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Organizing Data for Effective Analysis <br />Chapter 7<br />“There is no such thing as too much planning and tracking.”- I...
Chapter Introduction<br />Ways to manage and analyze large amounts of nonnumeric data using lists, a PivotTable report, an...
Functions Covered in this Chapter<br />CONCATENATE<br />FIND<br />LEFT<br />RIGHT<br />SEARCH<br />TODAY<br />TRIM<br />YE...
Level 1 Objectives:Importing and Structuring Text Data in Excel Worksheets<br />Import text data into a worksheet<br />Con...
Working with Text Data:Comma-Delimited Files<br />Separate values in each record with commas<br />Also called comma-separa...
Working with Text Data: Goals<br />Determine the format you need, so you can find the best way to change unstructured data...
Example of Unstructured Data Pasted into Excel<br />
Combining Text Using the CONCATENATE Function<br />Combines values in a range of cells into one text item in a new cell<br...
Combining Text Using the CONCATENATE Function<br />
Extracting Characters from a Text String<br />May be used to remove incorrect entries<br />RIGHT function<br />Returns las...
Extracting Charactersfrom a Text String<br />
Removing Spacesfrom a Text String<br />TRIM function<br />Removes all spaces in a text string except for the single spaces...
Removing Spacesfrom a Text String<br />
Determining the Position of a Character within a Text String<br />FIND function<br />Returns the starting position of one ...
Determining the Position of a Character within a Text String<br />
Sorting and Removing Invalid Data<br />Copy contents of worksheet into a new worksheet to preserve original data and elimi...
Sorting and Removing Invalid Data<br />
Common Functions that Manipulate Data<br />
Common Functions that Manipulate Data (continued)<br />
Working with Nonnumeric Data<br />Convert Text to Columns Wizard<br />Separates values in a text string into columns or fi...
Using Text to Columns Wizard to Parse Data<br />
Using Text to Columns Wizard to Parse Data<br />
Labeling and Sorting Data<br />
Analyzing Data by Creating Subtotals<br />Subtotal tool<br />Creates summary reports that quickly organize data into categ...
Using the Subtotal Tool<br />
Creating and Working with an Excel List<br />A range of cells that are formalized as a single unit<br />Adds many features...
Results of Creating an Excel List<br />
Working with an Excel List<br />Sorting an Excel list<br />Automatic, once you select one cell in the column<br />Filterin...
Filtering an Excel List<br />
Filtering an Excel List<br />
Level 1 Summary<br />Importing data stored in a text file into Excel<br />Using Excel functions<br />CONCATENATE to combin...
Level 1 Summary (continued)<br />Transforming delimited data into rows and columns of data that can be sorted and filtered...
Level 2 Objectives: Analyzing Data Imported from a Database & Organizing Data with a PivotTable Report<br />Import data st...
Database Terminology<br />
Importing Data from a Database into Excel<br />Database provides the structure to ensure that the right data is available ...
Importing an Access Table into Excel<br />
Using the Query Wizard to Select Data from a Database<br />Lets you choose the data source and select the database table a...
Using the Query Wizard to Select Data from a Database<br />
Making Calculations with Date and Time Data<br />TODAY function<br />Returns current date’s serial number (based on comput...
Using the TODAY Function<br />
Using the YEARFRAC Function<br />
Analyzing Data Usinga PivotTable Report<br />Interactive report that lets you summarize and analyze a data set<br />Dynami...
Creating a PivotTable Report<br />
PivotTable Added to a Worksheet<br />
Analyzing Data Using the Row, Column, and Data Areas<br />To add data to a PivotTable report, drag the field you want to s...
Organizing Data by Row<br />
Organizing Data by Column<br />
Adding Fields to the Page Area<br />
Evaluating Data Using a PivotChart Report<br />Represents source data (usually from PivotTable report) as a graphic<br />U...
Importing Information from the Web into Excel<br />Web query<br />Automated method for retrieving information from a Web p...
Level 2 Summary<br />Advantages of using a database to store data that can be exported to Excel for analysis<br />Using th...
Level 3 Objectives: Importing and Exporting XML Data<br />Understand markup languages and XML<br />Import XML data into Ex...
Understanding Markup Languages and XML<br />Markup language<br />Link between content and instructions for formatting that...
Markup Languages<br />
XML Documents<br />User-defined documents in which the user develops a DTD that defines the elements contained in a docume...
Analyzing XML Data with Excel<br />Import data into worksheet; method depends on the data<br />Import entire XML document ...
Importing XML Data as an XML List<br />
Importing XML data as an XML list<br />
Adding an XML Map to a Workbook<br />
Adding an XML Map to a Workbook<br />
Adding an XML Map to a Workbook<br />
Exporting XML Data<br />
Exporting XML Data<br />
Level 3 Summary<br />Different markup languages, including XML<br />Using an existing XML document to import and XML map i...
Chapter Summary<br />Importing and structuring text data in Excel worksheets<br />Analyzing data imported from a database ...
