Power Query for Parsing Data

Transcription

1 Excel Power Query

2 Power Query for Parsing Data

3 Data Models Screen 1In Excel 2010 and 2013 need to install the Power Query; however, in 2016 is automatically part of the Data Tab ribbon and the commands are located in the Get & Transform Group. Data Model is datasets that are not together. In other words, tables that need to be linked to extract data from two or more tables. 1. Open 1. Data Model file 2. See in the Design Tab under Table Tool contextual tab. The table names in the Properties Group. 3. The table names are Transactions, Managers, and Availability. When the tables are created you need to select the headings as well. 4. Explore each table and the Transactions table is comprised of information from the other two tables.

4 Data Models Screen 2 5. The Transactions table has repeated items while the other two does not have repeated items. 6. How many specialty shakes were made during Leo's Shift? The answer We need set up the relationships between the three tables. 8. Click on Data Tab > Relationships in the Data Tools Group > New

5 Data Models Screen 3 9. Foreign keys can have repeated data in the column you need to use in the table like in Transactions table Primary keys have NO repeats in the column you need to use in the table and they are used as the lookup tables. We want to form a one-to-many relationships. Create each relationships and Close when relationships are created.

6 Data Models Screen 4 a. Flavors columns will act as the Primary key in the Availability table and Flavors column will act as the Foreigner key in the Transactions table. b. Time of Day column will act as the Primary key in the Managers table and Time of Day column will act as the Foreigner key in the Transactions table.

7 Data Models Screen Click in the Transactions table and click on the Insert Tab > Pivot Table > New Worksheet > Add this to Data Model ( Data Model is a relationship database looking at several tables at once).

8 Data Models Screen In the Pivot Table Field List, click All and click on each triangle to expand the list of fields for each table. Place fields in Row and Values sections.

9 Data Models Screen Below the Transactions table on the Sheet 1 has extra data. 13. Move the data to be part of the table. 14. Click on the Pivot table sheet and click on Refresh in the Analysis Tab. 15. How many specialty shakes were made during Leo's Shift? The answer 34

10 Parsing Data Screen 1 1. Open 2A. Parsing Text with Get & Transform. 2. When the table is created by Insert > Table, you need to select the headings as well. 3. The data has been inserted as a table. See in the Design Tab under Table Tool contextual tab that the table name is Table1 in the Properties Group. 4. We want to parse out each item into separate columns. 5. Click in the table and click on Data Tab > From Table

11 Parsing Data Screen 2 6. The Query Editor opens up and on the right side, you see the steps are going to be performed will be recorded in this area.

12 Parsing Data Screen 3 7. Click on Split Colum > By Delimiter > Semicolon > Each occurrence of the delimiter

13 Parsing Data Screen 4 RESULTS

14 Parsing Data Screen 5 8. Now we want to parse out the.com.org etc. from the s using the new table. 9. Select the column.

15 Parsing Data Screen Click on Split Colum> By Delimiter > > Custom > type a period > Right-most delimiter.

16 Parsing Data Screen Click on Split Colum> By Delimiter > > Custom > type a period > Right-most delimiter.

17 Parsing Data Screen 8 RESULTS

18 Parsing Data Screen Click on Close & Load

19 Parsing Data Screen 10 RESULTS

20 Parsing Data Screen Below in the original table in Parse Text sheet has extra data. 13. Select and move the data to be part of the table.

21 Parsing Data Screen 12

22 Parsing Data Screen Right click on the Workbook Queries on the right side and choose Refresh. This command places you into the new sheet.

23 Parsing Data Screen With the 2 rows added to the 37 rows in the new query table now makes the table have 39 rows.

24 Power Query for Finding Duplicates

25 Finding Duplicates Screen 1 Find a list of people who are in both and place it one sheet. 1. Open 3. Inner Join Example 2. Rename each table to match the table information by clicking: Table Tools Tab > Design Tab In Properties Group > Click in the Table Name box Enter the new table name and Enter

26 Finding Duplicates Screen 2 3. Click one table and click on Data Tab > From Table > Load & Close. Repeat these actions with the other table.

27 Finding Duplicates Screen 3 3. Click one table and click on Data Tab > From Table > Load & Close. Repeat these actions with the other table.

28 Finding Duplicates Screen 4 RESULTS

29 Finding Duplicates Screen 5 4. Right Click on the first table name in the Query Workbooks pane and choose merge.

30 Finding Duplicates Screen 6 5. We need to choose the name of the table and the column where it needs to match with the other table and column.

31 Finding Duplicates Screen 7 5. We need to choose the name of the table and the column where it needs to match with the other table and column.

