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PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Intermediate Chapter 4

PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Intermediate Chapter 4 Importing Data and Using Excel As a Database. Objectives. Import Data into Excel Reorganize Data from External Sources Analyze Data with Excel Database Tools Use Database Functions.

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PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Intermediate Chapter 4

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  1. PowerPoint Presentation to Accompany GO! with Microsoft®Office 2007 Intermediate Chapter 4 Importing Data and Using Excel As a Database

  2. Objectives • Import Data into Excel • Reorganize Data from External Sources • Analyze Data with Excel Database Tools • Use Database Functions

  3. Import Data into Excel • Data • Facts about people, events, things, or ideas • Database • Collection of related data • Information • Data organized in a useful manner

  4. Import Data into Excel • Record - row • Related data about one person, event thing, or idea • Field - column • Category of data such as phone number • Database table • Each field has a unique name • No empty columns or rows

  5. Import Data into Excel • Data can be imported from: • Word table • TXT file • Access • Comma delimited file

  6. Import Data into Excel • Importing from Word • Data from Word tables can be imported • Step 1: Copy table from Word • Step 2: Paste Special in Excel • Step 3: Choose text as type

  7. Import Data into Excel • Import data from text file – Step 1 choose file type that best describes your data • Delimited • Fixed Width

  8. Import Data into Excel • Import data from text file – Step 2 Set your delimiters

  9. Import Data into Excel • Import data from text file - Step 3 Format data • General • Text • Date • Do not import

  10. Reorganize Data from External Sources • Convert Text into Columns • For example, breaking a full name into first and last name for sorting

  11. Reorganize Data from External Sources • Remove spaces using the TRIM function

  12. Reorganize Data from External Sources • Consolidating Data • Displaying worksheets Side by Side allows for easier scrolling and consolidation

  13. Reorganize Data from External Sources • Highlighting duplicate values using conditional formatting

  14. Reorganize Data from External Sources • Example of conditional formatting

  15. Reorganize Data from External Sources • Removing Duplicate Records • In the Remove Duplicates dialog box • Define the fields that must match in order for a record to be considered • Consider matching on more than one field to be cautious • The first record is the one that is preserved

  16. Reorganize Data from External Sources • Creating a Table • Insert the table • Set the table style using the Table Styles gallery

  17. Analyze Data with Excel Database Tools • Use Custom AutoFilters

  18. Analyze Data with Excel Database Tools • Advanced Filter Criteria

  19. Analyze Data with Excel Database Tools • Using Wildcards in Criteria Ranges • Asterisk (*) used to replace a number of unspecified characters • B* will give you any List Agent whose name begins with B • *d will include any List Agent whose name ends with a d

  20. Analyze Data with Excel Database Tools • Extract Data to a New Area on the Worksheet

  21. Analyze Data with Excel Database Tools • Subtotals

  22. Analyze Data with Excel Database Tools • Group and Outline Data

  23. Use Database Functions • Database Functions – perform calculations on a database table • Syntax DFunction Name (database, field, criteria) • Examples • DSUM • DAVERAGE • DCOUNTA • DGET

  24. Use Database Functions • DSUM – sums a column of values in a database that is limited by criteria

  25. Use Database Functions • DCOUNTA function • Counts the number of occurrences of a specified condition • Excludes blank cells • DGET function • Retrieves a single value from your data table that matches the conditions you specify

  26. Use Database Functions • Printing options • Set Print Area • Select Multiple sheets for printing • Add Page numbers and total number of pages in Header/Footer

  27. Covered Objectives • Import Data into Excel • Reorganize Data from External Sources • Analyze Data with Excel Database Tools • Use Database Functions

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