatting, if the condition is true, the cell is formatted automatically based on that condition. If it is false, the cell is not formatted based on that condition.
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12. Apply Conditional Formatting
Conditional formatting options include:
Highlight Cell Rules
Top/Bottom Rules
Data Bars
Color Scales
Icon Sets
See Table 5.2 in the textbook for more description of conditional formatting options.
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13. Apply Conditional Formatting
Data bars are gradient colored bars that help you visualize the value of a cell relative to other cells
Used when identifying high and low values in large amounts of data
Most useful when working with a big range of values
More effective with wider columns than narrow columns
Conditional formatting allows you to create Data bars which help you visual the value of the cell relative to other cells. You might use it to distinguish high or low values. It is useful if you are trying to analyze large amounts of data.
An example is shown on the next slide.
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14. Apply Conditional Formatting
A longer bar represents a higher value
The length of the gradient data bar represents the value in a cell. It is a little easier to distinguish the differences if the columns are wider.
A shorter bar represents a lower value
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15. Apply Conditional Formatting
Color scales formats cells with different colors based on the relative value of a cell compared to other adjacent cells
Using a two-color scale, the shade of the color represents higher or lower values
Using a three-color scale, the shade of the color represents the high, middle, or lower values
The color scale, unlike data bars, uses shading to visualize relative values.
An example is shown on the next slide.
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16. Apply Conditional Formatting
Color Scales
Use color scales to understand variation in the data to identify trends, to view good stock returns and weak stock returns.
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17. Apply Conditional Formatting
Icon sets are little graphics or symbols that display in cells
Used to classify data into three to five categories, based on the contents of the cells
Each icon represents a range of values
The icons are effective when you want to annotate or present data that is quickly readable and understandable
Limit the icon sets to only one or two to avoid overwhelming the reader.
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18. Apply Conditional Formatting
The figure shows a worksheet formatted with a variety of icon sets.
Icon sets
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19. Apply Conditional Formatting
To apply a conditional format:
Select the cells
Click Conditional Formatting in the Styles group on the Home tab
Select the specific conditional formatting style you want to apply
Clear conditional formatting from an entire sheet or from a range or cells, a table, or a PivotTable
To remove conditional formatting from an entire sheet, click Conditional Formatting in the Styles group on the Home tab, select Clear Rules, and select Entire Sheet.
To remove conditional formatting from a range of cells, a table, or a PivotTable, select the range of cells, table, or PivotTable first. Then click Conditional Formatting, select Clear Rules, and Selected Cells, This Table, or This PivotTable, as appropriate.
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20. Apply Conditional Formatting
Use either Quick Formatting or Advanced Formatting
Quick Formatting uses the options in Conditional Formatting in the Styles group on the Home tab
For advanced formatting use the Conditional Formatting Rules Manager dialog box
The Conditional Formatting Rules Manager dialog box provides much closer control of the conditional formatting.
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21. Apply Conditional Formatting
This figure shows the New Formatting Rule dialog box for Advanced Formatting. This dialog box is displayed by clicking the New Rule button in Conditional Formatting Rules Manager dialog box.
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22. Apply Advanced Filtering and Sort Methods
Data becomes more useful and important when it is organized or sorted
Volume of data can be reduced by selecting a subset that meets the specific conditions
Data that is sorted and extracted using specific conditions make it meaningful
Advanced filtering and sorting organizes your data into information that is more meaningful than it was in the original format.
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23. Apply Advanced Filtering and Sort Methods
To filter by conditional formatting:
Click the filter drop-down arrow for the field that you want to filter.
Select Filter by Color.
Select the conditional formatting color or icon set.
The figure in the slide shows the Gee Airline flights generating the most revenue. The filter displays only those amounts containing the green flags.
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24. Apply Advanced Filtering and Sort Methods
Sort by cell attributes
Filter records based on cell attributes
Filter data by using predefined number filters
Create custom filters by using a combination of different number filters
To sort by cell attributes, display the Sort dialog box, select the column for sorting, specify the cell attribute, such as Cell Color from the Sort On drop-down list, and select the order
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25. Apply Advanced Filtering and Sort Methods
A criteria range is an area separate from the data table and specifies the conditions used to filter the table
Independent of the table
Exists as a separate area on a worksheet
Must be at least two rows deep and one column wide
The first row contains the field names as they appear in the table
The second row contains the conditions or values you are looking for
Multiple values in the second row creates an AND condition, which requires that records selected meet both conditions.
