Exploring Microsoft Office Excel 2007paramesh/GENE8000/2011S1/LECT/week6-EX… · being imported...

Exploring Microsoft

Office Excel 2007

Chapter 5

Data to Information

Robert Grauer, Keith Mulbery, Judy Scheeren

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

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

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

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

Other Sources

This figure shows comma delimited text file before and after

being imported into an Excel worksheet

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

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

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

Conditional formatting options include:

Highlight Cell Rules

Top/Bottom Rules

Data Bars

Color Scales

Icon Sets

Data bars are gradient colored bars that help

you visualize the value of a cell relative to other

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

A longer bar represents a

higher value

A shorter bar

represents a lower

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

Color Scales

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

Icon sets

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

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

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

Methods

Methods – Four techniques.

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

Methods

A criteria range is an area separate from the data

table and specifies the conditions used to filter the

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

The second row contains the conditions or values you are

looking for

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

Methods

Relational operator

used to set criteria

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)

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

Methods

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

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.

Use the Name Manager dialog box to edit existing range

names, Delete existing range names, and create new range

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

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

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

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)

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)

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

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

PivotCharts

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

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

PivotCharts

To design the PivotTable:

Create a Table, enter some data, and select some part of

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.

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