1. Tutorial 11: Connecting to External Data

2. Objectives Import data from a text file
Work with connections and external data ranges
Define a trusted location
Understand databases and queries
Use the Query Wizard to import data from several tables
Edit a query
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3. Objectives Import tables from Access for use with a PivotTable
Manage table relationships with PowerPivot
Create a Web query
Retrieve financial data using an Office app
Access data from an XML document
Work with XML data maps
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4. Visual Overview: Retrieving Text Data
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5. Visual Overview: Retrieving Text Data
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6. Exploring External Data Sources
Data that is stored in locations other than the Excel workbook are known as data sources
Data source files can be stored in a variety of formats, for example:
Historical data, long-term trends (text files)
Current trend information (databases)
Up-to-the-minute data (the Internet)
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7. Exploring External Data Sources
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8. Importing Data from Text Files
Simple, widely used format for storing raw, unformatted data (text and numbers)
Useful for sharing data across software programs and computer systems
Understanding Text File Formats
Use a delimiter (space, comma, or tab) to separate columns of data
Use fixed-width text file to start each column at the same location
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9. Importing Data from Text Files
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10. Importing Data from Text Files
Starting the Text Import Wizard
Determines if data is fixed-width or delimited format and, if delimited, what delimiter is used
Steps of Text Import Wizard
On the DATA tab, click From Text in the Get External Data group
In the Import Text File dialog box, select the file and click Import; the Text Import Wizard – Step 1 of 3 opens
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11. Importing Data from Text Files
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12. Importing Data from Text Files
Specifying the Starting Row
Can specify the file type:
Delimited – characters separate each field
Fixed-width – fields are aligned in columns with spaces between each field
Can specify starting row other than first row
Indicate it data has headers
Click Next button to go to Text Import Wizard – Step 2 of 3
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13. Importing Data from Text Files
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14. Importing Data from Text Files
Editing Column Breaks
Text Import Wizard needs to know where each column begins and ends
The point at which one column ends and another begins is the column break
Delimited format: delimiter determines column breaks
Fixed-width format: wizard guesses locations of column breaks
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15. Importing Data from Text Files
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16. Importing Data from Text Files
Formatting and Trimming Incoming Data
In Step 3 of 3, format the data in each column
General format is applied by default
To specify a format:
Select a column in the Data preview box
Click the appropriate option button in the Column Data format section
Indicate if a column should not be imported
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17. Importing Data from Text Files
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18. Importing Data from Text Files
Click Finish to import the selected data
Data can then be used to create a chart
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19. Exploring External Data Ranges and Connections
When data is imported into a worksheet, it is stored within an external data range
Each external data range is given a defined name based on the data source filename
Assigned name can be edited
Excel can update (refresh) data ranges and connections manually or automatically
Importing data creates a connection between the workbook and the text file
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20. Exploring External Data Ranges and Connections
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21. Exploring External Data Ranges and Connections
Excel supports other properties for external data ranges, which include:
Keep the contents of the external data range current by reimporting or refreshing the data
Require the user to enter a password before data is refreshed
Define whether the refreshed external data range retains or replaces the formatting and layout
Define whether Excel inserts or overwrites cells when new rows are added to the data range
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22. Exploring External Data Ranges and Connections
Viewing a Data Connection
A data connection is like a pipeline from a data source to one or more locations in the workbook
The same data connection can link multiple data ranges, PivotTables, or PivotCharts
When you import external content Excel establishes a connection between a data range and that data source
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23. Exploring External Data Ranges and Connections
Viewing a Data Connection (con’t.)
