1 Introduction to Excel Databases April 09
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1 1 Introduction to Excel Databases April 09
2 Contents INTRODUCTION TO DATABASES... 3 CREATING A DATABASE... 3 SORTING DATA... 4 DATA FORMS... 5 Data Form options... 5 Using Criteria... 6 FILTERING DATA... 7 Autofilter... 7 Customising AutoFilter... 8 Comparison Operators... 9 Filtering on Blanks or NonBlanks... 9 Top 10 Auto filter... 9 Printing Filtered Records Turning off AutoFilter Introduction to Excel Databases April 09
3 INTRODUCTION TO DATABASES A database is simply a list of data with a set structure. For example a telephone directory is a database. The structure consists of Fields and Records Field = Columns Records = Rows of data The database records are held within a table on Excel. See below for example:- CREATING A DATABASE Start by entering field names (column headings). Ensure you break the headings down into their constituent parts ie- names should be separated First Name, Surname and addresses should be separated fields for Street, Town, Postcode etc. Separating these fields helps when you are sorting or filtering data. Once you have entered the field names you can then enter your data. NB: It is advisable to ensure that your data entry is in a consistent format for each cell. Ie: upper & lower, Capitals etc. Fields can have similar names but not the same names for example Address1, Address2 etc. Do not leave any columns or rows blank. 3 Introduction to Excel Databases April 09
4 SORTING DATA Once you have entered your data onto your database table you may wish to sort it into some kind of order such as alphabetical by surname etc. To sort data:- Click in any cell on your database table. Using the mouse go to Data > Sort a box opens:- You can select which field you want to sort by, by clicking the sort by arrow. Click Ascending or Descending If required you can continue to sort by other fields on your table by clicking the Then by arrow. At the bottom of the dialogue box there are two other options - My list has :- Header row No header row the table will sort by the name you have inserted for each field (Column heading) It will sort by the column letter ie:- Column A, B, C If you click this option your Sort by options will change. Note this option will result in your field names being sorted with your data. Alternative method of sorting (not so safe) Select any cell within the field (column) you wish to sort, using your mouse click the buttons on your toolbar. NB: Please note that using the sort dialogue box is more reliable. 4 Introduction to Excel Databases April 09
5 DATA FORMS A data form offers a different way of looking at the information in your database. Instead of looking through rows and columns, you can see one complete record at a time in a simple form. To use Data Form:- Select any cell in the data table. Open the Data menu and choose Form. (NB: You may have to click the at the bottom of the menu to find the option). Notice a data form is opened liked the one below:- It displays the first record in the table. The form is entitled Telephone Directory because that is the name of the sheet tab on the Worksheet. (If you have not renamed your worksheet the form will be called sheet 1) Each field on the table is represented on the form. As you can see there are some options down the right hand side of the form box. If you change any data in any of the boxes the database table on the worksheet will be automatically updated. Data Form options New allows you to add a new record. (you can move between each box in the data form by pressing tab, same as you would if you were entering directly onto the table) Delete allows you to delete the record on show this is the same as deleting a row on your database table. Find Next and Find Prev are used to find the next or previous record. Or if you have set a criteria it will move onto the next matching criteria record. 5 Introduction to Excel Databases April 09
6 Criteria allows you to set the criteria for finding particular data this is the same as using the Find feature. Using Criteria Click Criteria on your data form a blank data form is displayed:- Enter the search criteria. For example if your telephone directory was very large and you wanted to search for the people that live in a certain town you would enter the name of that town in the Town box. Then click Find Next. NB If you then reset the criteria to search for something different the search takes place from the current record not from the top of the list. So you may have to click Find Prev a few times to see other records. 6 Introduction to Excel Databases April 09
7 FILTERING DATA Filters are used to extract and display a selection of records on your database table. There are 2 methods of filtering a list: AutoFilter Using the Advanced Filter dialog box Autofilter Auto filter offers a quick and easy method of filtering records in a list. Select any cell in the database table. Open the Data menu and choose Filter then choose AutoFilter. Your database table should now look like the one below. Arrows on each Field. Click on the black drop down arrow for the field you want to filter. Each list contains all the values from its column and up to five other options. All - shows all records Top 10 opens the top 10 auto filter dialog box where you can specify top or bottom, number of items, or a percentage Custom allows you to specify extra filter conditions Blanks displays blank field entries Nonblanks filters out blank entries NB (The Blanks and NonBlanks options will only be available for columns that contain blanks) Once you have selected the value from the drop down menu the matching records will display on your screen. The field that you have applied the filter to will now have a blue drop down arrow. 7 Introduction to Excel Databases April 09
8 If you notice a dark bar somewhere in your list once you have applied a filter this indicates that the active cell is filtered out of the list. (The cell you had selected within the table is currently not visible) To reset your table click in the filtered field and select ALL. Your original table will be returned. Customising AutoFilter As you can see from the example diagram of the drop down menu above there is an option to customise your filter. When you select Custom the following dialog box appears. In the first drop down menu there is a choice of comparison operators (see below), select the one you wish to use then in the second drop down box select the number. For example if I wish to filter all the records where the No. of Occupants is greater than 3 my box should display as below:- Your database table should automatically filter out the records. To show all the records again just change the filters to All. (Remember the field you have filtered will have a blue arrow) 8 Introduction to Excel Databases April 09
9 Comparison Operators The following is a table of comparison operators and their definitions. Operator Description = Equals > Is greater than < Is less than >= Is greater than or equal to <= Is less than or equal to <> Does not equal Note: Generally within Excel the drop down menus use text rather than symbols. Filtering on Blanks or NonBlanks If a particular column contains blanks, two additional filter options are available in the AutoFilter drop-down list: Blanks and NonBlanks. These options can be used to filter the data table depending on whether or not there is an entry in a particular field. Top 10 Auto filter Microsoft Excel provides another useful filter option: Top 10. This is also available in the AutoFilter drop-down list for any field. It allows you to look at the top or bottom values in a list, without using Sort. Open the drop down list on one of your Fields choose Top 10 The top 10 AutoFilter dialog box is displayed. Here you can choose to display records according to three parameters: Top or Bottom How many Items or percentage 9 Introduction to Excel Databases April 09
10 Printing Filtered Records Once you have applied your filter to your database you can print the database while it is filtered, only the filtered records will print. This is a quick way to generate reports based on any portion of the information in the Excel database. Turning off AutoFilter Turning off AutoFilter is the same process as turning it on. Open the Data menu and choose Filter, then choose Auto filter. All the filters that were set automatically are removed and are not stored ready for use the next time you use AutoFilter. 10 Introduction to Excel Databases April 09
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