When values are entered in multiple rows, an OR condition is created. Returned records are those meeting either condition.
Spelling is particularly important because variations in spelling or misspelled words will not meet the criteria.
You can also combine AND and OR conditions for more specific filters.
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26. Apply Advanced Filtering and Sort Methods
A relational operator is a symbol that is used to compare cell contents to another cell or value
Relational operators include <, >, <=, >=, <>, and =
Use equal (=) and unequal (<>) symbols to select records with empty and nonempty fields, respectively
An equal with nothing after it will return all records with no entry in the designated field.
An unequal (<>) with nothing after it will select all records with an entry in the field.
An empty row in the criteria range returns every record in the list.
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27. Apply Advanced Filtering and Sort Methods
The figure in the slide shows three sets of criteria ranges.
1. The first criteria range shows an equal with nothing after it. It will return all records with no entry in the designated field (Location)
2. The second criteria range shows condition to display records in which the salary is greater than $40,000
3. The third criteria range shows condition to display records where salaries are greater than or equal to $40,000 and less than or equal to $60,000.
Relational operator
used to set criteria
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28. Apply Advanced Filtering and Sort Methods
Use the Top 10 AutoFilter option to see the top or bottom 10 records in a list
You can also specify a percentage such as the top 10% of the records in a list
The Top 10 AutoFilter option displays the top or bottom 10 records in a list. You may also specify the top 10% records in the list.
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29. Apply Advanced Filtering and Sort Methods
The Advanced command displays the Advanced Filter dialog box
Enables you to filter the table in place
Copy the selected records to another area in the worksheet
Specify the list range
Specify the criteria range
Display unique records only
To set an advanced filter:
1. Create a criteria range.
2. Click a cell in the data table.
3. Click Advanced in the Sort & Filter group on the Data tab.
Click Filter the list, in-place to filter the range by hiding rows that do not match your criteria.
Enter the criteria range, including the criteria labels, in the Criteria range box, and then click OK.
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30. Apply Advanced Filtering and Sort Methods
The figure in this slide shows the Advanced Filter Dialog Box with an example advanced command setup.
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31. Create and Use Range Names
A range name is a word or string of characters that represents cell, range of cells, or constant value
Use the name to reference cells in formulas and functions
A range name can be up to 255 characters long but must begin with a letter or underscore.
It can be a mixture of upper or lowercase letters, numbers, periods, and underscores, but a range name cannot have blank spaces or special characters.
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32. Create and Use Range Names
A name can be used in any formula or function instead of cell addresses
Names used in formulas are absolute references
Range names must be unique within a workbook
To create a name for a range of cells
Select the range to be named.
Click Define Name in the Defined Names group on the Formula tab.
Type the name you want to use for your reference in the Name box in the New Name dialog box.
Click OK.
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33. Create and Use Range Names
The figure in the slide shows the New Name Dialog Box to name the range $A$1:$E$16 as EmployeeListYou can create multiple range names at once rather than creating one name at a time.
To create multiple names:
Select the range of cells containing the names you want to create and the cells that will contain the formulas using the names.
Click Create from Selection in the Defined Names group on the Formulas tab
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34. Create and Use Range Names
Use the Name Manager dialog box to edit existing range names, Delete existing range names, and create new range names
The figure in the slide displays the Name Manager Dialog Box to edit or delete an existing name.
If you want to edit or delete an existing name, click the name and click either Edit or Delete, respectively.
To display an alphabetical list of the range names:
Click Use in Formula in the Defined Names group on the Formulas tab.
Select Paste Names to display the Paste Names dialog box
Click Paste List.
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35. Create and Use Range Names
Using range names in formulas is helpful when you need to create formulas that reference a cell or a range of cells on a different worksheet
Because the range name creates an absolute reference to a cell or range of cells, the range-name reference in a formula is absolute
You can update the formulas to use range names rather than cell references by doing the following:
Select the cells that contain formulas that you want to update and click the Define Name down arrow in the Defined Names group on the Formulas tab.
