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

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PowerPoint Presentation to AccompanyGO! with Microsoft® Office 2007 Intermediate

Chapter 4Importing Data and Using Excel As a Database

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Objectives

• Import Data into Excel• Reorganize Data from External

Sources• Analyze Data with Excel Database

Tools• Use Database Functions

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Import Data into Excel

• Data– Facts about people, events, things, or

ideas• Database

– Collection of related data • Information

– Data organized in a useful manner

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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

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Import Data into Excel

• Data can be imported from:– Word table– TXT file– Access– Comma delimited file

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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

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Import Data into Excel• Import data from text file – Step 1

choose file type that best describes your data– Delimited– Fixed Width

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Import Data into Excel• Import data from text file – Step 2

Set your delimiters

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Import Data into Excel

• Import data from text file - Step 3 Format data– General– Text – Date– Do not import

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Reorganize Data from External Sources

• Convert Text into Columns– For example, breaking a full name into first

and last name for sorting

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Reorganize Data from External Sources

• Remove spaces using the TRIM function

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Reorganize Data from External Sources

• Consolidating Data– Displaying worksheets Side by Side allows

for easier scrolling and consolidation

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Reorganize Data from External Sources

• Highlighting duplicate values using conditional formatting

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Reorganize Data from External Sources

• Example of conditional formatting

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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

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Reorganize Data from External Sources

• Creating a Table– Insert the table– Set the table style using the Table Styles

gallery

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Analyze Data with Excel Database Tools

• Use Custom AutoFilters

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Analyze Data with Excel Database Tools

• Advanced Filter Criteria

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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

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Analyze Data with Excel Database Tools

• Extract Data to a New Area on the Worksheet

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Analyze Data with Excel Database Tools

• Subtotals

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Analyze Data with Excel Database Tools

• Group and Outline Data

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Use Database Functions

• Database Functions – perform calculations on a database table– Syntax DFunction Name (database, field,

criteria)– Examples

• DSUM• DAVERAGE• DCOUNTA• DGET

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Use Database Functions

• DSUM – sums a column of values in a database that is limited by criteria

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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

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Use Database Functions

• Printing options– Set Print Area– Select Multiple sheets for printing– Add Page numbers and total number of

pages in Header/Footer

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Covered Objectives

• Import Data into Excel• Reorganize Data from External

Sources• Analyze Data with Excel Database

Tools• Use Database Functions