exploring microsoft excel
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Exploring Microsoft Excel. Chapter 7 List and Data Management: Converting Data to Information By Robert T. Grauer Maryann Barber. Objectives (1 of 2). Create a list Add, edit and delete records in an existing list Use Text Import Wizard to import data from other applications - PowerPoint PPT PresentationTRANSCRIPT
Exploring Microsoft Excel 2002 Chapter 7
Chapter 7List and Data Management:Converting Data to Information
ByRobert T. GrauerMaryann Barber
Exploring Microsoft Excel
Exploring Microsoft Excel 2002 Chapter 7
Objectives (1 of 2)
Create a list Add, edit and delete records in an
existing list Use Text Import Wizard to import data
from other applications Describe the TODAY function and use
date arithmetic Use the Sort command
Exploring Microsoft Excel 2002 Chapter 7
Objectives (2 of 2)
Use the database functions: DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT
Use AutoFilter and Advanced Filter Use the Subtotals command Use a pivot table and pivot chart; save
a pivot table as a web page
Exploring Microsoft Excel 2002 Chapter 7
Overview
Fundamentals of list management Display selected records Sort the list Use database functions, criteria
range, and arithmetic Import data from other applications Use Excel’s data analysis tools
Exploring Microsoft Excel 2002 Chapter 7
List and Data Management
Data management based on lists in Excel a list is an area of a worksheet that contains
similar rows of data Need valid input to produce valid output
verify spelling of field names and records (use the Spell Check)
remember: Garbage In, Garbage Out Edit the list through Insert Row and
Columns command and Delete command
Exploring Microsoft Excel 2002 Chapter 7
Database Concepts
Lists can be used as simple databases
Record is the individual information contained in a row
Field is unique information contained in a column for a record
Primary key is a unique field or combination like social security number
Exploring Microsoft Excel 2002 Chapter 7
Lists and Data commands
Data Form Command provides easy way to add, edit and delete records
Sort command arranges lists according to value in fields can sort on text fields or numeric fields can sort in ascending or descending order can sort on up to three fields
Date Arithmetic is a powerful tool for formulas Today() function always returns the current
data
Exploring Microsoft Excel 2002 Chapter 7
Data Form Command
Exploring Microsoft Excel 2002 Chapter 7
Sort Command
Sort Ascending
Sort Descending
Exploring Microsoft Excel 2002 Chapter 7
Text Import Wizard
Converts an ASCII (text) file into an Excel workbook
Two file formats: fixed width and delimited fixed width: each field uses the same number of
positions in each record delimited: fields are separated by a specific
character, such as a comma or tab Use the Open command
select All Files in the Files of Type list box to open the Text Import Wizard
you can also use the Data menu (Get External Data, Import Text File)
Exploring Microsoft Excel 2002 Chapter 7
Text Import Wizard
Exploring Microsoft Excel 2002 Chapter 7
Text Import Wizard
Exploring Microsoft Excel 2002 Chapter 7
Hands-On Exercise 1
Objective: To use the Text Import Wizard; to add, edit, and delete records in an employee list Text Import Wizard Add new records The Spell Check Sort the list Delete a record Enter the hire dates Format the hire dates
Exploring Microsoft Excel 2002 Chapter 7
Information versus Data
Data is simply facts Information is data arranged in a
useful format Decisions in an organization are
based on information Database commands, functions and
reports help turn data into information
Exploring Microsoft Excel 2002 Chapter 7
Filter commands
AutoFilter is a subset of records which meet a set of criteria
Advanced Filter allows for complex criterion and storing records in a separate worksheet area
Criteria range specifies the values to search for in records
Exploring Microsoft Excel 2002 Chapter 7
AutoFilter
Set criteria for fields using the drop-down list for the field only rows meeting the criteria are
displayed other rows are hidden, not deleted
You may set criteria on multiple fields if you set criteria on multiple fields, a