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Chapter.07

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Chapter.07

  1. 1. Organizing Data for Effective Analysis <br />Chapter 7<br />“There is no such thing as too much planning and tracking.”- Indra Nooyi<br />
  2. 2. Chapter Introduction<br />Ways to manage and analyze large amounts of nonnumeric data using lists, a PivotTable report, and XML<br />Functions covered in this chapter: CONCATENATE, FIND, LEFT, RIGHT, SEARCH, TODAY, TRIM, YEARFRAC<br />
  3. 3. Functions Covered in this Chapter<br />CONCATENATE<br />FIND<br />LEFT<br />RIGHT<br />SEARCH<br />TODAY<br />TRIM<br />YEARFRAC<br />
  4. 4. Level 1 Objectives:Importing and Structuring Text Data in Excel Worksheets<br />Import text data into a worksheet<br />Concatenate values and extract characters from a text string<br />Parse text using the Convert Text to Columns Wizard<br />Analyze data by creating subtotals<br />Create, sort, and filter an Excel list<br />
  5. 5. Working with Text Data:Comma-Delimited Files<br />Separate values in each record with commas<br />Also called comma-separated values (CSV)<br />Once imported into a worksheet, each value in a record appears in a separate cell<br />Paragraph mark identifies the end of each record<br />
  6. 6. Working with Text Data: Goals<br />Determine the format you need, so you can find the best way to change unstructured data into structured data<br />Change format of unstructured data<br />
  7. 7. Example of Unstructured Data Pasted into Excel<br />
  8. 8. Combining Text Using the CONCATENATE Function<br />Combines values in a range of cells into one text item in a new cell<br />=CONCATENATE(text1,text2,…)<br />
  9. 9. Combining Text Using the CONCATENATE Function<br />
  10. 10. Extracting Characters from a Text String<br />May be used to remove incorrect entries<br />RIGHT function<br />Returns last character(s) in a text string, based on number of characters specified<br />=RIGHT(text,num_chars)<br />LEFT function<br />Extracts characters from the beginning or “left side” of a text string<br />=LEFT(text,num_chars)<br />
  11. 11. Extracting Charactersfrom a Text String<br />
  12. 12. Removing Spacesfrom a Text String<br />TRIM function<br />Removes all spaces in a text string except for the single spaces between words<br />=TRIM(text)<br />
  13. 13. Removing Spacesfrom a Text String<br />
  14. 14. Determining the Position of a Character within a Text String<br />FIND function<br />Returns the starting position of one text value within another text value<br />Case sensitive<br />=FIND(find_text,within_text,start_num)<br />SEARCH function<br />Does same thing as FIND function, but is not case sensitive<br />
  15. 15. Determining the Position of a Character within a Text String<br />
  16. 16. Sorting and Removing Invalid Data<br />Copy contents of worksheet into a new worksheet to preserve original data and eliminate potential problem of automatically updating formulas as data is modified<br />Sort the data in the new worksheet to separate valid rows from invalid rows<br />Valid rows contain a “1” and appear first in the sort<br />Delete invalid rows<br />
  17. 17. Sorting and Removing Invalid Data<br />
  18. 18. Common Functions that Manipulate Data<br />
  19. 19. Common Functions that Manipulate Data (continued)<br />
  20. 20. Working with Nonnumeric Data<br />Convert Text to Columns Wizard<br />Separates values in a text string into columns or fields<br />Two ways to parse text into columns<br />Identify the character that delimits the data<br />Set field widths to identify the breaks between data that appears in columns<br />
  21. 21. Using Text to Columns Wizard to Parse Data<br />
  22. 22. Using Text to Columns Wizard to Parse Data<br />
  23. 23. Labeling and Sorting Data<br />
  24. 24. Analyzing Data by Creating Subtotals<br />Subtotal tool<br />Creates summary reports that quickly organize data into categories with subtotal calculations<br />Can collapse and expand level of detail in the report<br />
  25. 25. Using the Subtotal Tool<br />
  26. 26. Creating and Working with an Excel List<br />A range of cells that are formalized as a single unit<br />Adds many features that aren’t available in an unstructured list (validation, sorting, filtering)<br />Protects integrity of data<br />Data in the columns of each row automatically remains intact when data is filtered or sorted<br />Limitations<br />Limit of 65,536 rows and 256 columns<br />Entire workbook must be loaded into memory<br />
  27. 27. Results of Creating an Excel List<br />
  28. 28. Working with an Excel List<br />Sorting an Excel list<br />Automatic, once you select one cell in the column<br />Filtering an Excel list<br />Lets you display data based on criteria you specify<br />Adding data to an Excel list<br />Type data into blank row at bottom of list<br />Use a form<br />
  29. 29. Filtering an Excel List<br />
  30. 30. Filtering an Excel List<br />
  31. 31. Level 1 Summary<br />Importing data stored in a text file into Excel<br />Using Excel functions<br />CONCATENATE to combine multiple text strings into a single text string<br />TRIM to trim unnecessary spaces from a text string<br />RIGHT to find and extract characters from a text string<br />FIND to find specific characters in a text string<br />
  32. 32. Level 1 Summary (continued)<br />Transforming delimited data into rows and columns of data that can be sorted and filtered using Excel tools<br />Creating subtotals to analyze data<br />Creating and working with data stored in an Excel list<br />
  33. 33. Level 2 Objectives: Analyzing Data Imported from a Database & Organizing Data with a PivotTable Report<br />Import data stored in a database into Excel<br />Use dates and times in calculations<br />Analyze data using a PivotTable report<br />Create a PivotChart report<br />Import information from the Web into Excel using a Web query<br />
  34. 34. Database Terminology<br />
  35. 35. Importing Data from a Database into Excel<br />Database provides the structure to ensure that the right data is available and protected<br />Spreadsheet provides analytical power and flexibility<br />Reduce data redundancy by storing data in related tables in a normalized database<br />
  36. 36. Importing an Access Table into Excel<br />
  37. 37. Using the Query Wizard to Select Data from a Database<br />Lets you choose the data source and select the database table and fields to import into the workbook<br />Prompts you to define criteria for the data you want to import by selecting only rows that meet criteria you specify<br />
  38. 38. Using the Query Wizard to Select Data from a Database<br />
  39. 39. Making Calculations with Date and Time Data<br />TODAY function<br />Returns current date’s serial number (based on computer’s internal clock)<br />=TODAY()<br />Requires no additional arguments<br />YEARFRAC function<br />Calculates the number of years between the two days<br />=YEARFRAC(start_date,end_date,basis)<br />
  40. 40. Using the TODAY Function<br />
  41. 41. Using the YEARFRAC Function<br />
  42. 42.
