Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 Import Data From Text Files and Other Sources Importing is the process of inserting data from another application Data may be in an Access database, in a text file format, or stored on a mainframe

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Import Data From Text Files and Other Sources Text file data is often imported into Excel for use in a spreadsheet Text files are made up of letters, digits, and punctuation, including spaces Comma Separated Value (CSV) files contain fields separated by commas and rows separated by a newline character

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Import Data From Text Files and Other Sources Both text and CSV formatted files are used to exchange data between different applications A delimiter is a character used to separate one column from another in a text file The most common delimiters in a text file are commas or tabs

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Import Data From Text Files and Other Sources This figure shows comma delimited text file before and after being imported into an Excel worksheet

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Import Data From Text Files and Other Sources Often necessary to import an Access database into Excel to analyze the data in more detail Access databases may be imported in three ways: as a table, as a PivotTable Report, or as a PivotChart When importing an Access database into Excel maintain a live connection to the data  Changes in the Excel spreadsheet automatically updates the database

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Import Data From Text Files and Other Sources Data can be imported from sources other than text files and Access databases The From Other Sources command on the Get External Data group lists several types of sources

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Import Data From Text Files and Other Sources SQL ServerCreate a connection to a SQL Server Table and import data as a table or PivotTable report Analysis ServicesCreate a connection to a SQL Server Analysis Services cube. Import data as a table or PivotTable report XML Data ImportOpen or map an XML file into Excel Data Connection WizardImport data for an unlisted format by using the Data Connection Wizard or OLEDB Microsoft QueryImport data for an unlisted format by using the Microsoft Query Wizard and ODBC

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Create and Delete PivotTables and PivotCharts A PivotTable is a way to quickly summarize large amounts of data by:  Querying large amounts of data in user-friendly ways  Subtotaling numeric data, summarizing data, and creating custom calculations  Expanding and collapsing levels of data to facilitate focusing  Pivoting or moving rows to columns or columns to rows to see different summaries of data

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Create and Delete PivotTables and PivotCharts A PivotChart is a graphical representation of data in a PivotTable  enables you to visually present the data in a report  always has an associated PivotTable that has a corresponding layout

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Create and Delete PivotTables and PivotCharts

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Create and delete PivotTables and PivotCharts First, think about the design of the data table itself  Use meaningful column headings, accurate data, and most important do not leave any blank rows in your data table  One column must have duplicate values to create categories for organizing and summarizing data  Another column must have numeric values

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Create and delete PivotTables and PivotCharts The PivotTable Field List window is used to add, remove or rearrange fields to a PivotTable or a PivotChart Displays two sections:  A field section at the top shows fields from an external data source and is used to add or remove fields  A layout section at the bottom is used to arrange and reposition fields

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Create and Delete PivotTables and PivotCharts To design the PivotTable:  Drag a field to the Report Filter area in the Field List or right-click a field name and choose Add to Report Filter  Drag a field to the Column Labels or right-click a field and choose Add to Column Labels to organize data into columns  Drag a field to the Row Labels area of the Field List or right-click a field and choose Add to Row Labels to organize data into groups on rows  Drag a field to the Values area in the Field List or right-click a field and choose Add to Values

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Format, sort, filter, subtotal and refresh a PivotTable Add formatting to a PivotTable to enhance its information value Sort and filter your table to best analyze the data Most PivotTables subtotal and total the values PivotTables and PivotCharts are NOT dynamic; you must refresh the reports

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Format, sort, filter, subtotal and refresh a PivotTable Formatting PivotTables is primarily done in the PivotTable Tools Design tab.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Format, sort, filter, subtotal and refresh a PivotTable Sorting and filtering the PivotTable makes the data more manageable and easier to analyze.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Format, sort, filter, subtotal and refresh a PivotTable Displaying the subtotals draws attention to the totals

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Format, sort, filter, subtotal and refresh a PivotTable Excel does not update PivotTables and PivotCharts automatically To refresh, right-click any cell in a PivotTable and select Refresh