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Chapter 10Excel: Data Handling
or What do we do with all
that data?BUS169
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Topics Data Handling Techniques
Entering Data Importing Data
Excel’s Database Capabilities Sort Filter Subtotal
Pivot Tables and Charts
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Manual Data EntryPress TAB to enter data horizontally:
Press ENTER to enter data vertically:
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Custom Lists
Dates Numeric Intervals Lists
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Data Forms
To enter data in a form view, click
Data>Form
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Import Data
Import a tab or comma-delimited file that has been saved as “Text Only with Line Breaks”
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Excel’s Database Capabilities
Sorting Filtering Working with Subtotals
Tap the database functions of Excel
Click Data . . . Sort, Data . . . Filter, or Data . . .Subgroup
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Sorting an Excel Data List
Click Data>Sortand choosecolumn to sort by
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Filtering an Excel Data List
Click Data>Autofilter
Choose Columnand specificationsto filter on
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Subtotals and Totals
Click Data> Subtotals
Choose parametersfor subtotals
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Pivot Tables and Charts
Pivot Table: an interactive worksheet that allows you to summarize large amounts of information.
(The graphical representation of the Pivot Table is a Pivot Chart.)
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Excel Data List Files
•columns are considered fields, •column headings are field names, and •rows are records.
Data suitable for Pivot Table analysis:
Important: data should have no blank columns or rows
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Name the Data Range
Highlight the data list. Then enter a name for the range in the Range Name box.
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Create Pivot Table
Place cursor in data range
Choose Pivot Table from Data menu
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Select the data source: Excel list
Select the desired result
Pivot Table: Step 1 of 3
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Pivot Table: Step 2 of 3
If a data range has been defined, the range will automatically be displayed
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Pivot Table: Step 3 of 3
Choose pivot table destination
Click the Layout Button
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Pivot Table Layout
Drag the field buttons . . .
. . . to the Pivot Table diagram
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Sample Pivot Table
The data list fields are “pivoted” around the “core data”, gross sales, providing different “views” of the data.
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Change Table Layout
View > Toolbars > Pivot Table
Pivot Chart Wizard
Or, drag field names to create new layout
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Create a Pivot Chart
View > Toolbars > Pivot Table
Pivot Chart Button
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Sample Pivot Chart
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Pivot Table Capabilities
“Drill Down” for DetailAutomatic Updates
Multiple Data Views
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“Drill Down” Double click in cell of Pivot Table
Results in Detail from Raw Data:
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Updates to Core Data
When core data is updated . . .
. . . use Pivot Table Toolbar to Refresh table
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Multiple Consolidation of Ranges
Compare Similar Data in Multiple Worksheets
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Select the data source: Multiple Ranges
Select the desired result
Multiple Consolidation:Step 1 of 3
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Multiple Consolidation:Step 2a of 3
Name the page fields, or let Excel assign a default name.
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Multiple Consolidation:Step 2b of 3
Highlight ranges, one at a time and add
Name the page fields here
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Multiple Consolidation:Step 3 of 3
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Multiple Consolidation: Layout
Drag the field buttons . . .
. . . to the Pivot Table diagram
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Multiple Consolidation:Pivot Table
This Pivot Table consolidates data from the worksheets of all designated products
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Consolidate Grouped Data
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Grouping Data Fields Highlight Jan, Feb Mar labels
Data > Group and Outline > Group
Enter Quarter Label
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Data Grouped by Quarter
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Pivot Table or Chart in WordIn Excel, highlight and copy the Pivot Table
In Word, click Paste Special. Highlight Microsoft Excel Worksheet Object and Paste Link.
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Formatting Options
Format CellsAutoformat
Conditional Formats
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Format Cells
Highlight cells and click the format tool bar buttons to format cells.
For more options, click Format > Cells
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Autoformat
Highlight the desired cells. Then click Format > Autoformat to apply a pre-designed style.
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Conditional Formats
Set cell value criteria with desired formats. Above, all cells with values between 40 and 100 will display in a yellow cell with bold font.