© 2002 ComputerPREP, Inc. All rights reserved. Excel 2000: Database Management and Analysis

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 1: Working with Databases

Objectives Define database components Add database components Modify database records

Defining Database Components Database – an organized collection of information that pertains to a particular subject or purpose Database components: –Field – a single unit of information –Record – one or more related fields that compose a complete database entry –Field name – a column label that identifies a column of information (field) –Header row – the row in the database that contains the field names

Defining Database Components (cont’d) Two rules when creating databases in Excel: –The first record in the database must be in the row directly below the header row –Each field name must be contained in only one cell. Use the text wrap feature to break a long field name into what appears to be two or more rows. You can create a database from scratch or by using an existing list (Excel data displayed in row and column format)

Adding Database Components Determine what fields you need to store your data Store data in the smallest possible fields that make sense to provide flexibility in sorting, grouping and manipulating data Use data validation to specify permissible data for specific fields –Data validation – restricts database entries to whole numbers, decimal numbers, ranges of numbers or dates, specific text, or any other set of criteria you specify

Modifying Database Records Data form – a window that displays database data one record at a time Use a data form to: –Add records –Edit records –Delete records –Search the database –Search for records that match specific criteria

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 2: Sorting Database Data

Objectives Sort records from top to bottom Sort field data from left to right Sort by four or more columns Specify custom sort orders

Sorting Records from Top to Bottom Sorting – rearranges database records according to a specific order Perform a single-column sort: –Select a cell in the field and click on the Sort Ascending or Sort Descending button Sort records by two or three fields simultaneously: –Display the Sort dialog box –Specify sort keys and sort orders using the Sort by and Then by drop-down lists and options –Specify whether or not the database contains a header row

Sorting Field Data from Left to Right Select the field names and associated data Display the Sort Options dialog box and specify to sort from left to right Specify sort keys and sort orders in the Sort dialog box as needed

Sorting by Four or More Columns Sort by the three least significant fields first using the Sort dialog box Select a cell in the most significant column and click the Sort Ascending or Sort Descending button

Specifying Custom Sort Orders Use the Custom Lists card of the Options dialog box to create a custom list that reflects the desired sort order for the field Use the Sort Options dialog box to select the custom list to specify the sort order Use the Sort dialog box to specify the sort order for any records not found in the custom list

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 3: Using Database Functions

Objectives Use the DAVERAGE function Use the DCOUNT and DSUM functions Use the DMIN and DMAX functions Use the VLOOKUP function

Using Database Functions You can use database functions to return a value determined by: –The function type –The database field you specify –The set of criteria you use to screen field values Database function – a built-in formula you use to perform database calculations Criteria – conditions you specify, which must be satisfied by the data in a record in order to include that record in the calculation

Using Database Functions (cont’d) Syntax: DFUNCTION(database, “field,” criteria) –database – the cell range that makes up the database –“field” – identifies the database field to use in the calculation. Field names must be entered as they appear in the database and be enclosed within quotation marks. –criteria – the range or range name of cells that contain the database criteria, consisting of a row containing field names followed by one or more rows containing values used to select records from the database

Using Database Functions (cont’d) DAVERAGE function – averages the values in a database column that match specified criteria DCOUNT function – counts the cells that contain numbers in the database column that match specified criteria DSUM function – adds the numbers in a database column that match specified criteria DMIN function – returns the smallest number in a database column that match specified criteria DMAX function - returns the largest number in a database column that match specified criteria

Using the VLOOKUP Function VLOOKUP function – searches for a value in one part of a database for use in another area of the worksheet –Syntax: V LOOKUP(lookup_value,table_array,col_index_num, range_lookup) –Function arguments: lookup_value – used to find a value in the lookup table table_array – the range that contains the lookup table col_index_num – the array column number containing the resultant data range_lookup – a logical value (TRUE or FALSE) that specifies whether the resultant value is approximate or an exact match

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 4: Using Filters and Queries

Objectives Use the AutoFilter feature Use the Advanced Filter feature Extract data Work with extracted data Query an external database Work with queried data

Using the AutoFilter Feature Filter – displays only those database records that meet a set of criteria that you specify AutoFilter – filters database records by specifying single comparison criteria or as many as two custom criteria Comparison criteria – a set of search conditions with which data is compared

Using the AutoFilter Feature (cont’d) To activate AutoFilter: Click on Data, Filter, AutoFilter –Drop-down arrows appear to the right of each column label The AutoFilter drop-down list contains the following options: –(All) – displays all records in the database –(Top 10…) – displays the top n records in the database, where n is any number you specify –(Custom…) – specifies a custom filter –Remaining list items – list the current data items in the selected field

Using the AutoFilter Feature (cont’d) Single comparison criteria – criteria that consists of a single search condition for a field Custom criteria – a set of search conditions (consisting of a comparison operator and a value) to which data is compared. You can: –Specify one or two custom criteria at a time –Specify whether matching entries must meet both or either criteria Comparison operator – a mathematical expression you use to compare two values, such as “is greater than”

