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PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Intermediate Chapter 4
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PowerPoint Presentation to AccompanyGO! with Microsoft® Office 2007 Intermediate
Chapter 4Importing Data and Using Excel As a Database
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Objectives
• Import Data into Excel• Reorganize Data from External
Sources• Analyze Data with Excel Database
Tools• Use Database Functions
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Import Data into Excel
• Data– Facts about people, events, things, or
ideas• Database
– Collection of related data • Information
– Data organized in a useful manner
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Import Data into Excel• Record - row
– Related data about one person, event thing, or idea
• Field - column– Category of data such as phone number
• Database table– Each field has a unique name– No empty columns or rows
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Import Data into Excel
• Data can be imported from:– Word table– TXT file– Access– Comma delimited file
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Import Data into Excel
• Importing from Word– Data from Word tables can be imported– Step 1: Copy table from Word– Step 2: Paste Special in Excel – Step 3: Choose text as type
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Import Data into Excel• Import data from text file – Step 1
choose file type that best describes your data– Delimited– Fixed Width
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Import Data into Excel• Import data from text file – Step 2
Set your delimiters
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Import Data into Excel
• Import data from text file - Step 3 Format data– General– Text – Date– Do not import
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Reorganize Data from External Sources
• Convert Text into Columns– For example, breaking a full name into first
and last name for sorting
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Reorganize Data from External Sources
• Remove spaces using the TRIM function
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Reorganize Data from External Sources
• Consolidating Data– Displaying worksheets Side by Side allows
for easier scrolling and consolidation
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Reorganize Data from External Sources
• Highlighting duplicate values using conditional formatting
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Reorganize Data from External Sources
• Example of conditional formatting
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Reorganize Data from External Sources
• Removing Duplicate Records– In the Remove Duplicates dialog box
• Define the fields that must match in order for a record to be considered
• Consider matching on more than one field to be cautious
• The first record is the one that is preserved
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Reorganize Data from External Sources
• Creating a Table– Insert the table– Set the table style using the Table Styles
gallery
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Analyze Data with Excel Database Tools
• Use Custom AutoFilters
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Analyze Data with Excel Database Tools
• Advanced Filter Criteria
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Analyze Data with Excel Database Tools
• Using Wildcards in Criteria Ranges– Asterisk (*) used to replace a number of
unspecified characters– B* will give you any List Agent whose
name begins with B– *d will include any List Agent whose name
ends with a d
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Analyze Data with Excel Database Tools
• Extract Data to a New Area on the Worksheet
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Analyze Data with Excel Database Tools
• Subtotals
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Analyze Data with Excel Database Tools
• Group and Outline Data
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Use Database Functions
• Database Functions – perform calculations on a database table– Syntax DFunction Name (database, field,
criteria)– Examples
• DSUM• DAVERAGE• DCOUNTA• DGET
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Use Database Functions
• DSUM – sums a column of values in a database that is limited by criteria
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Use Database Functions
• DCOUNTA function– Counts the number of occurrences of a
specified condition– Excludes blank cells
• DGET function– Retrieves a single value from your data
table that matches the conditions you specify
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Use Database Functions
• Printing options– Set Print Area– Select Multiple sheets for printing– Add Page numbers and total number of
pages in Header/Footer
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Covered Objectives
• Import Data into Excel• Reorganize Data from External
Sources• Analyze Data with Excel Database
Tools• Use Database Functions