Chapter 7 Notes Chapter 7 Level 1

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1 Chapter 7 Notes Chapter 7 Level 1 Page 426 Open the Alaska Retailers file from your Chapter 7 data files in Moodle and save it on your computer, either in your files or on your desk top. Just remember where you saved it, as you will need to Browse for it on the next step Open a blank workbook in Excel. Click on the Data tab Select the From Text option in the Get External Data section Browse to wherever you stored the Alaska Retailers text file When the Text Import Wizard opens, make sure the Delimted option is selected and click Next On the next screen, select the option for how your data is separated. Ours is Tab, click Next On the next screen, check the box that describes our data, ours is Text, click Finish When the Import Data box opens, select cell A1 for where you want to start your data Page 430 In cell B1, using the =CONCATENATE function, enter a formula that will combine all the pieces of the address and phone number into one cell. Double click the fill handle, instead of dragging it to copy down through all 106 rows In cell C1, using the =RIGHT function, enter a formula that will display the rightmost 5 characters of the address string Select cell A6, and click at the end of the formula bar and notice that there spaces after the phone number Edit the formula in cell B1 to insert the =TRIM( ) o Notice that there are still spaces at the end of the company name and address o TRIM doesn t remove all spaces, just the blank spaces at the end of the text Now edit the formula in cell B1 to insert the TRIM function for each piece of text in the concatenated string. Page 433 Copy that formula down through the rest of the rows, either by dragging or double clicking the copy handle Copy the formula in column C down through the rest of the data Page 434 In cell D1, using the =FIND function, create a formula that will tell which character in cell C1 is the - Copy that through the rest of the column Edit the formula in cell D1 to return the message Incorrect instead of #VALUE. This will determine which addresses in column be are incorrectly formatted. Copy that formula to the rest of the column Name this worksheet Imported Data Add another worksheet and name that CSV Click on the triangle above the A1 cell to select all the data in the sheet Copy the data, either by Ctrl+C, right click copy, or by selecting the copy button on the Home tab. Select cell A1 on the CSV sheet Click the drop-down arrow on the Paste button as select the first option under Paste Values Notice that all of our formulas are missing from our cells now, it s only the text copied. Page 435 Sort the data in column D in ascending order so that all of the 1s will be at the top and the Incorrects will be at the bottom o Select the Data tab

2 o Select Sort o Turn off the check box for My data has headers o Sort by column D o Click OK Delete all the rows that are Incorrect, leaving only the rows with the correct address formats Delete columns A, C, and D, leaving only the comma-delimited addresses. Page 438 Select column A On the Data tab, select the Text to Columns option in the Data Tools section When the wizard opens, make sure the Delimited option is selected, click Next Select the Comma option and deselect the Tab option o Notice in the preview window, the data appears in the correct format, click Next Click Finish Page 440 Insert a row at the top for column headers In row 1, insert the column headings as shown on page 441 Figure 7.13 o Apply formatting to distinguish the headings from the data Autosize the column widths so that all the data is shown Sort the information by City, then Zip code, then Company Name o While clicked anywhere in the table, select the Data tab, then Sort o Be sure the My data has headers option is checked o In the first sort by option, select City o Click on Add level, select Zip Code o Add another level and select Company Name, then OK Page 441 On the Data tab select the Subtotal option in the Outline section o At each Change in: City o Use function: Count o Add subtotal to: Zip Code o Replace current subtotals o Summary below data o Click OK Page 443 Remove the subtotals by selecting the Subtotal button and Remove All On the Insert tab, select the Table button in the Tables section Verify the data in the dialog box and click OK Select the drop down arrow for City o Click on the Select All check box to delete all of the check marks o Select just Fairbanks, OK Now that we ve filtered out the Fairbanks data, sort the data by Company Name