In the Apply Names dialog box, select the applicable range names for the formulas you have selected.
Select appropriate options.
Click OK.
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36. Using Database Functions
The database functions analyze data for selected records in a table
affect only records that satisfy the specified criteria
similar to statistical functions (SUM, AVERAGE, MAX, MIN, COUNT)
return a value and save you time
use a criteria range that defines the search parameters
Using range names can simplify the construction of database functions
Database functions though look similar to statistical functions, they are used exclusively for database tables.
These functions affect only records that satisfy the specified criteria.
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37. Using Database Functions
Database functions have three arguments:
Database -- the entire table, including column headings and all columns, on which the function operates
Field -- the column in the database that contains the values operated on by the function
Criteria -- defines the conditions to be met by the function
The database reference may be represented by a range name.
You can enter the name of the column heading in quotation marks or enter the number that represents the location of that column within the table.
The criteria range must contain at least one column label and a cell below the label that specifies the condition and may be defined by a range address or by a range name.
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38. Using Database Functions
To insert a database function, you can click Insert Function between the name box and the formula bar, click the Or select a category drop-down arrow, select Database, and then click the desired database function in the Select a function list box.
The figure in the slide displays the summary statistics for Managers generated using the database functions.
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39. Using Database Functions
DSUM -- Calculates the total of values in a field that meets the specified condition(s)
DAVERAGE -- Determines the mathematical average of values in a field that meets the specified condition(s)
DMAX -- Identifies the largest value in a field that meets the specified condition(s)
DMIN -- Identifies the smallest value in a field that meets the specified condition(s)
DCOUNT -- Counts the number of records for a field that meets the specified condition(s)
Database functions include the DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT. The D lets you know that you are defining database data functions.
Database functions continue on the next slide.
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40. Using Database Functions
DCOUNTA -- Counts the number of records that contain values (nonblank) in a field that meets the specified conditions
DPRODUCT -- Multiplies the values within a field that meets the specified condition(s)
DSTDEV -- Calculates the standard deviation for values in a field that meets the specified condition(s)
Additional database functions are DCOUNTA, DPRODUCT, and DSTDEV. More database functions are shown on the next slide.
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41. Using Database Functions
DVAR -- Estimates the sample population variance for values in a field that meets the specified condition(s)
DVARP -- Estimates the enter population variance for values in a field that meets the specified condition(s)
You may also use the DVAR and DVARP functions for working with database data.
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42. Create and Delete PivotTables and PivotCharts
A PivotTable is a way to quickly summarize large amounts of data by:
Querying large amounts of data in user-friendly ways
Subtotaling numeric data, summarizing data, and creating custom calculations
Expanding and collapsing levels of data to facilitate focusing
Pivoting or moving rows to columns or columns to rows to see different summaries of data
A PivotTable provides the ability to quickly summarize long lists of data by categories without writing a formula or copying a single cell.
The PivotTable can be dynamically arranged as data needs require. This dynamic process of rearranging a PivotTable is known as "Pivoting" the table.
Same information can be looked from different angles to identify relationships between variables.
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43. Create and Delete PivotTables and PivotCharts
A PivotChart is a graphical representation of data in a PivotTable
enables you to visually present the data in a report
always has an associated PivotTable that has a corresponding layout
Both PivotTables and PivotCharts enable you to make informed decisions based on the data.
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44. Create and Delete PivotTables and PivotCharts
The figure in the slide displays a PivotTable and it's associated PivotChart. The PivotChart displays grand totals of different media types for the first quarter.
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45. Create and delete PivotTables and PivotCharts
First, think about the design of the data table itself
Use meaningful column headings, accurate data, and most important do not leave any blank rows in your data table
One column must have duplicate values to create categories for organizing and summarizing data
Another column must have numeric values
To create the report:
1. Select a cell in a named range of cells or in an Excel table. Make sure the range of cells has column headings.
2. To create a PivotTable, click Insert PivotTable in the Tables group on the Insert tab to display the Create PivotTable dialog box. To create a PivotTable and PivotChart, click PivotChart in the Insert PivotTable list, in the Tables group on the Insert tab to display the Create PivotTable with PivotChart dialog box.
