Exploring Microsoft Excel 2002 Chapter 7 Chapter 7 List and Data Management: Converting Data to Information By Robert T. Grauer Maryann Barber Exploring

Exploring Microsoft Excel 2002 Chapter 7

Chapter 7List and Data Management:Converting Data to Information

ByRobert T. GrauerMaryann Barber

Exploring Microsoft Excel


Objectives (1 of 2)

Create a list Add, edit and delete records in an

existing list Use Text Import Wizard to import data

from other applications Describe the TODAY function and use

date arithmetic Use the Sort command


Objectives (2 of 2)

Use the database functions: DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT

Use AutoFilter and Advanced Filter Use the Subtotals command Use a pivot table and pivot chart; save

a pivot table as a web page


Overview

Fundamentals of list management Display selected records Sort the list Use database functions, criteria

range, and arithmetic Import data from other applications Use Excel’s data analysis tools


List and Data Management

Data management based on lists in Excel a list is an area of a worksheet that contains

similar rows of data Need valid input to produce valid output

verify spelling of field names and records (use the Spell Check)

remember: Garbage In, Garbage Out Edit the list through Insert Row and

Columns command and Delete command


Database Concepts

Lists can be used as simple databases

Record is the individual information contained in a row

Field is unique information contained in a column for a record

Primary key is a unique field or combination like social security number


Lists and Data commands

Data Form Command provides easy way to add, edit and delete records

Sort command arranges lists according to value in fields can sort on text fields or numeric fields can sort in ascending or descending order can sort on up to three fields

Date Arithmetic is a powerful tool for formulas Today() function always returns the current

data


Data Form Command


Sort Command

Sort Ascending

Sort Descending


Text Import Wizard

Converts an ASCII (text) file into an Excel workbook

Two file formats: fixed width and delimited fixed width: each field uses the same number of

positions in each record delimited: fields are separated by a specific

character, such as a comma or tab Use the Open command

select All Files in the Files of Type list box to open the Text Import Wizard

you can also use the Data menu (Get External Data, Import Text File)


Text Import Wizard


Text Import Wizard


Hands-On Exercise 1

Objective: To use the Text Import Wizard; to add, edit, and delete records in an employee list Text Import Wizard Add new records The Spell Check Sort the list Delete a record Enter the hire dates Format the hire dates


Information versus Data

Data is simply facts Information is data arranged in a

useful format Decisions in an organization are

based on information Database commands, functions and

reports help turn data into information


Filter commands

AutoFilter is a subset of records which meet a set of criteria

Advanced Filter allows for complex criterion and storing records in a separate worksheet area

Criteria range specifies the values to search for in records


AutoFilter

Set criteria for fields using the drop-down list for the field only rows meeting the criteria are

displayed other rows are hidden, not deleted

You may set criteria on multiple fields if you set criteria on multiple fields, a

row must meet all the criteria to be displayed


Auto Filter


Advanced Filter

Extends AutoFilter in two important ways: create more complex criteria, such as

the ability to set OR conditions (display rows that meet one of the criteria rather than all of them)

copy the rows to another section on the worksheet, leaving the original list intact


Advanced Filter


Understanding Criteria Ranges

Must contain at least two rows--field names and a second row of values

Same row entries imply an AND condition Values entered in different rows meet the

OR condition Empty rows return all records Criteria are case-insensitive Text entries are treated as though they

were followed by a wildcard (*)


Understanding Criteria Ranges

Relational operators can be used to find a designated range i.e. >40000 returns rows where the value is

greater than 40,000 Upper and Lower Boundaries can be

established use the same field twice in the criteria range

and relational operators to set the boundaries Equal and unequal signs select empty and

nonempty records


Criteria Ranges (1 of 2)

Criteria ranges using same row imply AND

Criteria Ranges using different rows imply OR


Criteria Ranges (2 of 2)

Establish upper and lower boundaries


Database Functions

Parallel arithmetic operations of the same statistical functions performs the operations only on rows

that meet certain criteria DSUM DAVERAGE DMAX DMIN DCOUNT


Using Database Functions


Subtotals Commands

Subtotals command in the Data menu computes subtotals based on data groups list needs to be sorted on the field(s)

you want to base subtotals on Uses a summary function like SUM

or AVERAGE Outline format allows for several

views of data


Subtotals Dialog Box


Hands-On Exercise 2 (1 of 2)

Objective: to sort a list on multiple keys; to demonstrate the AutoFilter and Advanced Filter commands; to define a named range; to use database functions Calculate the years of service The AutoFilter command The Custom AutoFilter command The Advanced Filter command The Insert Name command Database functions


Hands-On Exercise 2 (2 of 2)

The DAVERAGE function The DMAX, DMIN, DSUM & DCOUNT functions Change the criteria Create the subtotals Collapse and expand the subtotals


Pivot Tables

Pivot tables extends the capability of database functions by presenting the data in summary form divides the records in a list into categories and

computes summary statistics for those categories can be refreshed when cells in the underlying list are

added, deleted, or edited Use PivotTable Wizard in the Data menu

Displays a Pivot Table toolbar Can also display Pivot charts Can be saved as Web pages with full interactivity


Pivot Tables Dialog Box


Pivot Chart


Hands-On Exercise 3

Objective: to create a pivot table and pivot chart; to create a Web page based on the pivot table Start the Pivot Table Wizard Complete the pivot table Modify the list Modify the pivot table Change the chart type Complete the chart Save the pivot table as a Web page Pivot the Web page Change the underlying data


Summary (1 of 2)

List contains records of data Information is data arranged in a

useful format Dates can be used for calculations Importing data from other applications Filtered list displays only a subset of

records


Summary (2 of 2)

Subtotals can be inserted into a list Database functions: DSUM,

DAVERAGE, DMAX, DMIN and DCOUNT Pivot table presents data in summary

form Pivot tables can be saved as

interactive web pages

Documents

Exploring Microsoft Excel 2002 Chapter 7 Chapter 7 List and Data Management: Converting Data to Information By Robert T. Grauer Maryann Barber Exploring