1. Microsoft Excel 2013
Chapter 7 Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

2. Objectives Create and use a template
Import data from a text file, an Access database, a webpage, and a Word document
Paste special
Transpose data while pasting it
Convert text to columns
Replicate formulas
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

3. Objectives Use the Quick Analysis tool Find and replace data
Insert and format a 3-D cone chart
Use WordArt to create a title
Insert and modify a SmartArt graphic
Format images with styles
Include a hyperlinked screen shot
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

4. Project – Clear Pools Sales Analysis
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

5. Templates
In today’s business environment, you often find that you need to create multiple worksheets or workbooks that follow the same basic format
A template is a special-purpose workbook you can create and use as a pattern for new, similar workbooks or worksheets
After a template is saved, it can be used every time a similar workbook is developed
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

6. Saving the Template
The only difference between developing a workbook and a template is the file type used to save the template
Excel saves the file with the extension, .xltx, to denote its template status
Saving in that format prevents users from accidentally saving over the template file, and causes Excel to open new workbooks based on the template with the proper format
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

7. Saving the Template
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

8. Factors to Consider When Building a Template
A template usually contains data and formatting that appears in every workbook created from that template
Because the template will be used to create a number of other worksheets, make sure you consider layout, cell formatting, and contents of the workbook as you design the template
Use placeholders for data when possible and use dummy data in place of actual data to verify formulas
In templates with more complex formulas, you may want to use numbers that test the extreme boundaries of valid data, such as the lowest or highest possible number, or a maximum of records
You need to create good test data to ensure your workbooks are free of errors
The more you test a workbook, the more confident you will be in the results it generates
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

9. Summing a Row or Column
You can reference an entire column or row in a function argument by listing only the column or only the row
For example, =SUM(a:a) sums all the values in all the cells in column A, and =SUM(1:1) sums all the values in all the cells in row 1
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

10. Importing Data
You can import, or bring in, data from various external sources into an Excel worksheet and then analyze that data
Excel allows you to import data from a number of types of sources, including text files, webpages, database tables, data stored in Word documents, webpages, and XML files
Imported data that maintains a refreshable link to its external source is called external data
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

11. Importing Data
Before importing data, become familiar with the layout of the data, so that you can anticipate how each data element will be arranged in the worksheet
In some cases, the data will need to be transposed, meaning that the rows and columns need to be switched
You also might need to format the data, move it, or convert it from or to a table
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

12. Importing Data from a Text File into a Worksheet
In text files, commas, tabs, or other characters often separate the fields
A delimited file contains data fields separated by a selected character, such as a comma
The Import Data dialog box allows you to choose in which cell to import the text from a text file and to specify properties of the imported text
It is important that you understand the layout of the data you want to import
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

13. Importing Data from a Text File into a Worksheet
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

14. Importing Data from an Access Table into a Worksheet
If you have both Excel and Access running in your desktop, you can drag and drop an entire table or query from Access to Excel
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

15. Importing Data from an Access Table
To import data from an Access table, the first step is to make a query of the data
A query is a way to qualify the data to import by specifying a matching condition or asking a question of the database
For example, a query can identify only those records that pass a certain test, such as records containing numeric fields greater than a specific amount or records containing text fields matching a specific value
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

16. Importing Data from a Webpage into a Worksheet
Webpages use a file format called HTML
HTML stands for Hypertext Markup Language, which is a language that browsers can interpret
Excel can import data from a webpage into preformatted areas of the worksheet using a web query
A web query selects data from the Internet to add to the Excel worksheet
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

17. Importing Data from a Webpage into a Worksheet
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

18. Reasons to Use a Web Query Instead of Copying and Pasting Data From a Webpage
Copying data from webpages to the Office Clipboard and then pasting it into Excel does not maintain all of the webpage formatting
Copying only the desired data from webpages to the Office Clipboard and then pasting it into Excel can be tedious
Copying data from webpages to the Office Clipboard and then pasting it into Excel does not create a link to the webpage for future updating
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

