1. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Intermediate Chapter 4 Importing Data and Using Excel As a Database

2. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall2 Objectives Import Data into Excel Reorganize Data from External Sources Analyze Data with Excel Database Tools Use Database Functions

3. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall3 Import Data into Excel Data –Facts about people, events, things, or ideas Database –Collection of related data Information –Data organized in a useful manner

4. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall4 Import Data into Excel Record - row –Related data about one person, event thing, or idea Field - column –Category of data such as phone number Database table –Each field has a unique name –No empty columns or rows

5. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall5 Import Data into Excel Data can be imported from: –Word table –TXT file –Access –Comma delimited file

6. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall6 Import Data into Excel Importing from Word –Data from Word tables can be imported –Step 1: Copy table from Word –Step 2: Paste Special in Excel –Step 3: Choose text as type

7. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall7 Import Data into Excel Import data from text file – Step 1 choose file type that best describes your data –Delimited –Fixed Width

8. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall8 Import Data into Excel Import data from text file – Step 2 Set your delimiters

9. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall9 Import Data into Excel Import data from text file - Step 3 Format data –General –Text –Date –Do not import

10. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall10 Reorganize Data from External Sources Convert Text into Columns –For example, breaking a full name into first and last name for sorting

11. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall11 Reorganize Data from External Sources Remove spaces using the TRIM function

12. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall12 Reorganize Data from External Sources Consolidating Data –Displaying worksheets Side by Side allows for easier scrolling and consolidation

13. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall13 Reorganize Data from External Sources Highlighting duplicate values using conditional formatting

14. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall14 Reorganize Data from External Sources Example of conditional formatting

15. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall15 Reorganize Data from External Sources Removing Duplicate Records –In the Remove Duplicates dialog box Define the fields that must match in order for a record to be considered Consider matching on more than one field to be cautious The first record is the one that is preserved

16. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall16 Reorganize Data from External Sources Creating a Table –Insert the table –Set the table style using the Table Styles gallery

17. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall17 Analyze Data with Excel Database Tools Use Custom AutoFilters

18. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall18 Analyze Data with Excel Database Tools Advanced Filter Criteria

19. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall19 Analyze Data with Excel Database Tools Using Wildcards in Criteria Ranges –Asterisk (*) used to replace a number of unspecified characters –B* will give you any List Agent whose name begins with B –*d will include any List Agent whose name ends with a d

20. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall20 Analyze Data with Excel Database Tools Extract Data to a New Area on the Worksheet

21. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall21 Analyze Data with Excel Database Tools Subtotals

22. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall22 Analyze Data with Excel Database Tools Group and Outline Data

23. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall23 Use Database Functions Database Functions – perform calculations on a database table –Syntax DFunction Name (database, field, criteria) –Examples DSUM DAVERAGE DCOUNTA DGET

24. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall24 Use Database Functions DSUM – sums a column of values in a database that is limited by criteria

25. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall25 Use Database Functions DCOUNTA function –Counts the number of occurrences of a specified condition –Excludes blank cells DGET function –Retrieves a single value from your data table that matches the conditions you specify

26. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall26 Use Database Functions Printing options –Set Print Area –Select Multiple sheets for printing –Add Page numbers and total number of pages in Header/Footer

27. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall27 Covered Objectives Import Data into Excel Reorganize Data from External Sources Analyze Data with Excel Database Tools Use Database Functions