To see where a data connection is being used, you can view that connection’s properties
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24. Exploring External Data Ranges and Connections
Modifying Data Connection Properties
You can modify data connection properties
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25. Defining a Trusted Location
Once a trusted location is defined, Excel will access the connection to the data source without prompting for confirmation that the connection is secure
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26. Visual Overview: Excel Databases and Queries
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27. Visual Overview: Excel Databases and Queries
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28. An Introduction to Databases
A database is a structured collection of data
Databases are commonly used as the data sources for Excel workbooks
A database is divided into separate tables
Each table is arranged in columns and rows; also referred to as fields and records
A field stores information about a specific characteristic of a person, place, or thing
A record is a collection of fields
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29. An Introduction to Databases
Excel can retrieve data directly from most database programs
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30. An Introduction to Databases
Different tables are connected through database relationships; fields common to each table are used to match records in different table
A one-to-one relationship is one in which one record in a table is matched to exactly one record from a second table
A one-to-many relationship is one in which one record is matched to one or more records in a second table
Relational databases are ones in which tables can be joined through the use of common fields
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31. An Introduction to Databases
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32. Retrieving Data with Microsoft Query
Create a query to extract specific information from a database
A query contains a set of criteria that specify what values to retrieve and in what order
Queries are written in a language called SQL or Structured Query Language
Microsoft Query uses a wizard containing a collection of dialog boxes that guide you through the entire query process
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33. Retrieving Data with Microsoft Query
To start Microsoft Query Wizard:
Click the From Other Sources button in the Get External Data group on the DATA tab
Click From Microsoft Query
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34. Retrieving Data with Microsoft Query
Connecting to a Data Source
There are several types of data sources from which you can retrieve data
You can define your own data source by clicking <New Data Source> in the list of databases
Once connected to the data source, the Query Wizard – Choose Columns dialog box opens
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35. Retrieving Data with Microsoft Query
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36. Retrieving Data with Microsoft Query
Choosing Tables and Fields
Choose table and fields to include in the query
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37. Retrieving Data with Microsoft Query
Filtering and Sorting Data
Determine whether to retrieve all records or to filter data to retrieve only records that satisfy particular criteria
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38. Retrieving Data with Microsoft Query
Filtering and Sorting Data (con’t)
Specify how to sort the data by values in fields
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39. Retrieving Data with Microsoft Query
The Query Wizard – Finish dialog box provides three options:
Return (import) the data into the Excel workbook
Display the results of the query in Microsoft Query
Save the query to a file
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40. Retrieving Data with Microsoft Query
Editing a Query
Add new columns to a worksheet
Change the sort order options
Revise any filters
Edit a query by editing the definition of the connection; Query Wizard will restart
Modify the query definition as you walk through the steps of the wizard
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41. Importing Data from Multiple Tables into a PivotTable
Import multiple tables from a database directly into Excel without using Microsoft Query
If tables are related through a common field, Excel will automatically include the relationship
The entire table will be imported because the query is not defined
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42. Importing Data from Multiple Tables into a PivotTable
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43. Importing Data from Multiple Table Into a PivotTable
To import a table:
Click the From Access button in the Get External Data group on the DATA tab
Select from the Select Data Source dialog box
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44. Importing Data from Multiple Table Into a PivotTable
Set up and format the PivotTable and slicer
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45. Exploring the Data Model and PowerPivot
The data model is a database built into Excel that provides database tools
Data model database contents are immediately available to PivotTables, PivotCharts, and other Excel features
The data model is constructed from different tables related by common fields
Installing the PowerPivot Add-In
Interact with the data model using PowerPivot – an add-in for Excel 2013 that provides tools for performing advanced data analysis and modeling
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46. Exploring the Data Model and PowerPivot
Installing the PowerPivot Add-In (con’t)
With PowerPivot, you can:
Apply filters to tables stored in the data model
Rename tables and fields within the data model
Define and manage the relationships among data tables joined by common fields
Format data values that will be used in PivotTables and other Excel reports
Create calculated fields based on data fields from multiple data sources
Create advanced data structures and models
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47. Exploring the Data Model and PowerPivot
Adding a Table to the Data Model
The POWERPIVOT tab contains the commands from working with the data model
Use the Add to Data Model command to add Excel tables to the data model
PowerPivot displays the contents of the data model in a separate window from the Excel workbook window
