Managing data with excel 2010 cw
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This document outlines the topics that will be covered in a course on managing data in Excel 2010 taught by Jason Wong. The course covers importing and querying data, creating and modifying pivot tables, analyzing data using functions like goal seek, solver, and scenarios, filtering and outlining data, and using IF, AND, OR, and other logical functions. Contact information is provided for Jason Wong to enroll in the course.
Managing data with excel 2010 cw
- 1. Presented by Jason Wong Crystal Education Email : jasonwcc_my@hotmail.com Contact : +6012-273-6143
- 2. Section 1 : Importing Data Importing Data from a Text File Creating a Web Query Saving a Web Query Refreshing a Web Query Importing Data from External Data Sources Publishing a Workbook as a PDF File Section 2 : PivotTables What is PivotTable Creating PivotTable Creating PivotTable Frame Specfying PivotTable Data Rearranging PivotTable Data Section 3 : More about PivotTables Modifying PivotTable Calculations Formatting a PivotTable Refreshing a PivotTable Charting a PivotTable Creating a PivotTable Based on External Data Managing Data with Excel 2010 By Jason Wong Course Objectives
- 3. Section 4 : Analyzing Data Using Goal Seek Using a One and Two Input Data Table Using Solver Section 5 : Exploring Scenarios What is Scenario? Creating a Scenario Creating a Scenrario Summary Report Saving Multiple Scenarios Section 6 : Getting the Most From Your Data Using Automatic Outlining Displaying and Collapsing Levels Grouping Data Manually Creating Subtotals Managing Data with Excel 2010 By Jason Wong Course Objectives
- 4. Course Objectives Section 7 : Working with Filters What is an Autofilter? Custom AutoFilters Using an Advanced Filter Filtering with Wildcard Characters Validating Your Data Section 8 : IF Analysis Using the IF Function Working with Nested Functions Using the IF Function in Array Formulas Managing Data with Excel 2010 By Jason Wong
- 5. Section 1 : Importing Data Managing Data with Excel 2010 By Jason Wong
- 6. Importing Data From Text File From Word File From External Data Sources Managing Data with Excel 2010 By Jason Wong
- 7. Getting Data from Internet Creating a Web Query Refreshing the Web Query Edit the Web Query Save as PDF/XPS format Managing Data with Excel 2010 By Jason Wong
- 8. PivotTables Creating PivotTable Modifying the PivotTable Click and drag The Field List Task Pane Report Filter Explore the Value Field Settings Explore Pivot Table Options Managing Data with Excel 2010 By Jason Wong
- 9. More About PivotTables Formatting Pivot Table Insert Calculated Fields Refreshing the Pivot Table Charting the Pivot Table Creating Pivot Table from External Data Managing Data with Excel 2010 By Jason Wong
- 10. Section 4 : Analyzing Data Goal Seek Using Data Table for One data input Two data input Using Solver Managing Data with Excel 2010 By Jason Wong
- 11. Section 5 : Exploring Scenarios Creating Scenario Creating Scenarios’ Summary Merging Scenario Managing Data with Excel 2010 By Jason Wong
- 12. Section 6: Getting the Most of Your Data Managing Data with Excel 2010 By Jason Wong
- 13. Outlining and Subtotals Using Automatic Outlining Displaying and Collapsing Levels Group Data Manually Creating Subtotals Managing Data with Excel 2010 By Jason Wong
- 14. Section 7 : Working with Filters Sort Table Entries Sort Multiple Fields Use an AutoFilter Use a Custom AutoFilter Use an Advanced Filter Use WildCard Characters Validate Data Managing Data with Excel 2010 By Jason Wong
- 15. Section 8 : IF Analysis Managing Data with Excel 2010 By Jason Wong
- 16. The Test Operator Basic Mathematical Operators Managing Data with Excel 2010 By Jason Wong Operator Function Example = Equivalence “A”=“A” is TRUE > Greater Than 2>1 is TRUE < Less Than 2<1 is FALSE <> Not Equals To “A”<>”B” is TRUE
- 17. Example of Basic IF Function Managing Data with Excel 2010 By Jason Wong A Salary is taxable if more than 5000 =if(A1=5000,A1*5%,”Not Taxable”)
