Jim. Crowleyy. Key. Workshopp Highway State. literacy. concerns. spreadsheet. Population sample

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1 Webinar: Excel Databasess Northern New York Library Networkk Workshopp Jim Crowleyy g 9148 State Highway 377 Ogdensburg NY faxx Course objectives 1. Provide participants with an exploration of database design using Microsoft Excel Improve productivity through improved usage of the application. 3. Explore topics listed for the session. 4. Develop computer and spreadsheet literacy. 5. Address questions and concerns. Handouts available in PDF format at Key (Home) = ribbon wheree command is found Population sample document used Contents Part I of III: Databasics Getting started... 2 Database samples... 2 Creating your database... 3 Formatting for pretty... 3 Sort (Home and Data)... 3 Filter (Home and Data)... 3 Format as Table (Home): fast, pretty databases. 4 Part II of III: Database Tricks and Techniques Sort (Home and Data)... 5 Filter (Home and Data) Printing... 6 Data validation... 8 Importing data... 8 Part III of III: PivotTables PivotChart

2 Part I of III: Databasics Lists are made all the time, and most of them are databases, which Excel does simple ones quick and easy. Participants are invited to spend an hour getting to know the basics of creating a database, sorting, filtering and making it pretty letting the computer do the heavy lifting. 1. Getting started A. Definitions 1. Database: A databases is a collection of data organized to make it easy to search and easy to retrieve in a useful, usable form. 2. Tables a. A single store of related information. A table consists of records, and each record is made up of a number of fields. You can think of the phone book as a table: It contains a record for each telephone subscriber, and each subscriber s details are contained in three fields name, address and telephone. b. The primary piece. c. Tables contain structured information. 3. Tables construction: a. Records i. Tables are made of records. ii. Each record contains the same structure as every other record. iii. Excel handles records in rows. Excel vs. Access b. Fields i. Records are made of fields. Pickup truck vs. U Haul ii. A field is a single piece of information with a precise description. iii. Excel handles fields in columns. B. Excel vs. Access 1. Use Access when you have multiple tables, a large amount of data, need complex queries or need multi user access. 2. Use Excel when you need a flat or unrelated data, calculations and manageable size. Manageable is often said at 15,000 records, but Excel 2007 and 2010 can handle much larger table with improved memory use. 2. Database samples Records Fields Format Sample Customers Ok Ok Ok Sample Products Ok Ok Ok Sample Salespersons Ok Ok 1. Scrolling Northwind customers Ok Ok 1. Scrolling USPS_Zips Ok Ok 1. Title descriptions Soccer Coaches 1. Sheila Mehaffy 1. Sorting by name 2. Multiple phone numbers (Greg Guimond) 3. Multiple addresses (Sheila Mehaffy) 2. Scrolling 1. Titles inconsistent 2. Lisbon Page 2

3 3. Creating your database A. Create fields that define what you need. But, not tooo much. 1. What information do I need to record? 2. What information do I want? 3. Do I need to break it down? IE. Should I record name or first name and last name. 4. Who is going to handle data entry? Who is goingg to fix mistakes? Fields = columns B. Create fields / column headers C. Create records: start filling in records, repair missing columns and order Records = rows 1. Alter order by selecting column and dragging 2. If inserting, insert blank columns first! Last Name First Name Address City State/Province ZIP/Postal Code 4. Formatting for pretty A. Database header? 1. Merge and center (Home) B. Field headers 1. Freeze panes for reading headers with all data (View) 2. Column widths (Home) 3. Cell justification and orientation (Home) 4. Wrap textt C. Record 1. Spacing via row height, not by leaving blank rows! 5. Sort (Home and Data) Population A. Method 1. Select a cell in the column you wish to sort by. 2. Select the Data ribbon and look for the Sort & Filter group. 3. Click to sort ascending or for descending. B. Sorts are static, they will not re sort as data is altered. You must re sort manually. 6. Filter (Home and Data) A. Notes 1. Applying a filter hides rows that do nott match selected criteria. 2. Notice blue row numbers and Filter symbol on column drop down to indicate a filter is on. 3. Filters are static, they will not re filter as data is altered. Unlike sorts, you can the sort to refresh it. Pre evaluation listing 4. To remove the filter and show all data again, use. 5. Saving will save the current filter, data will remain hidden, it is not lost. Page 3

4 6. Filters affect printing and copying and pasting. B. Method 1. Turn on the 2. Filter with drop downs a. Select one or more items from listing b. Date, number and text filters are available for flexibile entry c. Notice sort options are also available. 7. Format as Table (Home): fast, pretty databases A. Previously discussed items are automated B. Color highlighting is recalculated with refresh. USPS_Zips Page 4

5 Part II of III: Database Tricks and Techniques Participants are invited to expand upon "Data Basics" and learn how to do more advanced sorting and filtering. When a database shows exactly what a user wants, the next step is exploring printing techniques to move it to paper. Students will also spend time exploring the basics of importing data from other sources. 1. Sort (Home and Data) Population A. Method review 1. Select a cell in the column you wish to sort by. 2. Select the Data ribbon and look for the Sort & Filter group. 3. Click to sort ascending or for descending. B. Use Custom Sort to perform for multiple columns from least important to most important to sort by more than one column. 1. Sort by County, then State to return to original order. 2. Sort First name then Last name to sort names in alphabetic order. C. Sorts are static, they will not re sort as data is altered. You must re sort manually. 2. Filter (Home and Data) A. Notes review 1. Applying a filter hides rows that do nott match selected criteria. 2. Notice blue row numbers and Filter symbol on column drop down to indicate a filter is on. 3. Filters are static, they will not re filter as data is altered. Unlike sorts, you can the sort to refresh it. Pre evaluation listing 4. To remove the filter and show all data again, use. 5. Saving will save the current filter, data will remain hidden, it is not lost. 6. Filters affect printing and copying and pasting. B. Method review 1. Turn on the 2. Filter with drop downs a. Select one or more items from listing b. Date, number and text filters are available for flexible entry C. Advanced Filter (on Data ribbon) 1. In Place vs Another location 2. List range 3. Criteria range include field (column title), must be exact! a. Multiple rows = or b. Multiple columns = and Page 5

