1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 11 Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next Generation of IT Experts. Exploring Microsoft Office Excel 2007 Chapter 5 Data to Information Robert Grauer, Keith Mulbery, Judy Scheeren

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 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

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Import Data From Text Files and Other Sources This figure shows comma delimited text file before and after being imported into an Excel worksheet

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Copyright © 2008 Pearson Prentice Hall. All rights reserved. Import Data From Text Files and Other Sources SQL ServerCreate a connection to a SQL Server Table and import data as a table or PivotTable report Analysis ServicesCreate a connection to a SQL Server Analysis Services cube. Import data as a table or PivotTable report XML Data ImportOpen or map an XML file into Excel Data Connection WizardImport data for an unlisted format by using the Data Connection Wizard or OLEDB Microsoft QueryImport data for an unlisted format by using the Microsoft Query Wizard and ODBC

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Apply Conditional Formatting Conditional formatting options include:  Highlight Cell Rules  Top/Bottom Rules  Data Bars  Color Scales  Icon Sets

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Apply Conditional Formatting A longer bar represents a higher value A shorter bar represents a lower value

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Apply Conditional Formatting Color Scales

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Apply Conditional Formatting Icon sets

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Apply Conditional Formatting

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Apply Advanced Filtering and Sort Methods

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

26. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

27. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 Apply Advanced Filtering and Sort Methods Relational operator used to set criteria

28. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

29. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

30. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 30 Apply Advanced Filtering and Sort Methods

31. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

32. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

33. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 33 Create and Use Range Names

34. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

35. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

36. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

37. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

38. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 38 Using Database Functions

39. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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)

40. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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)

41. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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)

42. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

43. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

44. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 44 Create and Delete PivotTables and PivotCharts

45. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

46. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

47. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

48. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

49. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 49 Format, sort, filter, subtotal and refresh a PivotTable Formatting PivotTables is primarily done in the PivotTable Tools Design tab.

50. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 50 Format, sort, filter, subtotal and refresh a PivotTable Sorting and filtering the PivotTable makes the data more manageable and easier to analyze.

51. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 51 Format, sort, filter, subtotal and refresh a PivotTable Displaying the subtotals draws attention to the totals

52. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 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

53. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 53