1. ACOT Intro/Copyright Succeeding in Business with Microsoft Excel 20101

2. Course Learning Outcomes Upon completion of this course, students will be able to: Navigate online computer platforms to acquire and distribute information. Apply Excel skills and tools in business problem solving. Solve problems with statistical analysis tools. Apply logic in decision making. Retrieve data for computation, analysis, and reference. Evaluate the financial impact of loans and investments. Organize data for effective analysis. Apply data tables and excel scenarios for what-if analysis. Synthesize smart worksheets. Enhance decision making with Solver. Succeeding in Business with Microsoft Excel 20102

3. Roadmap Chapter 7 Organizing Data for Effective Analysis Succeeding in Business with Microsoft Excel 20103

4. Chapter Objectives Import text data and data stored in a database into a worksheet, concatenate values and extract characters from a text string, and convert text into columns of data Create, sort, and filter an Excel list and analyze the resulting data by creating subtotals Analyze data using a PivotTable report and create a PivotChart report Import data into Excel as an XML list and analyze XML Data with Excel Succeeding in Business with Microsoft Excel 20104

5. Working with Text Data: Comma-Delimited Files Separate values in each record with commas Also called comma-separated values (CSV) Once imported into a worksheet, each value in a record appears in a separate cell Paragraph mark identifies the end of each record Succeeding in Business with Microsoft Excel 20105 Level 1 home

6. Working with Text Data: Goals Determine the format you need, so you can find the best way to change unstructured data into structured data Change format of unstructured data After data is changed into comma-separated values – use Excel sorting tools to generate required data Succeeding in Business with Microsoft Excel 20106 Level 1 home

7. Example of Unstructured Data Pasted into Excel Succeeding in Business with Microsoft Excel 20107 Level 1 home

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10. Combining Text Using the CONCATENATE Function Combines values in a range of cells into one text item in a new cell =CONCATENATE(text1,text2,…) Succeeding in Business with Microsoft Excel 201010 Level 1 home

11. Combining Text Using the CONCATENATE Function Succeeding in Business with Microsoft Excel 201011 Level 1 home

12. Extracting Characters from a Text String May be used to remove incorrect entries RIGHT function – Returns last character(s) in a text string, based on number of characters specified – =RIGHT(text,num_chars) LEFT function – Extracts characters from the beginning or “left side” of a text string – =LEFT(text,num_chars) Succeeding in Business with Microsoft Excel 201012 Level 1 home

13. Removing Spaces from a Text String TRIM function – Removes all spaces in a text string except for the single spaces between words – =TRIM(text) Succeeding in Business with Microsoft Excel 201013 Level 1 home

14. Removing Spaces from a Text String Succeeding in Business with Microsoft Excel 201014 Level 1 home

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17. Determining the Position of a Character within a Text String FIND function – Returns the starting position of one text value within another text value – Case sensitive – =FIND(find_text,within_text,start_num) SEARCH function – Does same thing as FIND function, but is not case sensitive Succeeding in Business with Microsoft Excel 201017 Level 1 home

18. Determining the Position of a Character within a Text String Succeeding in Business with Microsoft Excel 201018 Level 1 home

19. Sorting and Removing Invalid Data Copy contents of worksheet into a new worksheet to preserve original data and eliminate potential problem of automatically updating formulas as data is modified Sort the data in the new worksheet to separate valid rows from invalid rows – Valid rows contain a “1” and appear first in the sort Delete invalid rows Succeeding in Business with Microsoft Excel 201019 Level 1 home

20. Sorting and Removing Invalid Data Succeeding in Business with Microsoft Excel 201020 Level 1 home

21. Common Functions that Manipulate Data Succeeding in Business with Microsoft Excel 201021 Level 1 home

22. Common Functions that Manipulate Data (continued) Succeeding in Business with Microsoft Excel 201022 Level 1 home

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26. Working with Nonnumeric Data Convert Text to Columns Wizard – Separates values in a text string into columns or fields Two ways to parse text into columns – Identify the character that delimits the data – Set field widths to identify the breaks between data that appears in columns Succeeding in Business with Microsoft Excel 201026 Level 1 home

27. Using Text to Columns Wizard to Parse Data Succeeding in Business with Microsoft Excel 201027 Level 1 home

28. Labeling and Sorting Data Succeeding in Business with Microsoft Excel 201028 Level 1 home

29. Analyzing Data by Creating Subtotals Subtotal Command – Creates summary reports that quickly organize data into categories with subtotal calculations – Can collapse and expand level of detail in the report Succeeding in Business with Microsoft Excel 201029 Level 1 home

30. Analyzing Data by Creating Subtotals Succeeding in Business with Microsoft Excel 201030

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33. Creating and Working with an Excel Table A range of cells that are formalized as a single unit Adds many features that aren’t available in an unstructured list (validation, sorting, filtering) Protects integrity of data – Data in the columns of each row automatically remains intact when data is filtered or sorted Limitations – Limit of 1,048,576 rows and 16,384 columns – Entire workbook must be loaded into memory Succeeding in Business with Microsoft Excel 201033 Level 1 home

34. Results of Creating an Excel Table Succeeding in Business with Microsoft Excel 201034 Level 1 home

35. Working with an Excel Table Sorting an Excel Table – Automatic, once you select one cell in the column Filtering an Excel Table – Lets you display data based on criteria you specify Succeeding in Business with Microsoft Excel 201035 Level 1 home

36. Filtering an Excel List Succeeding in Business with Microsoft Excel 201036 Level 1 home

37. Adding Data to an Excel Table Adding data to an Excel Table – Type data into blank row at bottom of table – Use a form Succeeding in Business with Microsoft Excel 201037

