Chapter 10Excel: Data Handling

or What do we do with all

that data?BUS169

Topics Data Handling Techniques

Entering Data Importing Data

Excel’s Database Capabilities Sort Filter Subtotal

Pivot Tables and Charts

Manual Data EntryPress TAB to enter data horizontally:

Press ENTER to enter data vertically:

Custom Lists

Dates Numeric Intervals Lists

Data Forms

To enter data in a form view, click

Data>Form

Import Data

Import a tab or comma-delimited file that has been saved as “Text Only with Line Breaks”

Excel’s Database Capabilities

Sorting Filtering Working with Subtotals

Tap the database functions of Excel

Click Data . . . Sort, Data . . . Filter, or Data . . .Subgroup

Sorting an Excel Data List

Click Data>Sortand choosecolumn to sort by

Filtering an Excel Data List

Click Data>Autofilter

Choose Columnand specificationsto filter on

Subtotals and Totals

Click Data> Subtotals

Choose parametersfor subtotals

Pivot Tables and Charts

Pivot Table: an interactive worksheet that allows you to summarize large amounts of information.

(The graphical representation of the Pivot Table is a Pivot Chart.)

Excel Data List Files

•columns are considered fields, •column headings are field names, and •rows are records.

Data suitable for Pivot Table analysis:

Important: data should have no blank columns or rows

Name the Data Range

Highlight the data list. Then enter a name for the range in the Range Name box.

Create Pivot Table

Place cursor in data range

Choose Pivot Table from Data menu

Select the data source: Excel list

Select the desired result

Pivot Table: Step 1 of 3

Pivot Table: Step 2 of 3

If a data range has been defined, the range will automatically be displayed

Pivot Table: Step 3 of 3

Choose pivot table destination

Click the Layout Button

Pivot Table Layout

Drag the field buttons . . .

. . . to the Pivot Table diagram

Sample Pivot Table

The data list fields are “pivoted” around the “core data”, gross sales, providing different “views” of the data.

Change Table Layout

View > Toolbars > Pivot Table

Pivot Chart Wizard

Or, drag field names to create new layout

Create a Pivot Chart

View > Toolbars > Pivot Table

Pivot Chart Button

Sample Pivot Chart

Pivot Table Capabilities

“Drill Down” for DetailAutomatic Updates

Multiple Data Views

“Drill Down” Double click in cell of Pivot Table

Results in Detail from Raw Data:

Updates to Core Data

When core data is updated . . .

. . . use Pivot Table Toolbar to Refresh table

Multiple Consolidation of Ranges

Compare Similar Data in Multiple Worksheets

Select the data source: Multiple Ranges

Select the desired result

Multiple Consolidation:Step 1 of 3

Multiple Consolidation:Step 2a of 3

Name the page fields, or let Excel assign a default name.

Multiple Consolidation:Step 2b of 3

Highlight ranges, one at a time and add

Name the page fields here

Multiple Consolidation:Step 3 of 3

Multiple Consolidation: Layout

Drag the field buttons . . .

. . . to the Pivot Table diagram

Multiple Consolidation:Pivot Table

This Pivot Table consolidates data from the worksheets of all designated products

Consolidate Grouped Data

Grouping Data Fields Highlight Jan, Feb Mar labels

Data > Group and Outline > Group

Enter Quarter Label

Data Grouped by Quarter

Pivot Table or Chart in WordIn Excel, highlight and copy the Pivot Table

In Word, click Paste Special. Highlight Microsoft Excel Worksheet Object and Paste Link.

Formatting Options

Format CellsAutoformat

Conditional Formats

Format Cells

Highlight cells and click the format tool bar buttons to format cells.

For more options, click Format > Cells

Autoformat

Highlight the desired cells. Then click Format > Autoformat to apply a pre-designed style.

Conditional Formats

Set cell value criteria with desired formats. Above, all cells with values between 40 and 100 will display in a yellow cell with bold font.