3 Save this file for submitting to Moodle at the end of Chapter 7 Chapter 7 Level 2 Page 450 Open the Apparel L2 Access file from your chapter files and save it wherever you save your files. Remember where you save it because you will need it for your next step. Open a new Excel workbook, on the Data tab, select From Access in the Get External Data section Browse to wherever you saved the Apparel L2 file and select that Select OK from the Import Data dialog box Page 457 In cell M1, enter =TODAY() to display today s date In cell K2, enter a formula to determine how many days since their last order, be sure to use absolute referencing for today s date Since it is a table, the column auto updates, no need to copy it Change the column heading to DaysSinceLastOrder Using YEARFRAC, In cell L2, enter a formula to calculate how long the retailer has been working with the company Edit this column to be only 2 decimals and the column heading to RelationshipYears Page 460 On the Insert tab, select Pivot Table from the Table section Click OK to open the pivot table in a new worksheet tab Select State that data appears in the table Select Sum of Total Sales that data appears in the table Double click the column heading Sum of TotalSales o In the dialog box, change the Custom Name to Total Sales o Click on the Number Format box and change the format to currency with zero decimals Select NumberOfOrders o If the table doesn t appear as Figure 7.32 on page 465, you can drag the selections to the correct area. o Change the column heading to Number of Orders, and the number format to comma with no decimals By dragging the fields, change the data to be listed in columns instead of rows figure 7.33 Page 466 Move the State field to the Filter area Select the City field and move it to the Row area Move the Values field to the Columns area Add the Company Name field to the PivotTable Drag the Company Name field to the Values area Change the column heading to Number or Retailers Filter the state to show only CA Right click any cell in the Total Sales column and select Sort, Largest to Smallest Page 470 Clear all the fields from the PivotTable Select and drag the appropriate fields to get the table shown on page 471 Figure 7.40 o Select State and City and move them to the Filter area o Select LastOrderDate and move it to the Rows area o Select Company Name and move it to the Values Area Change the column heading to Number of Last Orders o Filter the table to show only Los Angeles, CA On the Analyze tab, select Pivot Chart in the Tools section Save this file for submitting to Moodle at the end of Chapter 7

4 Chapter 7 Steps to Success: Level 1 Page 449 Step 1 Open the Sportswr file from the student data files on moodle. Save that file as you will need it for the next step. Step 2 Select Tab delimited, not Comma Step 5 Create a new sheet tab. Copy and Paste Values on to the new sheet Sort the data so that only the correct data is at the top of the list and delete all the Incorrect rows. Then delete Columns A, C & D Step 6 See the How To on page 438 You will need to do this twice, once comma delimited After you do this, insert two columns between the State/Zip and Phone Number Select the State/Zip column, run the Text to Column wizard again as space delimited Delete the blank column Step 7 I didn t see any errors, but if you do, feel free to correct anything you see Step 9 Select the Insert tab and select Table in the Tables section Step 10 You cannot sort by multiple criteria using the filter arrows on the table, you will need to select the Sort button on the Data tab, and add levels Save this and submit it to Chapter 7 Steps to Success: Level 1 in Moodle.

5 Chapter 7 Steps to Success: Level 2 Page 472 Step 2 Open the Pacific file from the student data files on Moodle and save it for the next step. This is an Access file. Step 3 You will need to sort the data using the Sort button on the Data tab. Step 4 In cell X2, calculate the total sales from Jan 15 through Feb 16 Select columns J:X and apply the currency formatting Rename the column heading TotalSales Step 5 Select columns J:W, right click and select Hide Step 6 In cell AC1, enter the date 4/1/16 In cell Y2, enter a formulas that subtracts the last order date from the current date (4/1/16) Be sure to use absolute referencing for the current date Format that column as a number with zero decimals Rename the column heading DaysSinceLastOrder Step 7 In cell Z2, enter a formula for the fractional years that each company has been ordering Be sure to use absolute referencing Rename the column heading RelationshipYears Format the column as a number with 2 decimals Step 9 Double click the column heading, click on number format, and select currency Step 10 After adding the field to the Rows area, right click anywhere on the data list, select Group Step 11 Add the StateProv field to the FILTER area NOT the COLUMNS Step 12 Right click the column headings in B3 and C3 and select Value Field Settings to change the text in the column headings to Total Sales and Number of Companies Do NOT Print

6 Step 13 If your table does not look like this, make sure the fields are in the right areas, see below Step 14 Click on the Analyze tab and Click on Pivot Chart Select the Combo chart (at the bottom of the list) Save this and submit it to Chapter 7 Steps to Success: Level 2 in Moodle.

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