row must meet all the criteria to be displayed
Exploring Microsoft Excel 2002 Chapter 7
Auto Filter
Exploring Microsoft Excel 2002 Chapter 7
Advanced Filter
Extends AutoFilter in two important ways: create more complex criteria, such as
the ability to set OR conditions (display rows that meet one of the criteria rather than all of them)
copy the rows to another section on the worksheet, leaving the original list intact
Exploring Microsoft Excel 2002 Chapter 7
Advanced Filter
Exploring Microsoft Excel 2002 Chapter 7
Understanding Criteria Ranges
Must contain at least two rows--field names and a second row of values
Same row entries imply an AND condition Values entered in different rows meet the
OR condition Empty rows return all records Criteria are case-insensitive Text entries are treated as though they
were followed by a wildcard (*)
Exploring Microsoft Excel 2002 Chapter 7
Understanding Criteria Ranges
Relational operators can be used to find a designated range i.e. >40000 returns rows where the value is
greater than 40,000 Upper and Lower Boundaries can be
established use the same field twice in the criteria range
and relational operators to set the boundaries Equal and unequal signs select empty and
nonempty records
Exploring Microsoft Excel 2002 Chapter 7
Criteria Ranges (1 of 2)
Criteria ranges using same row imply AND
Criteria Ranges using different rows imply OR
Exploring Microsoft Excel 2002 Chapter 7
Criteria Ranges (2 of 2)
Establish upper and lower boundaries
Exploring Microsoft Excel 2002 Chapter 7
Database Functions
Parallel arithmetic operations of the same statistical functions performs the operations only on rows
that meet certain criteria DSUM DAVERAGE DMAX DMIN DCOUNT
Exploring Microsoft Excel 2002 Chapter 7
Using Database Functions
Exploring Microsoft Excel 2002 Chapter 7
Subtotals Commands
Subtotals command in the Data menu computes subtotals based on data groups list needs to be sorted on the field(s)
you want to base subtotals on Uses a summary function like SUM
or AVERAGE Outline format allows for several
views of data
Exploring Microsoft Excel 2002 Chapter 7
Subtotals Dialog Box
Exploring Microsoft Excel 2002 Chapter 7
Hands-On Exercise 2 (1 of 2)
Objective: to sort a list on multiple keys; to demonstrate the AutoFilter and Advanced Filter commands; to define a named range; to use database functions Calculate the years of service The AutoFilter command The Custom AutoFilter command The Advanced Filter command The Insert Name command Database functions
Exploring Microsoft Excel 2002 Chapter 7
Hands-On Exercise 2 (2 of 2)
The DAVERAGE function The DMAX, DMIN, DSUM & DCOUNT functions Change the criteria Create the subtotals Collapse and expand the subtotals
Exploring Microsoft Excel 2002 Chapter 7
Pivot Tables
Pivot tables extends the capability of database functions by presenting the data in summary form divides the records in a list into categories and
computes summary statistics for those categories can be refreshed when cells in the underlying list are
added, deleted, or edited Use PivotTable Wizard in the Data menu
Displays a Pivot Table toolbar Can also display Pivot charts Can be saved as Web pages with full interactivity
Exploring Microsoft Excel 2002 Chapter 7
Pivot Tables Dialog Box
Exploring Microsoft Excel 2002 Chapter 7
Pivot Chart
Exploring Microsoft Excel 2002 Chapter 7
Hands-On Exercise 3
Objective: to create a pivot table and pivot chart; to create a Web page based on the pivot table Start the Pivot Table Wizard Complete the pivot table Modify the list Modify the pivot table Change the chart type Complete the chart Save the pivot table as a Web page Pivot the Web page Change the underlying data
Exploring Microsoft Excel 2002 Chapter 7
Summary (1 of 2)
List contains records of data Information is data arranged in a
useful format Dates can be used for calculations Importing data from other applications Filtered list displays only a subset of
records
Exploring Microsoft Excel 2002 Chapter 7
Summary (2 of 2)
Subtotals can be inserted into a list Database functions: DSUM,
DAVERAGE, DMAX, DMIN and DCOUNT Pivot table presents data in summary
form Pivot tables can be saved as
interactive web pages