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40. Database Terminology DatabaseSet of related data that is stored in tables TableCollection of fields that describe a specific entity FieldA single characteristic of the entity RecordSet of fields that describes one product or person Database management system Software program that creates and accesses data in a database (e.g., Microsoft Access and Oracle) Succeeding in Business with Microsoft Excel 201040 Level 2 home

41. Importing Data from a Database into Excel Database provides the structure to ensure that the right data is available and protected Spreadsheet provides analytical power and flexibility Reduce data redundancy by storing data in related tables in a normalized database Succeeding in Business with Microsoft Excel 201041 Level 2 home

42. Importing an Access Table into Excel Succeeding in Business with Microsoft Excel 201042 Level 2 home

43. Using the Microsoft Query Wizard to Select Data from a Database Lets you choose the data source and select the database table and fields to import into the workbook Prompts you to define criteria for the data you want to import by selecting only rows that meet criteria you specify Succeeding in Business with Microsoft Excel 201043 Level 2 home

44. Using the Query Wizard to Select Data from a Database Succeeding in Business with Microsoft Excel 201044 Level 2 home

45. Making Calculations with Date and Time Data Succeeding in Business with Microsoft Excel 201045

46. Making Calculations with Date and Time Data TODAY function – Returns current date’s serial number (based on computer’s internal clock) – =TODAY() Requires no additional arguments YEARFRAC function – Calculates the number of years between the two days – =YEARFRAC(start_date,end_date,basis) Succeeding in Business with Microsoft Excel 201046 Level 2 home

47. Using the YEARFRAC Function Succeeding in Business with Microsoft Excel 201047 Level 2 home

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52. Analyzing Data Using a PivotTable Report Interactive report that lets you summarize and analyze a data set Dynamic organization; can be “pivoted” to examine data from various perspectives by rearranging its structure Best used to analyze data that can be summarized in multiple ways Succeeding in Business with Microsoft Excel 201052 Level 2 home

53. Creating a PivotTable Report Succeeding in Business with Microsoft Excel 201053 Level 2 home

54. Analyzing Data Using the Row, Column, and Value Areas To add data to a PivotTable report, drag the field you want to summarize to a drop area on the report – Row Area displays data from that field in rows – Column Area displays data from that field in columns – Value Area summarizes data from that field Succeeding in Business with Microsoft Excel 201054 Level 2 home

55. Organizing Data by Row Succeeding in Business with Microsoft Excel 201055 Level 2 home

56. Organizing Data by Column Succeeding in Business with Microsoft Excel 201056 Level 2 home

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59. Adding Fields to the Page Area Succeeding in Business with Microsoft Excel 201059 Level 2 home

60. Using Slicers to Filter PivotTable Data Allows you to filter a current data set by the current values of a field The field values are turned into buttons in the PivotTable report Buttons are grouped into an object called a slicer Succeeding in Business with Microsoft Excel 201060 Level 2 home

61. Using Slicers to Filter PivotTable Data Succeeding in Business with Microsoft Excel 201061

62. Evaluating Data Using a PivotChart Report PivotChart report represents source data as a graphic – Easiest way to create a PivotChart report is to use an existing PivotTable report Succeeding in Business with Microsoft Excel 201062

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64. Importing Information from the Web into Excel Web query – Automated method for retrieving information from a Web page without having to copy and paste Succeeding in Business with Microsoft Excel 201064 Level 2 home

65. Understanding Markup Languages and XML Markup language – Link between content and instructions for formatting that content – Uses a set of tags to distinguish different elements in a document Examples – HTML (Hypertext Markup Language) – SGML (Standardized General Markup Language) – XML (Extensible Markup Language) Succeeding in Business with Microsoft Excel 201065 Level 3 home

66. Markup Languages HTMLSGMLXML Creates Web pages (HTML documents) Embed tags in document to describe how to format the content Most browsers read and interpret HTML tags in the same way Divides document into elements Document type definition (DTD) identifies elements in a document and their structural relationships Allows definition of other markup languages Combines markup power of SGML with ease of use of HTML Defines structure and rules for creating markup elements Stores information in a nonproprietary format Succeeding in Business with Microsoft Excel 201066 Level 3 home

67. XML Documents User-defined documents in which the user develops a DTD or schema that defines the elements contained in a document and descriptions of how those elements are related to each other Data can be combined with meta-data Succeeding in Business with Microsoft Excel 201067 SH-1987 Running shoe Men’s size 11, white Level 3 home

68. Analyzing XML Data with Excel Import data into worksheet; method depends on the data – Import entire XML document as a list (root element, schema) – Use XML Source task pane to map elements you need to columns in a list – Export XML data as a “well-formed” XML document Succeeding in Business with Microsoft Excel 201068 Level 3 home

69. Importing XML Data as an XML List Succeeding in Business with Microsoft Excel 201069 Level 3 home

70. Importing XML data as an XML list Succeeding in Business with Microsoft Excel 201070 Level 3 home

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74. Adding an XML Map to a Workbook Succeeding in Business with Microsoft Excel 201074 Level 3 home

75. Adding an XML Map to a Workbook Succeeding in Business with Microsoft Excel 201075 Level 3 home

76. Adding an XML Map to a Workbook Succeeding in Business with Microsoft Excel 201076 Level 3 home

77. Exporting XML Data Succeeding in Business with Microsoft Excel 201077 Level 3 home

78. Exporting XML Data Succeeding in Business with Microsoft Excel 201078 Level 3 home

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81. Chapter Summary Importing and structuring text data in Excel worksheets Analyzing data imported from a database and organizing data with a PivotTable report Importing and exporting XML data Succeeding in Business with Microsoft Excel 201081

82. Chapter Objectives Succeeding in Business with Microsoft Excel 201082