- 18. Example of Nested IF Function Managing Data with Excel 2010 By Jason Wong Grading 0-50 : Fail 51-80 : Pass 81-100 : Distinction
- 19. Truth Table for AND Function A B AND (A,B) True False False False True False True True True False False False =IF(AND(BM-Marks<50,Eng-Marks<50),“Fail",“Pass") Managing Data with Excel 2010 By Jason Wong
- 20. Truth Table for OR Function A B OR(A,B) True False True False True True True True True False False False =IF(OR(Marks>100,Marks<0),“Invalid marks",“Valid marks") Managing Data with Excel 2010 By Jason Wong
- 21. The Not Function =NOT(10>1) 10>1 is true =NOT(true) is false A NOT(A) True False False True Managing Data with Excel 2010 By Jason Wong
- 22. would return FALSE.would return TRUE.would return FALSE.would return FALSE. True or False? =Not(A1<10)=Not(A2=“Banana“)=Not(A2=“Apple“)=Not(1+4=A1) Managing Data with Excel 2010 By Jason Wong
- 23. Working with Array Formulas Microsoft Excel 2010 - Intermediate By Jason Wong A B C 1 Sales Expenses Tax 2 33 34 5 3 55 55 6 4 22 23 2 5 23 25 3 6 25 25 5 7 19 18 2.5 Using IF Function in Array Formulas Using Basic Array Formulas City1 Scores City2 Scores Winner Liverpool 4 ManU 0 Arsenal 3 Liverpool 4 ManCity 2 ManU 1 ManU 4 Arsenal 9
- 24. The IFERROR Function The Arguments =iferror(expression, value if error) Examples =iferror(A3/0,1000) =iferror(vlookup(K1,H2:I19,2,0),"item not found") Managing Data with Excel 2010 By Jason Wong
- 25. Jason Wong Crystal Education Email : jasonwcc_my@hotmail.com Contact : +6012-273-6143 Thank You!! Please help fill up evaluation form
Editor's Notes
- #2: Copy exercise files from C:\Users\jazlaptop\Documents\Training Materials\Microsoft\Ms Office\Excel to a machine and share out the folder Contacts.txt Contacts.Unix.txt Contacts.docx Related Data.accdb Contacts.mdb Managing Data with Excel 2010 Exercise File.xlsx Copy installer from I:\Installer\Microsoft\Ms Office Functions and Add-On - SaveAsPDFandXPS.exe
- #7: Demo 1: Text File Use the contact.txt Exercise Use the contact.unix.txt (with the date format) Demo 2: Word File 1. First try directly open the word from excel (Will get error) 2. Now go to Word, Save As Contactv2.txt, Close Word (Make Sure if not cant open from Excel) 3. in Excel Open the File, same with the Demo 1 Demo 3: External Data Sources (Access) Data > From Access > Contacts.accdb > Invoices Exercise : Now get the orders table and place it next to the existing table but different cell Data > From Access > Contacts.accdb > Orders > select $I$1 Demo 4: Creating New Source New Sheet Data > Get External Data > From Other Source > From Microsoft Query 1 .Name : newSource 2. Select driver : Microsoft Access (.mdb) 3. Connect > Select > Contacts.mdb > ok 4. select Sales > Ok > ok> Select all Column to filter, Profit greater then 10000 and less then 60000 Sort by Region Save Query as SAles 10k to 60k query from newSource.dqy Put it in A1 Exercise 4: Use the New Source and query for West and East Region sales only Data > Get External Data > From Other Source > From Ms Query Select newSource > Ok > Select all fields > filter west or east sort by SalesMan
- #8: Look for Maybank+Forex Counter Rates or Data > From Web > Copy the whole url below http://www.maybank2u.com.my/mbb_info/m2u/public/forexExchangeRates.do?channelId=BTRE-Treasury&cntTypeId=0&cntKey=BTRE04.01&programId=BTRE04-Rates&chCatId=/mbb/Business/BTRE-Treasury Look for KLSE+Stock+exchange http://www.klse.com.my/website/bm/market_information/ Or RHB Exchange RAte http://www.rhb.com.my/business_banking/rates_charges/foreign-currency/fc_main.html Refreshing Data > Refresh All Edit Web Query Data > Connections > Properties Change Name Definition > Edit Query… DEMO : MSN_Stock_Quote_Central Open New Workbook Data > Existing Connections MSN MoneyCentral Investor Stock Quotes Unde Enter Parameter Value type : MSFT, YHOO 5. Click on C3 DEMO : Search for other Company stocks listing Click on Symbol Lookup In the newly open Browser window, type proton in Company Name Input box With the found symbol (Assume PROTON Holdings Bhd still exists), copy the the