Bent Thomsen Institut for Datalogi Aalborg Universitet IT – som værktøj Bent Thomsen Institut for Datalogi Aalborg Universitet November 2002 Bent Thomsen - FIT 7-2

Data List Spreadsheets or simple databases - a different use of Spreadsheets Bent Thomsen November 2002 Bent Thomsen - FIT 7-2

Data List Data can be arranged in the form of a list Enables management and analysis of data Remember an Excel spreadsheet can hold 65536 rows! November 2002 Bent Thomsen - FIT 7-2

Planning a Data List Counter examples of guidelines Format column labels consistently Unhide columns and rows before editing Avoid blank rows and columns Avoid leading and trailing spaces Critical data at top or bottom of list Only one data list per worksheet November 2002 Bent Thomsen - FIT 7-2

Entering Records Using a Data Form Columns label the fields included in the data base Enter directly in cells or … Use a data form to create fields Data form can be also used to Locate records Edit records Delete records November 2002 Bent Thomsen - FIT 7-2

Entering Records Using a Data Form With cells containing column labels and first row of data Select both rows (labels, data) Click on Data, then Form for the data form Press [Enter] to move to new blank form Enter data Press [Tab] to go to next field Note buttons for navigating through the list of data November 2002 Bent Thomsen - FIT 7-2

Adding a Data Validation Rule Rules can be set for certain fields Values entered are checked Invalid entries rejected with polite message Validation rules include checks for Proper type (character, numeric) Range of values (low to high) One of a small set of valid values November 2002 Bent Thomsen - FIT 7-2

Adding a Data Validation Rule Click on the column of the field for which data validation will be established Click on Data, then Validation for dialog box Select desired input format for selected cells November 2002 Bent Thomsen - FIT 7-2

Adding a Data Validation Rule Also possible to specify Input Message Error message November 2002 Bent Thomsen - FIT 7-2

Searching for a Record Difficult to look through a large data base for a particular record Solution Set criteria for search Specify for single field Example Look for record with last name containing value "Martindale" November 2002 Bent Thomsen - FIT 7-2

Searching for a Record With Data Form open, click Criteria Form becomes blank Enter a value or a comparison in a field Click on Find Next November 2002 Bent Thomsen - FIT 7-2

Searching for a Record Record that meets search criteria is displayed November 2002 Bent Thomsen - FIT 7-2

Using Find and Replace to Change Cell Contents Use to locate records in large worksheet Use dialog box to enter target text Enter replacement text Possible to search for text with specified characteristics Text content Text color, font size, etc. Found text may also be reformatted November 2002 Bent Thomsen - FIT 7-2

Using Find and Replace to Change Cell Contents Click on Edit, then Find to bring up dialog box Enter target text Click on Replace tab to specify replacement text and options November 2002 Bent Thomsen - FIT 7-2

Using Find and Replace to Change Cell Contents Enter replacement text Click to set format of replacement text Where and how to look options November 2002 Bent Thomsen - FIT 7-2

Using Find and Replace to Change Cell Contents Replace Format dialog box to specify Color Font Style Size November 2002 Bent Thomsen - FIT 7-2

Using Find and Replace to Change Cell Contents When search and replace has finished, message box displays Note results of replaced text November 2002 Bent Thomsen - FIT 7-2

Sorting a Data List A database must provide ability to organize data in a specific order (sorting) Data is entered as it comes in Records are arranged in different order at later time Sorting can be done By any one of the fields Multi-level, by up to three fields November 2002 Bent Thomsen - FIT 7-2

Sorting a Data List With a data list open, select cell in column (field) for basis of sort Click on Data, then Sort for dialog box Specify up to three fields for sort Specify ascending or descending Note Options button November 2002 Bent Thomsen - FIT 7-2

Sorting a Data List Sort Options dialog box Click for pulldown menu Some kinds of fields may require other than alphabetical sort November 2002 Bent Thomsen - FIT 7-2

Filtering a Data List Filtering produces a subset of a database Based on specified criteria Finds specific information from database Useful for working with smaller portion of a large database Records for a single month Records for a sales region Inventory items from a single department November 2002 Bent Thomsen - FIT 7-2

Filtering a Data List Click on Data, then Filter and AutoFilter Down arrow appears on each column heading Click on desired column heading arrow Choose from list All records with that value are filtered out and displayed November 2002 Bent Thomsen - FIT 7-2

Filtering a Data List When Custom option is chosen, Custom AutoFilter dialog box opens Choose comparison Specify value Multiple comparisons possible November 2002 Bent Thomsen - FIT 7-2

Filtering a Data List When done with AutoFilter Click on Data, Filter, Then click on the AutoFilter to remove the check mark and toggle the feature off November 2002 Bent Thomsen - FIT 7-2

Adding Record Subtotals Consider a database with groups of records with same value in a field Region, zip code, etc. Possible to summarize data based on those groupings For any field we can determine Sum, average, count, min, max, etc. Important to sort on the field on which the groupings or subtotals will be based November 2002 Bent Thomsen - FIT 7-2

Adding Record Subtotals Sort the database on grouping field Click on Data, then Subtotals for dialog box Specify field for grouping Specify function to use Click on OK November 2002 Bent Thomsen - FIT 7-2

Adding Record Subtotals Data list with monthly subtotals Use level buttons or plus and minus signs to collapse or expand the outline November 2002 Bent Thomsen - FIT 7-2

Extracting a Subset The AutoFilter feature provides a subset of the data But it is only for viewing Occasionally the subset must be extracted to another, separate data list Useful for creating a chart based on the subset of data The Advanced Filter provides this capability November 2002 Bent Thomsen - FIT 7-2

Extracting a Subset Copy the data labels, past them to a new location Specify values and/or criteria for one or more columns Click on Data, Filter, then Advanced Filter, Dialog box opens November 2002 Bent Thomsen - FIT 7-2

Extracting a Subset Advanced Filter Dialog box Original data list range already shows Click Collapse Dialog button to specify criteria range $A$30:$H$30 November 2002 Bent Thomsen - FIT 7-2

Subset of original data list Extracting a Subset Extracted sheet Criteria for subset Subset of original data list November 2002 Bent Thomsen - FIT 7-2

Printing a Data List Printing a data list involves similar procedures as printing other Excel worksheets Use the Print What section of Print dialog box to specify Use Page Setup options to revise layout Add a header November 2002 Bent Thomsen - FIT 7-2

Printing orientation options Printing a Data List Using Page Setup dialog box Buttons in Header dialog box Printing orientation options Page number Insert total Insert page number Insert title of - Path, file - File name - Sheet name Pictures - Insert - Format Insert date, time Change font November 2002 Bent Thomsen - FIT 7-2

Data List Guidelines Limit of one list per worksheet Keep similar items in the same column in all rows Place important data at top or bottom of list When editing list contents, unhide all columns/rows Column label formatting In first row Different from data Avoid blank rows, columns Avoid leading/trailing spaces in data November 2002 Bent Thomsen - FIT 7-2