Exploring Microsoft Office Excel 2007

Transcription

1 Exploring Microsoft Office Excel 2007 Chapter 5 Data to Information Robert Grauer, Keith Mulbery, Judy Scheeren Committed to Shaping the Next Generation of IT Experts. Copyright 2008 Pearson Prentice Hall. All rights Copyright Pearson Prentice-Hall. reserved. Hall. All All rights reserved. 1

2 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 2

3 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 3

4 Import Data From Text Files and Other Sources 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 4

5 Import Data From Text Files and Other Sources 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 5

6 Import Data From Text Files and Other Sources This figure shows comma delimited text file before and after being imported into an Excel worksheet Copyright 2008 Pearson Prentice Hall. All rights reserved. 6

7 Import Data From Text Files and Other Sources 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 7

8 Import Data From Text Files and Other Sources 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 8

9 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 9

10 Apply Conditional Formatting Conditional formatting options include: Highlight Cell Rules Top/Bottom Rules Data Bars Color Scales Icon Sets Copyright 2008 Pearson Prentice Hall. All rights reserved. 10

11 Apply Conditional Formatting 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 11

12 Apply Conditional Formatting A longer bar represents a higher value A shorter bar represents a lower value Copyright 2008 Pearson Prentice Hall. All rights reserved. 12

13 Apply Conditional Formatting 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 13

14 Apply Conditional Formatting Color Scales Copyright 2008 Pearson Prentice Hall. All rights reserved. 14

15 Apply Conditional Formatting 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 15

16 Apply Conditional Formatting Icon sets Copyright 2008 Pearson Prentice Hall. All rights reserved. 16

17 Apply Conditional Formatting 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 17

18 Apply Conditional Formatting 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 18

19 Apply Conditional Formatting Copyright 2008 Pearson Prentice Hall. All rights reserved. 19

20 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 20

21 Apply Advanced Filtering and Sort Methods Copyright 2008 Pearson Prentice Hall. All rights reserved. 21

22 Apply Advanced Filtering and Sort Methods Four techniques. Sort: by cell attributes Filter Filter records based on cell attributes Filter data by using predefined number filters Create custom filters by using a combination of different number filters Copyright 2008 Pearson Prentice Hall. All rights reserved. 22

23 Apply Advanced Filtering and Sort Methods 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 23

24 Apply Advanced Filtering and Sort Methods 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 24

25 Apply Advanced Filtering and Sort Methods Relational operator used to set criteria Copyright 2008 Pearson Prentice Hall. All rights reserved. 25

26 Apply Advanced Filtering and Sort Methods Use the Top 10 AutoFilter option to see the top or bottom 10 records in a list (that is, table) You can also specify a percentage such as the top 10% of the records in a list (table) Copyright 2008 Pearson Prentice Hall. All rights reserved. 26

27 Apply Advanced Filtering and Sort Methods 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 27

28 Apply Advanced Filtering and Sort Methods Copyright 2008 Pearson Prentice Hall. All rights reserved. 28

29 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 29

30 Create and Use Range Names 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 Formulas Name Manager New. Then, fill in the name you like and close. Copyright 2008 Pearson Prentice Hall. All rights reserved. 30

31 Create and Use Range Names Copyright 2008 Pearson Prentice Hall. All rights reserved. 31

32 Create and Use Range Names Use the Name Manager dialog box to edit existing range names, Delete existing range names, and create new range names Copyright 2008 Pearson Prentice Hall. All rights reserved. 32

33 Create and use 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 33

34 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 34

35 Using 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 35

36 Using Database Functions Copyright 2008 Pearson Prentice Hall. All rights reserved. 36

37 Using Database Functions 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) Copyright 2008 Pearson Prentice Hall. All rights reserved. 37

38 Using Database Functions 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) Copyright 2008 Pearson Prentice Hall. All rights reserved. 38

39 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 39

40 Create and Delete PivotTables and PivotCharts 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 40

41 Create and Delete PivotTables and PivotCharts Copyright 2008 Pearson Prentice Hall. All rights reserved. 41

42 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 42

43 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 Copyright 2008 Pearson Prentice Hall. All rights reserved. 43

44 Create and Delete PivotTables and PivotCharts To design the PivotTable: Create a Table, enter some data, and select some part of it. Click Insert PivotTable PivotTable Select (Tick) Existing Worksheet, and select some range on the Worksheet. (Pivot report will be created here.) PivotTable(skeletal structure) is created. Goto PivotTable Field List. To choose fields to add to report: Right click on any field, and select any option. You will see that the PivotTable is accordingly populated. Repeat the above step with other fields as well (if desired). PivotTable report is now ready. Copyright 2008 Pearson Prentice Hall. All rights reserved. 44