 Agenda: 4/24/13 o External Data o Discuss data manipulation tools and functions o Discuss data import and linking in Excel o Sorting Data o Date and Time Functions o Grouping Worksheets

 Historical data, long-term trends (text files)  Current trend information (databases)  Up-to-the-minute data (the Internet)

 Data must often be imported from other data sources o ASCII delimited files o Other file types o Access databases  Excel can import data from all of these data sources o Data must often be “massaged” to get it into a usable form o Sometimes, the solutions are not obvious

 Text files o Simple, widely used format for storing raw, unformatted data (text and numbers) o Useful for sharing data across software programs and computer systems  Ways to structure file contents o Use a delimiter Columns of data are separated by a symbol o Use fixed-width text file Each column starts at the same location

Delimited textFixed-width text

 Comma separated data appearing in one column can be divided into multiple columns o In 2010, click the Data tab, Text To Columns The Wizard guides you through the process

 Excel can sort columnar data using the SORT dialog box o Columnar data may or may not contain a header row o It’s possible to sort by multiple columns o It’s possible to select the column(s) on which to sort

 Sort data in ascending or descending order  Use the Sort A to Z button or the Sort Z to A button to sort data quickly with one sort field 12

 Use sort dialog box to sort multiple columns  Primary and secondary sort fields  Up to 64 sort fields possible 13

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 A custom list indicates sequence to order data o Four predefined custom sort lists Two days-of-the-week custom lists Two months-of-the-year custom lists o Can also create a custom list to sort records in a sequence you define 15

 CONCATENATE – string together multiple cells into a single cell  RIGHT and LEFT get a sub string from a string  TRIM removes trailing spaces  SEARCH and FIND search for a sub string within a string

 Concatenate takes a list of single cell arguments  Maximum number of arguments is 30  =CONCATENATE(“A”,”B”,”C”) IS “ABC”

 LEFT starts at the first character position and returns n characters  =LEFT("This is a line of text.",4) returns “This”  RIGHT starts at the last character position and returns the rightmost n characters  =RIGHT("This is a line of text.",4) returns “ext.”

 TRIM removes leading and trailing spaces  The single spaces between words are preserved o Extra spaces between words are removed  TRIM takes one argument – the value to trim

 Both functions work the same way and accept the same arguments o FIND function is case sensitive o SEARCH function is not case sensitive  Arguments o First argument contains the search text o Second argument contains the text to search o The third argument contains the starting character position where searching begins Starting character position is 1-based  Use the If function to find whether the pattern was found

 Replaces one string with another string based on character positions in the original string o First argument contains the original text string o Second argument contains the 1-based position of the first character to replace o Third argument contains the number of characters to replace o Final argument contains the replacement text

 Replaces old text with new text o First argument contains the text string o Second argument contains the text to replace o Third argument contains the replacement text o Final optional argument contains the instance counter How many times to replace one string with another string The default value is 1

 EXACT takes two arguments o Returns TRUE if the two arguments contain identical values o EXACT is case sensitive  LEN takes one argument o Returns the length of a string o Spaces are counted along with special characters  CLEAN removes non-printable characters from a text string o Tabs for example

 All functions accept one argument  LOWER converts characters to lower case  UPPER converts characters to upper case  PROPER converts characters to proper case o The first character of each work is capitalized

 Date values are stored in a special internal format  Numbers to the left of the decimal point are days o Day 1 is January 1, 1900 o Days prior to that date are negative  Numbers to the right of the decimal point are fractional parts of days

 TODAY() returns the current date  It’s possible to perform arithmetic operations on dates o Sometimes the results make no sense and have no real use though

 DATE(year,month,day) returns a Date  HOUR, MINUTE, SECOND return the hour, minute, second in the date  YEAR, MONTH, DAY return the year, month, and day parts

 Using multiple worksheets makes it easier to group and summarize data.  Worksheet groups save time and improve consistency among worksheets o An action performed once affects multiple worksheets o Can create formulas that function across multiple worksheets  A worksheet group can contain adjacent or nonadjacent worksheets  Any formatting changes made to the active group are applied to all sheets in the group.  When worksheets are ungrouped, each one functions independently again. 31

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 Tutorial #6: Ticket Park Sales example  Four worksheets representing four quarters of ticket sales  Each worksheet with a unique name  Selecting and unselecting multiple worksheets o A “worksheet group” is the currently selected group of worksheets o Any actions done to one worksheet will happen to all worksheets in a selected group 33

 Copying worksheets o Use an existing worksheet as a starting point for creating another one o Duplicates all values, formulas, and formats into new worksheet, leaving original worksheet intact o Edit, reformat, and enter new content as needed 34

 Absolute, Relative, Mixed  Named  Multi-sheet: conceptualize as “3-D” o Rows o Columns o Sheet  A 3-D reference includes the name of the sheet. Example: o Quarter1!B6 o 'Quarter 1'!B6 35