Using the AutoFilter Feature (cont’d) To remove a filter from one field: –Click on (All) in the AutoFilter drop-down list To remove all existing filters from a list: –Click on Data, Filter, Show All To disable the AutoFilter feature: –Click on Data, Filter, AutoFilter

Using the Advanced Filter Feature Advanced Filter – a feature you use to specify a criteria range and multiple comparison criteria Use the Advanced Filter dialog box to specify: –The location in which to display the filtered data –The database range –The criteria range –To exclude duplicate records

Extracting Data Extract – a feature that copies filtered data from a database and places it in another area of the worksheet You must filter data before you can extract it: –You can filter data using AutoFilter, then copy and paste the filtered data to another location or –You can use the Advanced Filter feature to extract data in one step When you extract records, you can specify to include only certain fields, rather than all fields contained in the database

Working with Extracted Data You can edit, sort and filter extracted data without affecting the data in the original database One disadvantage of working with extracted data: –Formulas in extracted records appear as values, not formulas; you cannot change values in extracted data to determine their effect on other fields

Querying an External Database and Working with Queried Data You can query an external database (such as an Access database), specifying criteria that records in the external database must meet in order to be imported into Excel Extracting data from an external database lets you: –Apply formatting to the data –Update the external data to match the most current data in the external database –Edit the data in Excel, which does not change the data in the external database

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 5: Using Automated Features

Objectives Use the Automatic Subtotals feature Use conditional formatting Use the AutoFormat feature

Inserting Automatic Subtotals Automatic Subtotals – a feature that summarizes data in a database by grouping and automatically performing specific calculations on the data Organize the data so that the records you want to subtotal are grouped together Use the Subtotal dialog box to: –Specify the field you want to summarize –Specify the function to use in calculating subtotals –Specify the fields containing the values you want to subtotal –Place the subtotal and grand total rows above or below the detail data

Choosing Multiple Summary Functions After you have inserted subtotals, you can insert additional subtotals and display them in the database In the Subtotal dialog box, turn off the “Replace current subtotals” option to insert new subtotals while keeping existing subtotals

Hiding and Showing Record Detail When you insert automatic subtotals, outline symbols display in the left margin of the worksheet window Use the row level symbols or the plus and minus signs to hide or display the level of record detail that you want

Using Conditional Formatting Conditional formatting – formats a range of cells based on criteria you specify To apply conditional formatting, display the Conditional Formatting dialog box: –Use the Condition drop-down lists and text boxes to specify the comparison criteria –Click on the Format button to select formatting attributes –Click on the Add button to add as many as two more conditions

Using the AutoFormat Feature AutoFormats – a predefined set of formatting commands you can apply to selected cells To apply AutoFormats: –Select the range of cells you want to format –Display the AutoFormat dialog box –Select an AutoFormat AutoFormats affect the display of worksheet data; they do not change the values of the data

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 6: Using PivotTables

Objectives Create PivotTables Edit PivotTables Use PivotTable AutoFormat Change PivotTable field names and functions Format numbers in PivotTable fields

Creating PivotTables PivotTable – an interactive worksheet table containing fields created from columns of data in a list or data in another part of the worksheet To create a PivotTable: –Click on Data, PivotTable and PivotChart Report… –Specify the database range and location in which to place the PivotTable –Display the Layout dialog box and drag the fields buttons to the appropriate sections of the blank PivotTable diagram

Editing PivotTables Edit a PivotTable by: –Dragging field buttons to different sections of the PivotTable to rearrange the data display –Adding field buttons to the PivotTable –Removing field buttons from the PivotTable –Hiding and displaying data items for specific fields in the PivotTable

Using PivotTable AutoFormat To apply AutoFormats to PivotTables: –Display the AutoFormat dialog box from the PivotTable toolbar –Select any of the 22 predefined AutoFormats

Changing PivotTable Field Names and Functions Use the PivotTable Field dialog box to change PivotTable field names and functions: –Type a new name for the selected field in the Name text box –Specify a different summary function from the Summarize by list box You can view the underlying source data for a PivotTable item by double-clicking on the cell that contains the item

Formatting Numbers in PivotTable Fields To format numbers in a PivotTable: –Click on a cell containing the data whose number formatting you want to change –Display the PivotTable Field dialog box, and click on the Number button to display the Format Cells dialog box –Specify the desired formatting The subtotals and grand totals of the selected data will automatically display in the new format

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 7: Modifying PivotTable Data

Objectives Delete PivotTable data Display and hide PivotTable data Refresh PivotTable data Sort PivotTable data Use the GETPIVOTDATA function

Deleting PivotTable Data Deleting PivotTable data does not affect the source data You can delete: –Individual field items, or –Entire PivotTable fields Delete PivotTable field items by: –Displaying the PivotTable field drop-down list, then turning off the check box next to the field Delete PivotTable fields by: –Dragging the field out of the PivotTable

Displaying and Hiding PivotTable Data You can hide detail items in a PivotTable to display only summary data To hide PivotTable data: –Right-click on the cell containing the data you want to hide, then click on Group and Outline, Hide Detail, or –Double-click on the cell To display PivotTable data: –Right-click on the cell containing the data you want to display, then click on Group and Outline, Show Detail, or –Double-click on the cell