Symbol quote Back to Excel Right click any part of the Stock Quotes area Parameters > Use the following value > Type : POHDF Data > Refresh All (If not updated) DEMO : Creating a dynamic search query Right click any part of the Stock Quotes area Parameter > Get the value from the following Cells = C1 Tick on Refresh auto when cell value changes Type in one of the Quotes MSFT 12. Type in MSFT, YHOO, ORCL, IBM in C3 13. Refresh All NOTE:By default only Microsoft Stock is displayed DEMO: Edit the WebQuery to refresh the range in 10mins Right click any part of the Stock Quotes area > Data Range Properties Set Refresh Interval to 10min Tick refresh data on open Other available quotes MSFT – Microsoft ORCL – Oracle YHOO – Yahoo IBM $INDU – Dow Jones Industrial Average Index $INX - S$P 500 Index $COMPX – Nasdaq Composite Index BRYAF- Berjaya Group Berhad BJSAF- Berjaya Sports Toto Bhd TOYOF POHDF – Proton Berhad
- #9: Creating PivotT Goto subtotal sheet Remove any subtotals command Insert ribbon, pivottable Accept all default option, click ok Modifying the PivotTable By simply clicking and dragging the fields on the sheet Or Make use of the field list task pane Refresh Data Ctrl+alt+f5 : to update imme PivotTable options > Data Tab > Refresh data when opening the file Data > Refresh All Value Field Settings This if for the formulated numbered information On the worksheet, Double click on the sum of Profit Change to average/count/max/min Try show value as tab too Try Difference From Base Field Region : East Try Running Total In Department Take note: make sure the base item is a group of datas Explore Pivot Table Options Right click any part of the table > PivotTable Options Report Filter fields per column 0 Drag product and region into the Report Filter See the changes Report Filter fields per column 1 See the changes Total & Filters > Show grand totals If no data, try import “Inventory Transactions” From Northwind
- #10: Layout Formatting PivotTable PivotTable Optopns, Merge and center cells with Labels Display fields in report filter area : To see the effect of this, drag more fields into the report filter area For empty cells show: blank Goto Subtotal Sheet, One of the data change a month to 4 then refresh Click any part of the table Design ribbon Insert Calculated Fields Options > Formulas > Calculated Fields > Name : Tax Formula : Profit * 5% Refreshing PivotT Data in pivot table is not linked to the source table. So each time the original sheet’s information changes, we need to refresh the pivot table Data in pivot table are saved in memory by Excel. Charting Options > Chart External Data Insert Pivot Table > Use External Source Data > Choose Connection >Browse for More >Customer.mdb : source such as Lotus 123, Paradox, OLAP Cube, Dbase, XML Change the refresh interval Options Ribbon > Change Data Source > Connection properties > Usage
- #11: Goal Seek Goto 2nd Quarter Sales Set goal seek for Jun’s total to 20000 by changing keyboard sales Data Table : 1 Data Input Open House Loan sheet from Managing Data with Excel Exercise File.xlsx Copy A9:B13 to A16 Copy B6 to C15 Highlight B15:C20 Data > What if Analysis > Data Table > Column : B5 Data Table : 1 Data Input Copy A9:B13 to A24 B23 = B6 Type in different amount of loan in C23 to E23 Highlight B23 to E28 Data Table > Column : B5 , Row : B2 Solver : Scenario Maximize Total Profit on constraint Install solver add-ins Excel options > -Add-Ins > drop down select Excel Add-Ins > tick Solver > OK Goto Car Sales sheet Select D8 Data > Solver Set objective : E8 Max By changing c5:c6 Contraints C5<=50000 C6<=60000 Solver : Scenario Achieve Min Total Revenue of 100000 with condition the sales of cable must be half of the printers sales Solver> Set Objective : 100000 By Changing Cells : D4:D5 Contraints : D4=D5*50%
