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PowerPoint Presentation to AccompanyGO! with Microsoft Excel ® 2007

Comprehensive 1e

Chapter 7Importing Data, Expanding a Table, and Utilizing

Database Features

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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

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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

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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.

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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.

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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.

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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.

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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.

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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.

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Create and Sort a Custom List

Selected List

List Entries

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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.

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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

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Evaluate Data with Database Functions

Insert Function dialog box

DAVERAGEfunction selected

Description of the

function

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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.

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Evaluate Data with Database Functions

• The column specifier refers to column data.

• The special item specifier refers to specific parts of the table.

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Evaluate Data with Database Functions

Table nameName of header—

special item specifierColumnspecifier

Tablespecifier

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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.

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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.

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Import Data to Excel• Excel cannot import a Word file but can

import a text file.• Convert Word files to text files for

importing.

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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.

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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.

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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.

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Enter Subtotals and Outline the Worksheet

Fields available

for subtotal

Subtotal dialog box

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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.

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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.

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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

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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