Refreshing PivotTable Data PivotTables do not update automatically when you change the source data Click on the Refresh Data button in the PivotTable toolbar to update the PivotTable Persistent formatting, which is a feature that retains formatting when you refresh a PivotTable or change its layout, is on by default for all PivotTables

Sorting PivotTable Data PivotTable data is automatically sorted in ascending order according to their labels You can use the Sort Ascending and Sort Descending buttons in the Standard toolbar to specify to sort PivotTable data by titles or values

Using the GETPIVOTDATA Function GETPIVOTDATA function – retrieves summary data from a PivotTable, provided the summary data is visible in the PivotTable Syntax: GETPIVOTDATA(pivot_table, “name”) –pivot_table – references a cell in the PivotTable that contains the data you want to retrieve –“name” – a text string enclosed in double- quotation marks that describes the value that you want to retrieve

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 8: Using Advanced Data Analysis to Audit Worksheets

Objectives Trace precedents, dependents and errors Remove arrows Find cells with specific characteristics or entries Use the Goal Seek feature Use the Solver feature

Tracing Precedents, Dependents and Errors Auditing – the process of displaying the flow of worksheet computations Tracer – an arrow that indicates cell precedents, dependents or errors in a worksheet Precedent – a cell referred to by a formula in another cell Dependent – a cell containing a formula that refers to other cells Error cell – a cell that displays an error value

Tracing Precedents, Dependents and Errors (cont’d) To trace precedents, dependents and errors: –Display the Auditing toolbar –Click on the cell to which you want to add tracers –Click on the Trace Precedents button –Click on the Trace Dependents button –Click on the Trace Error button

Removing Arrows To remove precedent arrows: –Select a cell for which you have traced precedents –Click on the Remove Precedent Arrows button To remove dependent arrows: –Select a cell for which you have traced dependents –Click on the Remove Dependent Arrows button To remove all arrows: –Click on the Remove All Arrows button

Finding Cells with Specific Characteristics or Entries Click on the cell for which you want to find precedent or dependent cells Display the Go To Special dialog box: –Select Precedents and click on OK to locate and select precedent cells or –Select Dependents and click on OK to locate and select dependent cells

Using the Goal Seek Feature Goal Seek – a feature that determines the required input value of a single cell to return a desired formula result To use the Goal Seek feature: –Display the Goal Seek dialog box –Specify the cell to change –Specify the value to which to change the cell –Specify the adjustable cell

Using the Solver Feature Solver – a feature that determines the possible input values of multiple cells needed to calculate a desired formula result To use the Solver feature: –Display the Solver Parameters dialog box –Specify the cell to change –Specify the value to which to change the cell –Specify the adjustable cells –Specify any desired constraints

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 9: Working with Scenarios

Objectives Create scenarios Display scenarios Edit and delete scenarios Protect scenarios Create scenario summary reports

Creating Scenarios Scenario – a set of input values, called changing cells, that you can substitute automatically in a worksheet To create a scenario: –Display the Add Scenario dialog box –Specify a scenario name –Specify the changing cells –Specify a comment (optional) –Display the Scenario Values dialog box –Specify the different values you want to display in the changing cells

Displaying Scenarios To display a scenario: –Display the Scenario Manager dialog box: Click on the name of the scenario you want to display and click on the Show button or Double-click on the name of the scenario you want to display

Editing and Deleting Scenarios To edit a scenario: –Display the Scenario Manager dialog box –Click on the name of the scenario you want to edit and click on the Edit button –Make the desired changes To delete a scenario: –Display the Scenario Manager dialog box –Click on the name of the scenario you want to delete and click on the Delete button

Protecting Scenarios To prevent a scenario from being edited: –Display the Scenario Manager dialog box: Click on the scenario you want to protect and click on the Edit button Turn on “Prevent changes” if necessary –Activate worksheet protection

Protecting Scenarios (cont’d) To hide a scenario: –Display the Scenario Manager dialog box: Click on the scenario you want to hide and click on the Edit button Turn on “Hide” –Activate worksheet protection

Creating Scenario Summary Reports Scenario summary report – a report that summarizes the input values and results of all available scenarios in a worksheet To create a scenario summary report: –Display the Scenario Summary dialog box –Specify the summary report type: either a Scenario summary or a Scenario PivotTable report –Specify the result cell(s)

© 2002 ComputerPREP, Inc. All rights reserved. Lesson 10: Creating Reports

Objectives Create custom reports Print custom reports Create PivotChart reports

Creating Custom Reports You can combine worksheets, scenarios and views into custom reports using the Report Manager Add-In –View – a set of display settings you can apply to a workbook (for example, if you have two scenarios, you can print one with a summary view and the other with a detail view) A custom report can contain one or more sections –Section – any combination of sheet, view and/or scenario you include in the report

Printing Custom Reports To print a custom report: –Display the Report Manager dialog box –Select the custom report you want to print –Click on the Print button You can control the orientation, margins and headers by adjusting the page setup before printing

Creating PivotChart Reports PivotChart report – an interactive chart that provides a graphical representation of the data in a PivotTable The PivotChart and its associated PivotTable are interrelated; any change you make to one is automatically reflected in the other