- #12: Scenarios Data > What-If Analysis Can highlight multiple non-adjacent cells by using ctrl Preventing changes to cells options is useful when the sheet is protected (Review > Protect Sheet > Scenario Manager > edit button will be dim) Hide formulas when sheet is protected, nothing shown on formula bar for selected formula Merging Scenarios, say 2 person has their own scenarios. The first person will open both files, his and the second person file Now, go to Scenario Manager, and Merge from the second person file scenarios Summary What-if-Analysis Summary Result Cell select the Total Column
- #14: Automatic Outlining This features will look and group cells based on formulated numbered cells Open the Exercise file for Advanced.xls Select any cell within the table Ctrl+a Data > Group > Auto Outline To remove it Data >Ungroup > Clear Outline Collapsing and UnCollapsing Select Jan-Mar Data > Show Details Data > Hide Details Or Clicking on the plus / minus sign on the sheet Group Manually demo1 Highlight entire column of C,D and E, Group… Highlight entire column of B – F, Group… Highlight entire row of 2 – 9 > Group … Highlight entire row of 11 - 18 > Group Group Manually demo2 Goto badminton sheet Click on any part of the table Group > Auto Outline Note: an error message saying excel cant create an outline, typically bcos we got no formulated cells to help determine grouping here. Creating Subtotals Goto subtotal sheet Click any part of region column > Sort A-Z Data > subtotal At each change : Region Use function : sum Add subtotal to : Profit Modify Subtotal We can anytime go back to subtotal command to Add additional subtotal Remove subtotal Change function Creating subtotal for 2nd column Sort 2nd column (Product) Create the necessary subtotal
- #15: Validation : Start from Advanced Filter sheet Highlight data range Data > Validation Apply validation to: Price <6 Date between 1/1/2009 and 31/12/2009 Limit to 4 regions only Customers sheet Highlight whole region column [B2:B41] Data > Validation > Custom =OR(B2="west",B2="east",B2="south",B2="north") List Validation 1. copy salesrep header to I1 and I4 2. Advanced Filter, Copy to another location, List range:A1-G41, Criteria, I1, Copy to I4, Unique records only 3. Highlight entire column of Salesrep [D2:D41] 4. Data Validation > List >Source: I5:I12 Custom Data Validation : Use the Validation sheet Demo 0 : Accept Card F10 Custom List =OR(F4=“Master”,F4=“Visa”) Demo1 : Code cant be used more than once D3:D25 Data validation Custom =countif($d$3:$d$25,a2) <= 1 Demo2 : Method Used cannot be more than twice G3:G7 Data Validation Custom =countif($G$3:$G$7,G3)<=2 Demo3 : Budget constraint to <=10000 F3:F7 Data validation > custom =sum($F$3:$F$7)<=10000 Demo4: No Leading or Trailing Spaces Highlight E3 to E7 =E3=TRIM(E3) Demo5: Prohibit Weekend Dates H3 Data Validation > Custom =WEEKDAY(B2,2) <=5 Higlight H3:H7 Yes to extend them NOTES: -Works on text too, Unfortunately, if user copy content from another cell, it will not blocks
- #16: Data > Sort
- #17: The Steps Create the Criteria Range Copy A1:G1 to I2 Type west under the region Click in table Data Ribbon > Advanced Tick on Copy to another … Criteria Range : I2:O3 Now try with another criteria Multiple region Range of sales >500 and <1000 Create 2 sales column in the criteria range Text : Customer name Begins with “The*” Containing the words *pets* Ends with *Store
- #19: Operators = > Greater than < lesser than
- #20: Q&A Quiz
- #21: Q&A Quiz
- #22: 0 1 = 0 1 0 = 0 1 1 = 1 0 0 = 0
- #23: 0 1 = 1 1 0 = 1 1 1 = 1 0 0 = 0
- #26: Array Protection: Whenever there is a change the whole array need to change simultaneously, no single cell changes alone. Basic Array Formula Demo 1: Type in random numbers in A2 to C7 (3 columns) Now highlight D2 to F7 (must be same block size) Create a formula, say to increase all numbers by 3% =A2:C7*103/100 Make sure to Ctrl+Shft+Enter Demo 2: Finding Matching Cell Highlight G2 to G7 =IF(A2:A7=B2:B7,"Same","Not Same") Ctrl+shft+enter Using IF in Array Demo 2: From the table in demo 1, highlight G2 to G7 =if(A2:A7=B2:B7,A2:A7,”Not Same”) Ctrl+shft+enter Next, sum up the similar numbers G8 = sum(if(A2:A7=B2:B7,A2:A7,”Not Same”)) Ctrl+shft+enter Demo 3: Using table 2 : Score Board Highlight D1 to D4 =IF(D1:D4>F1:F4,C1:C4,E1:E4) , ctrl+shft+enter