32 Finding Duplicates Screen 8 6. Click on Close & Load

33 Finding Duplicates Screen 9 RESULTS

34 Power Query for Normalizing Tables

35 Normalizing Tables Screen 1 In order to pivot tables, sort tables, or filter tables; they must be normalized. Normalized means each record (or row) contains information that describes the data. To this quickly, Power Query does the transformation in seconds.

36 Normalizing Tables Screen 2 1. Open 4. Unpivot Example 2. Select the Table and click on Data Tab > From Table. 3. Select the column that needs to be filled and click on Transform Tab. 4. Choose the Fill command > Down.

37 Normalizing Tables Screen 3 RESULTS

38 Normalizing Tables Screen 4 5. Select the columns that need to be unpivot which are January to October. 6. Click on the January header and then Shift+Click on October. 7. Then on the Transform Tab > Unpivot Columns. See other choices.

39 Normalizing Tables Screen 5 RESULTS

40 Normalizing Tables Screen 6 8. Click on Close & Load

41 Normalizing Tables Screen 7 RESULTS

42 Normalizing Tables Screen 8 9. Below in the original table in Sheet1 has extra data. 10. Select and move the data to be part of the table.

43 Normalizing Tables Screen Right click on the Workbook Queries on the right side and choose Refresh.

44 Normalizing Tables Screen With the 4 rows containing 10 months will convert this information into 40 new rows. Added to the existing 120 rows makes the new table have 160 rows.

45 Power Query for Merging Tables with Empty Cells

46 Merging Tables Screen 1 When you need to consolidate multiple tables, let Power Query do all the work. 1. Open 5. Merge Order Sheet file 2. We need to fix the worksheets where the Branch is repeated down the column. 3. Format each table as Table by Insert Tab > Table > OK on each sheet also include headings. Name each table for each region.

47 Merging Tables Screen 2 4. Select each table and click on Data Tab > From Table > Transform Tab > Fill > Down where customer column is selected. 5. Close & Load To > Only Create Connection > Load in order to connect all tables. 6. Repeat for all tables. Fill Down on the Home tab on normal sheet does not work. You need to use Power Query.

48 Merging Tables Screen 3 4. Select each table and click on Data Tab > From Table > Transform Tab > Fill > Down where customer column is selected. 5. Close & Load To > Only Create Connection > Load in order to connect all tables. 6. Repeat for all tables.

49 Merging Tables Screen 4 The Workbook Queries has the four tables with Connection Only.

50 Merging Tables Screen 5 7. Right click in the Workbook Queries pane the first table and choose Append.

51 Merging Tables Screen 8. Choose Three or more tables. 6

52 Merging Tables Screen 7 9. Add the other three tables to the right side. 10. Choose OK

53 Merging Tables Screen Click on Close & Load The NorthEast table has 94 records The East table has 50 records The South table has 28 records The NorthWest table has 38 records. After the Append command, the new table has 210 records.

54 Merging Tables Screen 9 RESULTS

55 Flash Fill Make sure that your Flash Fill is activated. Go to File > Options > Advanced > Editing Options > check Automatically Flash Fill. or by pressing Ctrl+E which it is not the centering command but a Flash Fill command and the new information must reside in a cell next to a table. If Flash Fill is turned on but doesn t start automatically when you type data that matches a pattern, try starting it manually by clicking Data > Flash Fill

56 Excel Flash Fill

57 Flash Fill Make sure that your Flash Fill is activated. Go to File > Options > Advanced > Editing Options > check Automatically Flash Fill. or by pressing Ctrl+E which it is not the centering command but a Flash Fill command and the new information must reside in a cell next to a table. If Flash Fill is turned on but doesn t start automatically when you type data that matches a pattern, try starting it manually by clicking Data > Flash Fill

58 Flash Fill Tips To use Flash Fill you need to be in the column adjacent to the column(s) containing your original data. Format your headers different to your data to help Excel know that the top row is a header so it won t use it in determining the pattern. Give Flash Fill an example of the final result you want for every permutation in your data. This will help it accurately determine the pattern. Beware, sometimes it gets the pattern wrong, other times it ll leave them blank. If it leaves blanks then you can just go and add an example for the remaining items and it ll finish the job. If it makes a mistake you can just correct one of the entries and it will fix the rest by backspacing, edit and enter.

59 Flash Fill Screen 1

60 Flash Fill Screen 2

61 Flash Fill Screen 3

62 Flash Fill Screen 4

63 Flash Fill Screen 5

64 Flash Fill Screen 6

65 Flash Fill Screen 7

66 Flash Fill Screen 8

67 Flash Fill Screen 9

68 Flash Fill Screen 10

69 Thank You