6 4. Copy to 5. Unique 3. Printing A. Use View Ribbon 1. Workbook Views allow WYSIWYG editing of spreadsheet Soccer Coaches View 2. Zoom is on screen only! Normal Page Layout View Page Break Preview Page 6

7 B. Use Page Layout Ribbon 1. Margins 2. Orientation 3. Paper size 4. Print Area sets what you want to print rather than Excel selecting automatically. 5. Scale to fit a. Selecting a page zooms out to squeeze it on. b. Automatically, allows the Excel to determinee the needed number of pages. c. So Width = 1 page and Height = Automatic will scale the print to fit one page horizontally and as many as needed vertically. C. Print command off File Ribbon, using Backstage! Pre evaluation listing D. Page Setup up the traditional page setup dialog box. Page 7

8 4. Data validation A. Validation allows you to automate input by giving a user choices. B. Create your list of choices. 1. It is recommended to put this on a separate sheet. 2. It is simpler if you create a named range. Select all of the choices and type a name in the Name Box. C. Create validation 1. Select a cell you wish the user to use these choices. 2. Click the Data Validation tool on the Data Used Systems ribbon. 3. Allow entry from a list. 4. Set the source as =NamedRange. 5. Copy this cell to all records. 6. Notes a. You can also select the range of cells to begin with. b. You can choose not to give a list of entries, but a type of entry. c. Set validation to Any value to remove the setting or click Clear All. 5. Importing data A. Text file import 1. File Open 2. Change type to Text Files or All Files 4. The Text Import Wizard starts. If text is typed I columns with spaces to line it up, you ll select a Page 8

9 3. Select and open your file Fixed Width. Most time, you ll be using Delimited. 5. Common delimiters are Tabs or Commas, as you 6. make a choice, you ll see your data displayed in fields below. You can format columns now. Generally this is not used. B. Web import In this example the ASCII listing is not useful, records do not contain all information 3. Tabbed listing contains same information, in the records a. Select all b. Copy c. Paste i. Normal Paste (HTML) ii. Paste Special, Text C. Access import 1. Any table or query results can be imported simply by openingg the database from within Excel! 2. File, Open, change the file type to show Access Databases. 3. Select the appropriate database file. 111 th Congress OFA 83 Reunion Page 9

10 4. You will often get a security warning. Microsoft Office documents can contain macro programming, therefore they can contain viruses. That is all the message is warning of. 5. Select the desired table or query. 6. Voila! D. Access import II 1. Open the database in Access. 2. Open the table or query desired 3. Select all the records, Ctrl+A is a quick way to do this. 4. Copy 5. Switch to Excel. 6. In a new workbook, select a cell. 7. Paste. 8. Voila! E. Word table import 1. See Access import II OFA 83 Reunion Page 10

11 Part III of III: Now that students have gathered all that wonderful information intoo their databases, how can they quickly group, count, subtotal, etc. for their quarterly reports? PivotTables! Participants will spend an hour and learn the basics of this hugely powerful and friendly but intimidating tool. 1. PivotTables PivotTables allow the arrangement and summary of complicated data. A. Method 1. Select a cell inside your database. 2. Insert ribbon, PivotTable a. Insure the range is correct b. Select a location for the PivotTable, often PivotTables aree put on a separate sheet within the same worksheet c. Click OK. 3. In the resulting PivotTable task pane, drag fields to the areas below. Play with order and location! a. Values: generally what you want to summarize, count or average b. Column and Row labels define how you want to group data Sample Salespersons Report filter Values Row labels c. Putting a field into Report filter will allow you to filter thee database records i. If a column or record label is dragged to report filter, it will disappear from the labels. Page 11

12 ii. You can drag it from report filters back to the labels to see the breakdown. iii. You will see a funnel next to the field name to indicate the filtering iv. You can also filter by clicking on the field name and then on the down arrow that appears to the right. v. Or, you can filter using the down arrow next to the Column Labelss and Row Labels cells. A) More sophisticated filtering options may be available depending on the data type, such as dates. d. Multiple fields may be put into a label to create further grouping. Switching the order will switch the grouping. e. Resulting data can be condensed and expanded with + and buttons on each group and with the Options ribbon. B. Options ribbon 1. Grouping a. Select a field to group by b. Click the Group Selection command c. Make your selection d. Multiple groupings can be done by clicking selectionss 2. Sort a. Select a field to sort by b. Click the ascending or descending command Page 12

13 3. Field settings allows for different calculations, formats and calculations. Using the values within Sample Salesperson 111 th Congress 4. Refresh a. If the source data is updated, the PivotTable is not updated unlesss Refresh is clicked. 5. Pivot Table Options Page 13

14 C. Design ribbon is a pretty straight forward to turn various parts off the PivotTable on and offf and to format. D. It disappeared!!! You selected a cell outside the pivot table, select a cell within the pivot table to reactivate the commands. 2. PivotChart A. Creating a PivotChart from requires the creation of the PivotTable, the PivotChart is created simultaneously. B. PivotCharts can also be created from the PivotTable Options ribbon. Population C. PivotCharts are simply charts based on the PivotTable. Page 14