Welcome ! Excel 2013/2016 Data Consolidation (Lab Format) with Cindy Kredo Excel Data Consolidation Feature Consolidating / Modifying Linking to Data Source Pivot Tables against Multiple Data Ranges Creating Modifying Tips Length: 3.0 Hours © 2017 Cindy Kredo

Successful Webinar Tips Attending a webinar at your desk is great, but be prepared for potential distractions! Speak with your supervisor and if possible: Post a sign at your workstation “Training in Progress – Please Do Not Interrupt” Prepare an “out of office” message that alerts email contacts that you are in the office, but in training from __ to __.  Close out of your email and instant communicator while you attend the webinar If you can, sequester yourself in a different location where you can fully focus on the task at hand!

How will this session work? Have class data files extracted in a file folder called LinkedWorkbooks Print the Lab Document (PDF file) prior to class I talk about half the time  YOU experiment the other half! New topics are followed by a hands-on lab which you will do independently.

Cindy Kredo: Who am I? I am an independent contractor who works with Access / Excel / SQL Server / Crystal Reports I only teach subject matter for software and concepts that I have used extensively in “real world” projects!

My QAT File, New File, Open File, Save Undo / Redo Print Preview and Print File, Close File, Close All Pivot Table Wizard – Alt D P (old style allows consolidated ranges) Camera tool Sort Ascending/Descending

Lab File Refer to the lab webinar file for detailed instructions on how to create links, edit links, and create data connections! The lab file is filled with screenshots so that it can be used as a mini-tutorial / refresher.

Lab One Your turn! Use the handout to complete Lab 1 Complete the poll If you finish early (stats are posted for % of students completing lab), do the optional Lab A following Lab 1 Anticipated lab time (excludes optional lab): 12 minutes (Based on earlier webinars)

Lab Two Your turn! Use the handout to complete Lab 2 (pg. 7) Complete the poll If you finish early (stats are posted for % of students completing lab), do the optional Lab B following Lab 2 Suggestions for a better looking pivot table (group discussion): Show which schools are in the filter (vs. “Multiple items”) Display zeroes in empty cells Remove the “Row Labels” / “Column Labels” Change the “Sum of Attendance” label Add gridlines – add horizontal spacing Layouts won’t impact this simple pivot table except Compact narrows the columns/ Outline widens them Subtotal Years Always show all four quarters, even if no data exists Anticipated lab time (excludes optional lab): 14 minutes (Based on earlier webinars)

Optional Lab B note I put three spaces here

Lab Three Your turn! Use the handout to complete Lab 3 (pg. 12) Complete the poll If you finish early (stats are posted for % of students completing lab), do the optional Lab C following Lab 3 Suggestions for a better looking pivot table (group discussion): Show which schools are in the filter (vs. “Multiple items”) Display zeroes in empty cells Remove the “Row Labels” / “Column Labels” Change the “Sum of Attendance” label Add gridlines – add horizontal spacing Layouts won’t impact this simple pivot table except Compact narrows the columns/ Outline widens them Subtotal Years Always show all four quarters, even if no data exists Anticipated lab time (excludes optional lab): 10 minutes (Based on earlier webinars)

Lab Four Lab Four will be done as a demo only, but students are encouraged to complete this on their own after class. If we finish early, we will take the time to do this as a lab. Suggestions for a better looking pivot table (group discussion): Show which schools are in the filter (vs. “Multiple items”) Display zeroes in empty cells Remove the “Row Labels” / “Column Labels” Change the “Sum of Attendance” label Add gridlines – add horizontal spacing Layouts won’t impact this simple pivot table except Compact narrows the columns/ Outline widens them Subtotal Years Always show all four quarters, even if no data exists Anticipated lab time (excludes optional lab): 20 minutes

Lab Five Your turn! Use the handout to complete Lab 5 (pg. 20) Complete the poll If you finish early you are encouraged to re-create the pivot table on another worksheet tab and explore other pivot table options. Suggestions for a better looking pivot table (group discussion): Show which schools are in the filter (vs. “Multiple items”) Display zeroes in empty cells Remove the “Row Labels” / “Column Labels” Change the “Sum of Attendance” label Add gridlines – add horizontal spacing Layouts won’t impact this simple pivot table except Compact narrows the columns/ Outline widens them Subtotal Years Always show all four quarters, even if no data exists Anticipated lab time (excludes optional lab): 15 minutes (Based on earlier webinars)

Lab Six Your turn! Use the handout to complete Lab 6 (pg. 27) Complete the poll If you finish early you are encouraged to explore the optional Vlookup Lab beginning on pg. 30. Suggestions for a better looking pivot table (group discussion): Show which schools are in the filter (vs. “Multiple items”) Display zeroes in empty cells Remove the “Row Labels” / “Column Labels” Change the “Sum of Attendance” label Add gridlines – add horizontal spacing Layouts won’t impact this simple pivot table except Compact narrows the columns/ Outline widens them Subtotal Years Always show all four quarters, even if no data exists Anticipated lab time (excludes optional lab): 20 minutes (Based on earlier webinars)

How to “Normalize Data” This data will NOT work well for a pivot table! Each month will become a field instead of being available for date grouping.

Denormalize steps Concatenate any labels to the left of the numeric values - ie insert new column with =A2&”-”&B2&”-”&C2. (See Column E in screenshot below). Use a delimiter that does not exist in the data being concatenated. Use Alt D P to create a pivot table using the “multiple consolidation ranges” option. The consolidation range will be your concatenated label plus each month Cursor is on E2

Denormalize steps, continued Double click the grand total cell of the pivot table created in Step 2, which will put all data in a “denormalized” state on a new worksheet! Use the Data  Text to Columns feature to split up the concatenated field. Recommend shifting the entire column way over to the right to make sure you don’t accidentally overwrite data when doing the Text to Columns. How? Select column, position cursor on right edge of column, right click, drag, select shift right and move from mini-popup dialog that appears. Data is now ready to be pivoted!

Key Points - Consolidation Data Consolidation feature works with ONE column of text and multiple numeric columns. Additional columns of text return meaningless data Linking to the source results in problems if rows are deleted so I generally don’t recommend it; it’s very easy to redo the original data consolidation instead. Linking is always a problem when top/left header content is changed! Grand totals are not included (compared to subtotal feature)

Topics Covered  Consolidate data from one or more worksheet Update consolidation data (with/without links to the data source) Use multiple ranges in Pivot Tables to consolidate Add page fields to Pivot Tables

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