3. Choose the data to be analyzed by clicking Select a table or range. If you selected a cell in a range or table the range of cells or table name reference shows in the Table/Range box. Otherwise, you will have to type a range of cells or a table name reference in the Table/Range box.
4. To place a PivotTable in a new worksheet, click New Worksheet. To place it on an existing worksheet, select Existing Worksheet and type the first cell in the range where the PivotTable will be located.
5. Click OK. An empty PivotTable appears on the left side of the worksheet, and the PivotTable Field List window appears on the right side of the window so that you can add fields, create a layout, and customize the PivotTable.
To delete a PivotTable:
Click the PivotTable.
Click Select in the Actions group on the Options tab.
Select Entire PivotTable.
Press Delete.
To delete a PivotChart:
Select the PivotChart.
Deleting the PivotChart does not delete the associated PivotTable.
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46. Create and delete PivotTables and PivotCharts
The PivotTable Field List window is used to add, remove or rearrange fields to a PivotTable or a PivotChart
Displays two sections:
A field section at the top shows fields from an external data source and is used to add or remove fields
A layout section at the bottom is used to arrange and reposition fields
To create a quick PivotTable, check the fields in the Choose fields to add to report section of the PivotTable Field List window. Excel arranges the fields based on their data types.
Although the default layout might be acceptable in some situations, you might want to control where fields appear in the PivotTable.
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47. Create and Delete PivotTables and PivotCharts
To design the PivotTable:
Drag a field to the Report Filter area in the Field List or right-click a field name and choose Add to Report Filter
Drag a field to the Column Labels or right-click a field and choose Add to Column Labels to organize data into columns
Drag a field to the Row Labels area of the Field List or right-click a field and choose Add to Row Labels to organize data into groups on rows
Drag a field to the Values area in the Field List or right-click a field and choose Add to Values
You can use a different summary function instead of SUM. To change the summary function:
Click in a value within the PivotTable.
Click the PivotTable Tools Options tab.
Click Field Settings in the Active Field. OR
Right-click a value in the PivotTable to display the Value Field Settings dialog box. The dialog box enables you to select other calculation types, such as Count, Average, Max, and Min.
You can also create a custom calculated field.
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48. Format, sort, filter, subtotal and refresh a PivotTable
Add formatting to a PivotTable to enhance its information value
Sort and filter your table to best analyze the data
Most PivotTables subtotal and total the values
PivotTables and PivotCharts are NOT dynamic; you must refresh the reports
PivotTables can be formatted, sorted, filtered, subtotaled or refreshed in order to present the data in a way that assists you in your analysis of the information.
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49. Format, sort, filter, subtotal and refresh a PivotTable
Formatting PivotTables is primarily done in the PivotTable Tools Design tab.
The figure in the slide displays the wide variety of preset formats that can be applied to format PivotTables.
In addition the PivotTable Style Options group provides several other tools such as Banded rows and Banded columns for further formatting of the PivotTable.
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50. Format, sort, filter, subtotal and refresh a PivotTable
Sorting and filtering the PivotTable makes the data more manageable and easier to analyze.
The figure in the slide displays Sort and Filter option lists available for PivotTables.
To sort or filter a PivotTable, click the drop-down arrow for a particular column heading.
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51. Format, sort, filter, subtotal and refresh a PivotTable
Displaying the subtotals draws attention to the totals
You can customize PivotTable subtotals using the Subtotals command in the Layout group on the Design tab.
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52. Format, sort, filter, subtotal and refresh a PivotTable
Excel does not update PivotTables and PivotCharts automatically
To refresh, right-click any cell in a PivotTable and select Refresh
Another way to refresh the PivotTable is to click the Options tab on the PivotTable Tools contextual tab. Then click Refresh in the Data Group.
To ensure your PivotTable is up to day when you open the workbook, click the PivotTable Tools Option tab, click the Options down arrow in the PivotTable group, and select Options. In the PivotTable Options dialog box, click the Data tab, select Refresh data when opening the file and click OK.
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As you complete this chapter on turning data into useful information, be sure to ask questions as they arise.
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