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48. Exploring the Data Model and PowerPivot
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49. Exploring the Data Model and PowerPivot
Viewing the Data Model
View the contents of a data model in Data view and in Diagram view
Data view shows the contents of each database table in the data model on a separate tab
Diagram view shows each table as an icon and relationships between tables are indicated by connecting arrows
To see which field joins two tables, click the arrow connecting the tables
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50. Exploring the Data Model and PowerPivot
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51. Exploring the Data Model and PowerPivot
Managing Relationships in the Data Model
To match records of one table to that of other tables, create a relationship between tables
When creating a relationship, identify a field in each table that will be used to match records
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52. Visual Overview: Web and XML Connections
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53. Visual Overview: Web and XML Connections
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54. Creating a Web Query
To keep an Excel workbook in sync with data store on a website, create a query that retrieves data from a webpage
To create this web query, you need the URL of the page you are accessing
If the file is stored on a web server, it follows the format:
If the file is stored locally, it follows the format: file:///drive:/path/filename
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55. Creating a Web Query
To open the New Web Query dialog box, click the From Web button in the Get External Data group on the DATA tab
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56. Creating a Web Query Formatting a Web Query
Can format text imported from the web query
Formatting is preserved when Excel refreshes data
Can also retrieve the webpage data and the styles
None imports text, not formatting
Rich Text Format (RTF) allows for text formatting styles but not advanced features
Full HTML retrieves all simple as well as advanced HTML formatting features
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57. Creating a Web Query
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58. Creating a Web Query Saving a Web Query
Can save a web query to a permanent file that you share among other Office documents
The saved connection file can be loaded in any Office program
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59. Retrieving Data Using Office Apps
Excel can be used with Office apps, which are small, specialized programs that enhance the features of Excel, Word, PowerPoint, and other programs in the Office suite
Office apps can retrieve articles from online encyclopedias, insert maps, and retrieve timely stock quotes and financial information
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60. Retrieving Data Using Office Apps
Inserting and Office App
Apps are downloaded from the Microsoft Office Store; most apps are free
To download and use Office apps, you need an account with Microsoft Office; the account is free, requiring only a username and password to set up
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61. Retrieving Data Using Office Apps
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62. Retrieving Data Using Office Apps
Retrieving Stock Market Data
Use the Bing Finance app to import current stock market data into a workbook
Provides current price quotes and news on stocks
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63. Retrieving Data Using Office Apps
Retrieving Stock Market Data (con’t)
App shows the current price of the stock and the change in price since the market opened
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64. Importing Data from XML
XML is a language used to create structured documents using only text
Office files are saved in an XML format called the Office Open XML
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65. Importing Data from XML
Each piece of data in an XMP document is contained within an element
Data is marked by an opening and closing tag
XML documents are structured like a tree in which elements are placed within one another, descending from a common root element
The structure of the document is displayed in a data map
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66. Importing Data from XML
XML author can create rules specifying:
Which elements are required
What types of values are allowed within each element
Rules are stored in a second document called the schema
Not required in XML
Are useful in ensuring the integrity and validity of XML data
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67. Importing Data from XML
Editing an XML File
Before importing data, you can edit it
The first step in connecting a workbook to an XML document is to generate the data map
After Excel has generated a data map, you can use it to place XML content anywhere within the workbook
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68. Importing Data from XML
Loading an XML Data Map
Commands to access the data map of an XML document are part of Excel Developer tools
To work with an XML data map, you must show the DEVELOPER tab on the ribbon
If the XML document has a schema file attached to it, you can load a data map without actually importing the data into the Excel workbook
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69. Importing Data from XML
Binding XML Elements to a Worksheet
Using XML as a data source, allows you to attach (bind) elements to specific cells in the workbook
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70. Importing Data from XML
Importing XML Data
You can import XML data directly into worksheet cells
To retrieve XML data, refresh the connection to the data source
Excel automatically places data in the correct worksheet cells
Can automatically update XML data in a workbook to reflect changes to the source XML document
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71. Importing Data from XML
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72. Using Real-Time Data Acquisition
Another data source: real-time data acquisition values from measuring devices and scientific equipment
Usually requires purchase of an add-in to manage communication between Excel and the measuring device
Excel provides the RTD function to facilitate real-time data acquisition
Can save hours of data entry time
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