Paper CC-017 PivotTable – A Powerful Tool for Data Exploration
Chapter 7 Organizing Data for Effective Analysiscs385.cs.ua.edu/Chapter.07.pdfChapter Introduction...
Transcript of Chapter 7 Organizing Data for Effective Analysiscs385.cs.ua.edu/Chapter.07.pdfChapter Introduction...
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Organizing Data for Effective Analysis
Chapter 7
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Chapter Introduction
• Ways to manage and analyze large amounts of nonnumeric data using lists, a PivotTable report, and XML
• Functions covered in this chapter: CONCATENATE, FIND, LEFT, RIGHT, SEARCH, TODAY, TRIM, YEARFRAC
To go to Level 1, click here To go to Level 2, click here To go to Level 3, click here
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Functions Covered in this Chapter
• CONCATENATE
• FIND
• LEFT
• RIGHT
• SEARCH
• TODAY
• TRIM
• YEARFRAC
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Level 1 Objectives: Importing and Structuring Text Data in Excel Worksheets
• Import text data into a worksheet
• Concatenate values and extract characters from a text string
• Convert text into columns of data
• Analyze data by creating subtotals
• Create, sort, and filter an Excel table
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Working with Text Data: Comma-Delimited Files
• Separate values in each record with commas
• Also called comma-separated values (CSV)
• Once imported into a worksheet, each value in a record appears in a separate cell
• Paragraph mark identifies the end of each record
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Working with Text Data: Goals
• Determine the format you need, so you can find the best way to change unstructured data into structured data
• Change format of unstructured data
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Example of Unstructured Data Pasted into Excel
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Combining Text Using the CONCATENATE Function
• Combines values in a range of cells into one text item in a new cell
• =CONCATENATE(text1,text2,…)
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Combining Text Using the CONCATENATE Function
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Extracting Characters from a Text String
• May be used to remove incorrect entries
• RIGHT function – Returns last character(s) in a text string, based on
number of characters specified
– =RIGHT(text,num_chars)
• LEFT function – Extracts characters from the beginning or “left
side” of a text string
– =LEFT(text,num_chars)
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Extracting Characters from a Text String
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Removing Spaces from a Text String
• TRIM function
– Removes all spaces in a text string except for the single spaces between words
– =TRIM(text)
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Removing Spaces from a Text String
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Determining the Position of a Character within a Text String
• FIND function
– Returns the starting position of one text value within another text value
– Case sensitive
– =FIND(find_text,within_text,start_num)
• SEARCH function
– Does same thing as FIND function, but is not case sensitive
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Determining the Position of a Character within a Text String
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Sorting and Removing Invalid Data
• Copy contents of worksheet into a new worksheet to preserve original data and eliminate potential problem of automatically updating formulas as data is modified
• Sort the data in the new worksheet to separate valid rows from invalid rows – Valid rows contain a “1” and appear first in the
sort
• Delete invalid rows
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Sorting and Removing Invalid Data
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Common Functions that Manipulate Data
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Common Functions that Manipulate Data (continued)
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Working with Nonnumeric Data
• Convert Text to Columns Wizard
– Separates values in a text string into columns or fields
• Two ways to parse text into columns
– Identify the character that delimits the data
– Set field widths to identify the breaks between data that appears in columns
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Using Text to Columns Wizard to Parse Data
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Using Text to Columns Wizard to Parse Data
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Labeling and Sorting Data
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Analyzing Data by Creating Subtotals
• Subtotal tool
– Creates summary reports that quickly organize data into categories with subtotal calculations
– Can collapse and expand level of detail in the report
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Using the Subtotal Tool
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Creating and Working with an Excel Table
• A range of cells that are formalized as a single unit
• Adds many features that aren’t available in an unstructured list (validation, sorting, filtering)
• Protects integrity of data – Data in the columns of each row automatically
remains intact when data is filtered or sorted
• Limitations – Limit of 1,048,576 rows and 16,384 columns
– Entire workbook must be loaded into memory
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Results of Creating an Excel Table
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Working with an Excel Table
• Sorting an Excel Table
– Automatic, once you select one cell in the column
• Filtering an Excel Table
– Lets you display data based on criteria you specify
• Adding data to an Excel Table
– Type data into blank row at bottom of table
– Use a form
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Filtering an Excel List
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Level 1 Summary
• Importing data stored in a text file into Excel
• Using Excel functions
– CONCATENATE to combine multiple text strings into a single text string
– TRIM to trim unnecessary spaces from a text string
– RIGHT to find and extract characters from a text string
– FIND to find specific characters in a text string
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Level 1 Summary (continued)
• Transforming delimited data into rows and columns of data that can be sorted and filtered using Excel tools
• Creating subtotals to analyze data
• Creating and working with data stored in an Excel table
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Level 2 Objectives: Analyzing Data Imported from a Database and Organizing Data with a PivotTable
Report
• Import data stored in a database into Excel
• Use dates and times in calculations
• Analyze data using a PivotTable report
• Create a PivotChart report
• Import information from the Web into Excel using a Web query
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Database Terminology
Database Set of related data that is stored in tables
Table Collection of fields that describe a specific
entity
Field A single characteristic of the entity
Record Set of fields that describes one product or
