Using Excel as a database tool

CS&E 1111 Excel Database Features

Using Excel as a database toolObjectives:

• Sorting data• Filtering data• Using Subtotals• Pivot Tables• Importing and Exporting Files• Using Text Functions to Modify Data• Data Analysis Tools• Writing a Macro to Manipulate Data


A Spreadsheet or a Database Application?Use a Spreadsheet for: Small to medium

amounts of data 1-3 Tables of related

information Simple sorting, filtering,

and subtotaling

Use a Database Management System (DBMS) for: Large amounts of data Multiple tables of

related information Complex querying

(multidimensional)

Often analysts use both tools to solve a problem, keeping track of data in a database application and copying the relevant information for further analysis in Excel


The data

To demonstrate many of the data manipulation features of Excel consider the following data table listing a variety of snack products


Excel can import data from both fixed width

and delimited files

Choose Data Ribbon, click From Text button in the Get External Data group

Select the data file to be imported Complete the steps of the Text Import Wizard

Be sure to specify field type so numbers like zip codes won’t lose leading zeros.

4


Excel provides multiple level data sorting by values, cell color, font color or cell icon

To sort by category then by supplier – first add the category Level then the supplier level. Each level can be sored in Ascending or Descending order.

1. A simple single field Sort – use buttons from the Data Ribbon.2. Use the Sort button to sort or Custom Sort to set major And minor sorts.


Excel’s Filter tool allows the user to specify criteria in multiple fields

• Select the Filter button from the Data ribbon • In the desired field click on the drop down arrow• Select the filter desired, and specify as needed• Applying multiple filters will be treated as an AND


Advanced Filters allow the user to create OR relationships in multiple fields or to vary criteria

based on calculations• Setup your filter range and input the criteria. Criteria in the

same row acts as AND, criteria on adjacent rows acts as OR• Select the Advanced button from the Sort & Filter Group of

the Data ribbon


Many of these same features and more can be accessed by turning

your list into a Data Tables features

Using the Insert table from the insert ribbon – Excel defines the area as a table and gives you multiple tools for formatting and managing the data – from a context specific ribbon


Excel can automatically create group Subtotals to perform sums, counts, averages, etc.

1. Sort by your Group field2. Select Subtotals button

on the Data ribbon3. Choose Group field

(change) 4. Select a function5. Select a Subtotal field6. Click OK to calculate7. Repeat the procedure to

calculate a 2nd aggregate function


Data-Subtotals can be displayed on 3 levels


Pivot Table, a multidimensional summary Select Pivot Table from the Insert ribbon – Tables group. Specify Pivot Table as the object Select the data range and whether the table will be

created on a new worksheet. Arrange data fields on the table


Arranging data fields

Drag the field you wish to use for rows to Row Labels box

Drag field you wish to use for column to Column Label box

Drag fields you wish to perform calculations to either row/column as desired.

To change the calculation type – right click on the value on the table and select Value Field Settings (or Field Settings on Options ribbon.

Use Design ribbon to format


The resulting

Pivot Table

Data summarized by category by supplier with discontinued filter or insert Slicer

•Data can also be displayed as a Pivot chart. •Both Pivot

tables and charts can be used in Excel and in Access.•If the data is

later modified, the button to update the values


Using Text Functions to modify dataWe often need to modify data formats for purposes

of importing or exporting files. Registrar’s site downloads: [email protected] Site login requires: jones.23 or last, first name

=CONCATENATE(A2, ", ", B2)

=LEFT(C2, FIND("@",C2) -1)

Use text functions to combine and

separate fields


Common text functions:

Syntax DescriptionLEFT(text, [num_chars])), Returns the number of characters specified starting from the

beginning of the text string

RIGHT(text, [num_chars]) Returns the number of characters specified starting from end of the text string

MID(text, start_num, num_chars)

MID returns a specific number of characters from a text string, starting at the position you specify

CONCATENATE(text1,[text2],…)

Joins up to 255 text strings into one text string

TRIM(text) Removes all spaces from text except for single spaces between words

VALUE(text) Converts a text string that represents a number to a number.

TEXT(value, format_text) The TEXT function converts a numeric value to text

LEN(text) LEN returns the number of characters in a text string.

UPPER(text), LOWER(text), Converts text to uppercase/lowercase

FIND(find_text, within_text, [start_num])

FIND locates one text string within a second text string


Then there’s copying and “copying” Copy – leave it up to office to decide? Copy as a picture or as text – retains none

of the original features. Embed - copies objects such as Excel

charts/worksheets in its original source application format. If you double click on the object, it allows you to edit the object using the Excel features (displays Excel menus).

Link - Dynamically “links” to an object in the source document – so it cannot be modified independent of the original object.


Excel can export data into many commonly used file formats.

Select File, the Save As

Choose the appropriate format CSV comma

delimited file XML format TXT format –

tab delimited HTML – web

page

Select the file type from the Save as type box


Data Analysis Tools

Histograms Regression Analysis Moving Average t-Tests Random Number

Generation Anova Fourier Analysis


To Load/Use Data Analysis Tools To Load the Analysis ToolPak for 1st time

From the File Ribbon select Options Select Add-ins Select Excel Add-ins in the Manage dropdown list Click on the Go button at the bottom Select one or more Add-ins to load

To use the tools click on Data Analysis button in the Analysis Group of the Data Tab.


Data Analysis Tools – Histogram

Bin Frequency

0 0

50 0

1007

1206

140 12

160 13

1709

180 14

190 11

200 10

210 20

220 11

230 11

240 13

More0

Histogram

0

5

10

15

20

25

0100

140

170

190

210

230

More

Bin

Frequency

Select the appropriate data analysis tool, fill in the

required parameters, view the resulting tables/charts


An Excel Macro can record the steps we take and save them for later execution

This comes in handy if you are performing the same steps over and over again.

Example – in a single macro can: Can import data from one or more files Sort the data Manipulate the information info appropriate fields

To record a Macro go to the View Ribbon and click on the Macro button, the Record Macro. The computer generates VBA code for the steps.

Control key shortcuts and/or toolbar buttons can be setup to execute a Macro


Using Mail Merge in MS Word with Excel/Access lists to create customized

documents, labels & envelopes

Create individualized letters from one template substituting “customized” fields from a database or spreadsheet.

Filter out names from a mail list that meet specific criteria.


1. The Data Source: Preparing your data

If using a spreadsheet make sure all the data is in adjacent columns and rows. It is recommended that you name your data range


2. Link the data source to the document

Open Word and select the Mailings ribbon. Then click on Select Recipients. Then choose whether you are creating a new list, using an existing list or Outlook contacts. If using an existing file – select from the correct folder.


3. Setting up the template document & performing the merge

Type your message into Word. Insert merge fields from the data source by

clicking on the Insert Merge Field button on the Mailing Ribbon. All available fields will be listed.

When you are done – use the Preview Results button and record buttons to see the merged document.

Click the Finish & Merge button to Edit, Print or Emails documents


Excel data capabilities: As a database for

limited amounts of info: Multiple Sorts Filters & Advanced

Filters Subtotals Pivot Tables Importing and

Exporting csv files

Other features using Excel data Data Analysis tools

(histogram) Text functions to

manipulate data Macros to

automate repeated procedures

Mail merge to create customized mailings

Documents

Using Excel as a database tool