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

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

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

4. 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

5. 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

6. 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

7. 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

8. 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

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

10. 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

11. 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

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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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

34. 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