person
Database management
system
Software program that creates and accesses
data in a database
(e.g., Microsoft Access and Oracle)
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Importing Data from a Database into Excel
• Database provides the structure to ensure that the right data is available and protected
• Spreadsheet provides analytical power and flexibility
• Reduce data redundancy by storing data in related tables in a normalized database
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Importing an Access Table into Excel
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Using the Microsoft Query Wizard to Select Data from a Database
• Lets you choose the data source and select the database table and fields to import into the workbook
• Prompts you to define criteria for the data you want to import by selecting only rows that meet criteria you specify
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Using the Query Wizard to Select Data from a Database
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Making Calculations with Date and Time Data
• TODAY function
– Returns current date’s serial number (based on computer’s internal clock)
– =TODAY()
• Requires no additional arguments
• YEARFRAC function
– Calculates the number of years between the two days
– =YEARFRAC(start_date,end_date,basis)
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Using the TODAY Function
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Using the YEARFRAC Function
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Analyzing Data Using a PivotTable Report
• Interactive report that lets you summarize and analyze a data set
• Dynamic organization; can be “pivoted” to examine data from various perspectives by rearranging its structure
• Best used to analyze data that can be summarized in multiple ways
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Creating a PivotTable Report
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PivotTable Added to a Worksheet
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Analyzing Data Using the Row, Column, and Value Areas
• To add data to a PivotTable report, drag the field you want to summarize to a drop area on the report
– Row Area displays data from that field in rows
– Column Area displays data from that field in columns
– Value Area summarizes data from that field
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Organizing Data by Row
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Organizing Data by Column
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Adding Fields to the Page Area
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Using Slicers to Filter PivotTable Data
• Allows you to filter a current data set by the current values of a field
• The field values are turned into buttons in the PivotTable report
• Buttons are grouped into an object called a slicer
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Using Slicers to Filter PivotTable Data
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Using Slicers to Filter PivotTable Data
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Evaluating Data Using a PivotChart Report
• PivotChart report represents source data as a graphic
– Easiest way to create a PivotChart report is to use an existing PivotTable report
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Importing Information from the Web into Excel
• Web query
– Automated method for retrieving information from a Web page without having to copy and paste
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Level 2 Summary
• Advantages of using a database to store data that can be exported to Excel for analysis
• Using the Query Wizard to select specific records in a database and import them into Excel
• How Excel stores and works with dates and times
• Using dates in calculations to determine the number of days and years between two dates
• Creating and using a PivotTable report
• Using a Web query to import information from the Web into an Excel worksheet to use in calculations
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Level 3 Objectives: Importing and Exporting XML Data
• Understand markup languages and XML
• Import XML data into Excel as an XML table
• Add an XML map to a workbook
• Analyzing XML Data with Excel
• Export XML data from Excel into an XML document
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Understanding Markup Languages and XML
• Markup language – Link between content and instructions for
formatting that content
– Uses a set of tags to distinguish different elements in a document
• Examples – HTML (Hypertext Markup Language)
– SGML (Standardized General Markup Language)
– XML (Extensible Markup Language)
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Markup Languages
HTML SGML XML
• Creates Web pages
(HTML documents)
• Embed tags in
document to
describe how to
format the content
• Most browsers read
and interpret HTML
tags in the same
way
• Divides document
into elements
• Document type
definition (DTD)
identifies elements
in a document and
their structural
relationships
• Allows definition of
other markup
languages
• Combines markup
power of SGML with
ease of use of
HTML
• Defines structure
and rules for
creating markup
elements
• Stores information
in a nonproprietary
format
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XML Documents
• User-defined documents in which the user develops a DTD or schema that defines the elements contained in a document and descriptions of how those elements are related to each other
• Data can be combined with meta-data
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<shoe>
<shoe_ID>SH-1987</shoe_ID>
<shoe_name>Running shoe</shoe_name>
<description>Men’s size 11, white</description>
</shoe>
Level 3 home
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Analyzing XML Data with Excel
• Import data into worksheet; method depends on the data
– Import entire XML document as a list (root element, schema)
– Use XML Source task pane to map elements you need to columns in a list
– Export XML data as a “well-formed” XML document
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Importing XML Data as an XML List
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Importing XML data as an XML list
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Adding an XML Map to a Workbook
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Adding an XML Map to a Workbook
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Adding an XML Map to a Workbook
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Exporting XML Data
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Exporting XML Data
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Level 3 Summary
• Different markup languages, including XML
• Using an existing XML document to import and XML map in a workbook
• Mapping XML elements into a worksheet
• Importing data into an XML table and exporting data to an XML document
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Chapter Summary
• Importing and structuring text data in Excel worksheets
• Analyzing data imported from a database and organizing data with a PivotTable report
• Importing and exporting XML data
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