  43. 43. Analyzing Data Usinga PivotTable Report<br />Interactive report that lets you summarize and analyze a data set<br />Dynamic organization; can be “pivoted” to examine data from various perspectives by rearranging its structure<br />Best used to analyze data that can be summarized in multiple ways<br />
  44. 44. Creating a PivotTable Report<br />
  45. 45. PivotTable Added to a Worksheet<br />
  46. 46. Analyzing Data Using the Row, Column, and Data Areas<br />To add data to a PivotTable report, drag the field you want to summarize to a drop area on the report<br />Row Area displays data from that field in rows<br />Column Area displays data from that field in rows<br />Data Area summarizes data from that field<br />
  47. 47. Organizing Data by Row<br />
  48. 48. Organizing Data by Column<br />
  49. 49. Adding Fields to the Page Area<br />
  50. 50. Evaluating Data Using a PivotChart Report<br />Represents source data (usually from PivotTable report) as a graphic<br />Use Chart Wizard button on PivotTable toolbar<br />Can change layout, data displayed, and chart type<br />
  51. 51. Importing Information from the Web into Excel<br />Web query<br />Automated method for retrieving information from a Web page without having to copy and past<br />
  52. 52. Level 2 Summary<br />Advantages of using a database to store data that can be exported to Excel for analysis<br />Using the Query Wizard to select specific records in a database and import them into Excel<br />How Excel stores and works with dates and times <br />Using dates in calculations to determine the number of days and years between two dates<br />Creating and using a PivotTable report<br />Using a Web query to import information from the Web into an Excel worksheet to use in calculations<br />
  53. 53. Level 3 Objectives: Importing and Exporting XML Data<br />Understand markup languages and XML<br />Import XML data into Excel as an XML list<br />Add an XML map to a workbook<br />Export XML data from Excel into an XML document<br />Map elements in an XML document to a workbook<br />
  54. 54. Understanding Markup Languages and XML<br />Markup language<br />Link between content and instructions for formatting that content<br />Uses a set of tags to distinguish different elements in a document<br />Examples<br />HTML (Hypertext Markup Language)<br />SGML (Standardized General Markup Language)<br />XML (Extensible Markup Language)<br />
  55. 55. Markup Languages<br />
  56. 56. XML Documents<br />User-defined documents in which the user develops a DTD that defines the elements contained in a document and descriptions of how those elements are related to each other<br />Data can be combined with meta-data<br /><shoe><br /><shoe_ID>SH-1987</shoe_ID><br /><shoe_name>Running shoe</shoe_name><br /><description>Men’s size 11, white</description><br /></shoe><br />
  57. 57. Analyzing XML Data with Excel<br />Import data into worksheet; method depends on the data<br />Import entire XML document as a list (root element, schema)<br />Use XML Source task pane to map elements you need to columns in a list<br />Export XML data as a “well-formed” XML document<br />
  58. 58. Importing XML Data as an XML List<br />
  59. 59. Importing XML data as an XML list<br />
  60. 60. Adding an XML Map to a Workbook<br />
  61. 61. Adding an XML Map to a Workbook<br />
  62. 62. Adding an XML Map to a Workbook<br />
  63. 63. Exporting XML Data<br />
  64. 64. Exporting XML Data<br />
  65. 65. Level 3 Summary<br />Different markup languages, including XML<br />Using an existing XML document to import and XML map in a workbook<br />Mapping XML elements into a worksheet<br />Importing data into an XML list and exporting data to an XML document<br />
  66. 66. Chapter Summary<br />Importing and structuring text data in Excel worksheets<br />Analyzing data imported from a database and organizing data with a PivotTable report<br />Importing and exporting XML data<br />

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