19. Importing Word Data
On some occasions when you import Word data you may need to manipulate the data once you paste it into Excel
For example, the Word data may be easier to work with if the rows and columns were switched, and, thus, you will need to transpose the data
In other situations, you may find that Excel did not paste the data into separate columns, and, thus, you will need to split the data or convert the text into columns
Finally, some text to column conversions need extra space or columns when the data is split, requiring you to move other data out of the way
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

20. Transposing
The Transpose option in the Paste gallery automatically flips the rows and columns during the paste
In other words, the row headings become column headings, or vice versa
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

21. Transposing
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

22. Converting Text to Columns
The Convert Text to Columns Wizard is a powerful tool for manipulating text data in columns, such as splitting first and last names into separate columns
Most often, however, you will use the wizard to manipulate imported data
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

23. Converting Text to Columns
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

24. Replicating Formulas
Some spreadsheet specialists refer to copying formulas as replication
You often replicate formulas after completing an import
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

25. Formatting with the Quick Analysis Toolbar
A tool for analyzing data quickly is the Quick Analysis tool
The Quick Analysis tool first appears as a smart tag option button, called the 'Quick Analysis Lens’ button, located below and to the right of selected data
When this button is clicked, Excel displays the Quick Analysis toolbar
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

26. To Format with the Quick Analysis Toolbar
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

27. Finding and Replacing Data
To locate a specific piece of data in a worksheet, you can use the Find command on the Find & Select menu
The data you search for sometimes is called the search string
To locate and replace data, you can use the Replace command on the Find & Select menu
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

28. Finding and Replacing Data
When using Find and Replace you may want to customize the search by using the Match case and Match entire cell contents options
Match case means that the search is case sensitive and the cell contents must match the data exactly the way it is typed
‘Match entire cell contents’ means that the data cannot be part of another word or phrase and must be unique in the cell
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

29. Finding and Replacing
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

30. Inserting a 3-D Cone Chart
A 3-D cone chart is similar to a 3-D column chart in that it can show trends or illustrate comparisons among items
This type of chart is preferred by some businesses
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

31. Adding a Chart Title Using the WordArt Tool
WordArt allows you to create shadowed, skewed, rotated, and stretched text on a chart sheet or worksheet and apply other special text formatting effects
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

32. Adding a Chart Title Using the WordArt Tool
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

33. Inserting a SmartArt Graphic
A SmartArt graphic is a customizable diagram that you use to pictorially present lists, processes, and relationships
Excel includes nine types of SmartArt graphics: List, Process, Cycle, Hierarchy, Relationship, Matrix, Pyramid, Picture, and Office.com
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

34. Inserting a SmartArt Graphic
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

35. Adding Text to a SmartArt Graphic
You can type text directly in the text boxes of the SmartArt graphic, or you can display a Text Pane and add text to the shape through the Text Pane
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

36. Adding Text to a SmartArt Graphic
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

37. Adding Shapes to a SmartArt Graphic
Many SmartArt graphics include more than one shape, such as a picture, text box, or combinations, grouped in levels
Level 1 is considered the largest object or main level
Level 2 is a sublevel and may display three shapes when first created
You can add a shape or text box to each level
You also can demote or promote a shape, which means you can move the shape to a lower level or an upper level, respectively
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

38. Adding Shapes to a SmartArt Graphic
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

39. Convert to Shapes Button
Clicking the ‘Convert to Shapes’ button converts the SmartArt graphic to individual shapes that can be resized, moved, or deleted independently of the others
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

40. Adding Pictures to a SmartArt Graphic
Before inserting an image in a workbook, make sure you have permission to use the image
Although you might not need to pay for images available on websites, you most likely still need to request and receive permission to duplicate and use the images according to copyright laws
Only images that are in the public domain are free for anyone to use without permission, although you still should credit the source of the image, even if the image creator is not specifically named
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

41. Inserting a Screen Shot on a Worksheet
Excel allows you to take a screen shot of any open window and add it to a workbook
Using the screen shot feature, you can capture whole windows or only part of a window
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots

42. Inserting a Screen Shot on a Worksheet
Creating Templates, Importing Data, and Working with SmartArt, Images, and Screen Shots