Exploring Microsoft Office Excel 2007

Chapter 05 Lecture Notes (CSIT 104) 1111

Exploring Microsoft Office Excel 2007

Chapter 5

Data to Information


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


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


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



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



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



This figure shows comma delimited text file before and after being imported into an Excel worksheet



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



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



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 ExcelData Connection WizardImport data for an unlisted format by using the

Data Connection Wizard or OLEDBMicrosoft Query Import data for an unlisted format by using the

Microsoft Query Wizard and ODBC


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



Conditional formatting options include: Highlight Cell Rules Top/Bottom Rules Data Bars Color Scales Icon Sets



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



A longer bar represents a higher value

A shorter bar represents a lower value



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



Color Scales



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



Icon sets



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



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


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



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



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



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



Relational operatorused to set criteria



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 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


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 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



Use the Name Manager dialog box to edit existing range names, Delete existing range names, and create new 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


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 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



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)



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)



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)


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 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


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


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 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


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



Formatting PivotTables is primarily done in the PivotTable Tools Design tab.



Sorting and filtering the PivotTable makes the data more manageable and easier to analyze.


Format, sort, filter, subtotal and refresh a PivotTableDisplaying the subtotals draws attention to the totals



Excel does not update PivotTables and PivotCharts automatically

To refresh, right-click any cell in a PivotTable and select Refresh

Exploring Microsoft Office Excel 2007

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