1. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft Excel ® 2007 Comprehensive 1e Chapter 7 Importing Data, Expanding a Table, and Utilizing Database Features

2. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall2 Objectives Create and Expand a Table and Insert a Calculated Column Create and Sort a Custom List Filter by Using Advanced Criteria Evaluate Data with Database Functions

3. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall3 Objectives Import Data to Excel Create Lookup Tables in Another Workbook Enter Subtotals and Outline the Worksheet Link and Embed a Worksheet and Chart into Word Documents

4. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall4 Create and Expand a Table and Insert a Calculated Column A table is a collected block of organized data. –A row contains information about a single item. –A column contains one category of information about that item.

5. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall5 Create and Expand a Table and Insert a Calculated Column Characteristics of a table: –Each column has a unique title. –Each column contains the same kind of data. –Each cell contains a single value. –Each category of data can be sorted, searched, or manipulated individually.

6. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall6 Create and Expand a Table and Insert a Calculated Column To create a table: –Start Excel. –Click on the Insert tab. –Click the Table button.

7. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall7 Create and Expand a Table and Insert a Calculated Column Table headers identify each category of data in a table. Auto expansion is when a table range adjusts to include newly added columns and rows.

8. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall8 Create and Expand a Table and Insert a Calculated Column A calculated column uses a single formula and adjusts for each row in the table. A structured reference uses the table name and column titles in the formula. Formula replication is when a formula is automatically filled through the range of a table.

9. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall9 Create and Sort a Custom List A custom list sorts data in a pattern other than alphabetical or numerical. Excel provides built-in custom lists. You can create your own custom list. Lists can be displayed in a column or row.

10. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall10 Create and Sort a Custom List Selected List List Entries

11. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall11 Filter by Using Advanced Criteria The Advanced command is used to filter a range of cells using complex criteria. Filter criteria are the conditions that limit the records displayed. The list range is the range of the table that contains the data. The criteria range is the location of the criteria that have been entered.

12. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall12 Evaluate Data with Database Functions Database functions are identified by the letter D—each function starts with a D. There are 12 database functions that can be used to evaluate data. –Examples include: DAVERAGE DCOUNT DSUM

13. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall13 Evaluate Data with Database Functions Insert Function dialog box DAVERAGE function selected Description of the function

14. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall14 Evaluate Data with Database Functions Structured reference uses formulas that reference a table and/or portions of a table. The table specifier is the outer portion of the reference. –It is enclosed in square brackets following the table name.

15. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall15 Evaluate Data with Database Functions The column specifier refers to column data. The special item specifier refers to specific parts of the table.

16. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall16 Evaluate Data with Database Functions Table name Name of header— special item specifier Column specifier Table specifier

17. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall17 Import Data to Excel Data can be copied and pasted or imported from other Microsoft applications. To import means to make a permanent connection to data that can be refreshed.

18. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall18 Import Data to Excel To import from Access: –Click on the Data tab. –In the Get External Data Group click the From Access button. –Locate your file and click Open.

19. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall19 Import Data to Excel Excel cannot import a Word file but can import a text file. Convert Word files to text files for importing.

20. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall20 Import Data to Excel Convert to Range –Connection between database and worksheet is broken. Remove Duplicates button –Used to remove records that have identical values.

21. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall21 Create Lookup Tables in Another Workbook External lookup uses a lookup function to retrieve data from a table array in a different workbook. In a table array, text must be sorted in alphabetical or numerical order. The exclamation mark (!) separates the worksheet name from the name of the table array.

22. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall22 Enter Subtotals and Outline the Worksheet Subtotals provide a total of a portion of the worksheet data. Several functions can be used in the subtotal command: –Count, Average, Max, Min The subtotal command also outlines the worksheet.

23. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall23 Enter Subtotals and Outline the Worksheet Fields available for subtotal Subtotal dialog box

24. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall24 Enter Subtotals and Outline the Worksheet The Outline bar displays at the left of an outlined worksheet. Expand/Collapse data buttons display or hide details in the worksheet rows. Outline Level buttons collapse or expand the entire worksheet, leaving only subtotals or a grand total for the worksheet.

25. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall25 Link and Embed a Worksheet and Chart into Word Documents Object Linking and Embedding (OLE) allows content created and updated in one application to be available in other applications. Embedded documents are not updated. Linked documents are updated when changes are made.

26. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall26 Covered Objectives Create and Expand a Table and Insert a Calculated Column Create and Sort a Custom List Filter by Using Advanced Criteria Evaluate Data with Database Functions

27. with Excel 2007 Comprehensive 1e© 2008 Pearson Prentice Hall27 Covered Objectives Import Data to Excel Create Lookup Tables in Another Workbook Enter Subtotals and Outline the Worksheet Link and Embed a Worksheet and Chart into Word Documents