Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 Import Data From Text Files and Other Sources Importing is the process of inserting data

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1

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



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



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



This figure shows comma delimited text file before and after being imported into an Excel worksheet



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



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. 7Copyright © 2008 Pearson Prentice Hall. All rights reserved.


SQL Server Create a connection to a SQL Server Table and import data as a table or PivotTable report

Analysis Services Create a connection to a SQL Server Analysis Services cube. Import data as a table or PivotTable report

XML Data Import Open or map an XML file into ExcelData Connection WizardImport data for an unlisted format by using the

Data Connection Wizard or OLEDBMicrosoft Query Import data for an unlisted format by using the

Microsoft Query Wizard and ODBC


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



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




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



To design the PivotTable: Drag a field to the Report Filter area in the Field List or

right-click a field name and choose Add to Report Filter Drag a field to the Column Labels or right-click a field and

choose Add to Column Labels to organize data into columns

Drag a field to the Row Labels area of the Field List or right-click a field and choose Add to Row Labels to organize data into groups on rows

Drag a field to the Values area in the Field List or right-click a field and choose Add to Values


Format, sort, filter, subtotal and refresh a PivotTable

Add formatting to a PivotTable to enhance its information value

Sort and filter your table to best analyze the data

Most PivotTables subtotal and total the values

PivotTables and PivotCharts are NOT dynamic; you must refresh the reports



Formatting PivotTables is primarily done in the PivotTable Tools Design tab.



Sorting and filtering the PivotTable makes the data more manageable and easier to analyze.


Format, sort, filter, subtotal and refresh a PivotTableDisplaying the subtotals draws attention to the totals



Excel does not update PivotTables and PivotCharts automatically

To refresh, right-click any cell in a PivotTable and select Refresh

Documents

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 Import Data From Text Files and Other Sources Importing is the process of inserting data