1. Chapter 10 Excel: Data Handling or What do we do with all that data?
BUS169

2. Topics Data Handling Techniques Excel’s Database Capabilities
Entering Data
Importing Data
Excel’s Database Capabilities
Sort
Filter
Subtotal
Pivot Tables and Charts

3. Manual Data Entry Press TAB to enter data horizontally:
Press ENTER to enter data vertically:
Custom Lists
Open a new file
Enter dates (Jan 1998) in column 1, row 5
Enter numbers in column 2 row 1; first 1 and copy across row (result: all 1’s)
Enter number interval in column 2 & 3 row 2; then copy across
Do the same with interval of 5 (start 0 and 5)
Do the same with a decimal (1.1 and 1.2)
Open RawData File in Excel
Dec " Televisions $ West
Dec-98 CD Players $ East
Dec-98 CD Players $ West
Dec MHz Computers $ North
Hand enter one line
Use a data form to complete the rest

4. Custom Lists
Dates
Numeric Intervals
Lists

5. Data Forms
To enter data in a form view, click
Data>Form

6. Import Data
Import a tab or comma-delimited file that has been saved as “Text Only with Line Breaks”
In days of attachments, you may receive files that are not already in Excel format, but which you need to “read” into Excel.
Show on the File> Open dialog box, the File Types which can be imported
Show a comma-delimited file: Budget Data Comma Delimited
Save as Text only with line breaks
Open in Excel (Note must close file in word first, or there will be an error)
Show Word file with a table: RawData in Table
Convert Table to Text
Import into Excel (Note must close file in word first, or there will be an error)

7. Excel’s Database Capabilities
Tap the database functions of Excel
Sorting
Filtering
Working with Subtotals
WORLD 1960
Sorting: Do several sorts; one level, two levels, three levels
Filtering: for what-if operations: MAKE SURE A1 IS HIGHLIGHTED
all regions =4
life expectancy =60
go back to “all” on life exp.; to do another filter >60
do several more
to get rid of all filters: Data Filter Turn off autofilter
Subtotals:
Sort by region first: now in a group
count number in each region
ave life exp by region
ave pop by region
at each subtotal: remove all; or leave in by region
show expand and collapse by region
Some options: remove current and replace by new subtotals; put each group on a different page; summary below data
Remove all - to go back to original
Click Data Sort, Data Filter, or Data . . .Subgroup

8. Sorting an Excel Data List
Click Data>Sort
and choose
column to
sort by

9. Filtering an Excel Data List
Click
Data>Autofilter
Choose Column
and specifications
to filter on

10. Subtotals and Totals Click Data> Subtotals Choose parameters
for subtotals

11. Pivot Tables and Charts
Pivot Table: an interactive worksheet that allows you to summarize large amounts of information.
(The graphical representation of the Pivot Table is a Pivot Chart.)

12. Excel Data List Files Data suitable for Pivot Table analysis:
columns are considered fields,
column headings are field names, and
rows are records.
Important: data should have no blank columns or rows

13. Name the Data Range
Highlight the data list. Then enter a name for the range in the Range Name box.
Open Canisius Electronics
Name the Data Range because:
Excel recognizes the data range for the pivot table
updates can be made

14. Create Pivot Table Place cursor in data range
Choose Pivot Table from Data menu

15. Pivot Table: Step 1 of 3 Select the data source: Excel list
Select the desired result

16. Pivot Table: Step 2 of 3
If a data range has been defined, the range will automatically be displayed

17. Pivot Table: Step 3 of 3 Choose pivot table destination
Click the Layout Button

18. Pivot Table Layout Drag the field buttons . . .
. . . to the Pivot Table diagram
Column: Product
Row: Region
Data: Gross Sales (Sum of)

19. Sample Pivot Table
Note: created in new sheet
Show:
Choosing only some products vs. all
Choosing only some regions vs. all
Drop Date in Page Field
Choosing a particular date vs. All
Show changing “statistic” to show: sum of sales vs. Average sales
The data list fields are “pivoted” around the “core data”, gross sales, providing different “views” of the data.

20. Change Table Layout View > Toolbars > Pivot Table
Pivot Chart Wizard
Show multi field columns and rows:
put region in column
put date in rows
Then show “putting them back”: drag field to Pivot Toolbar
Or, drag field names to create new layout

21. Create a Pivot Chart View > Toolbars > Pivot Table
Pivot Chart Button
Create a chart

22. Sample Pivot Chart Note: created in new worksheet Then “pivot”
All as in Pivot Table
Show putting date in page field
Alter legend
Alter axis
Alter Value calculated

23. Pivot Table Capabilities
“Drill Down” for Detail
Automatic Updates
Multiple Data Views

24. “Drill Down” Double click in cell of Pivot Table
Are you losing detail?
No, you can “drill down” to see the detail on which the summary is based.
Click twice in the desired cell
Note: the detail goes on a new worksheet; you can return to the pivot table
Note: the database, or data mining terminology
Results in Detail from Raw Data:

25. Updates to Core Data When core data is updated . . .
Change jan 98 TV gross sales to 2025, number sold to 205
Return to Pivot table; position cursor; refresh data
Add new data: it’s included in the range – one of the reasons we named it!
But it will have to be re-sorted before we can refresh the pivot table
data>sort> date, product
Then refresh Pivot table
. . . use Pivot Table Toolbar to Refresh table

26. Multiple Consolidation of Ranges
Compare Similar Data in
Multiple Worksheets
Data in Multiple Worksheets to be compared
Example:
separate budget sheets for each product
compare over date range

27. Multiple Consolidation: Step 1 of 3
Select the data source: Multiple Ranges
Select the desired result

28. Multiple Consolidation: Step 2a of 3
Name the page fields, or let Excel assign a default name.
User can create the “page field” names

29. Multiple Consolidation: Step 2b of 3
Highlight ranges, one at a time and add
Name the page fields here

30. Multiple Consolidation: Step 3 of 3

31. Multiple Consolidation: Layout
Drag the field buttons . . .
. . . to the Pivot Table diagram

32. Multiple Consolidation: Pivot Table
To see each product separately, choose from the “Page Field” drop down list.
This Pivot Table consolidates data from the worksheets of all designated products

33. Consolidate Grouped Data

34. Grouping Data Fields Highlight Jan, Feb Mar labels
Data > Group and Outline > Group
Enter Quarter Label
This can be done on the Pivot Table itself

35. Data Grouped by Quarter
Move Quarter field up to page field line
Double click on it to rename to “Quarters”
Show how to choose quarters and display data

36. Pivot Table or Chart in Word
In Excel, highlight and copy the Pivot Table
In Word, click Paste Special. Highlight Microsoft Excel Worksheet Object and Paste Link.

37. Format Cells Autoformat Conditional Formats
Formatting Options
Format Cells
Autoformat
Conditional Formats

38. Format Cells
Highlight cells and click the format tool bar buttons to format cells.
For more options, click Format > Cells
Pivot Table formatting works the same as regular worksheet formatting
Choose Toolbar buttons, or, for more options, click Format > Cells

39. Autoformat
Highlight the desired cells. Then click Format > Autoformat to apply a pre-designed style.
Click one cell in the pivot table and then click format report from Pivot table toolbar for some autoformats
Or highlight the whole Pivot table, click Format > Autoformat and apply a predesigned format

40. Conditional Formats
Set cell value criteria with desired formats. Above, all cells with values between 40 and 100 will display in a yellow cell with bold font.