Microsoft
Office 2003
Post-Advanced Concepts
and Techniques
Excel Project 9
Importing Data, Working
with XML, PivotCharts,
PivotTables,
and Trendlines
Objectives
• Import data from a text file, Access
database, and Web page
• Import data from XML and work with XML
maps
• Replicate formulas
• Export data from a workbook
• Insert, edit, and delete a comment
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
2
Objectives
•
•
•
•
Explain collaboration techniques
Track changes and share a workbook
Route a workbook to other users
Accept and reject tracked changes made
to a workbook
• Analyze worksheet data using a
PivotTable and a PivotChart
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
3
Objectives
•
•
•
•
Analyze worksheet data using a trendline
Compare and merge shared workbooks
Add a trendline to a chart
Format a worksheet background and save
a custom view of a worksheet
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
4
Importing Data from a Text File
into a Worksheet
• Start Excel, open, and make the necessary
adjustments to the workbook as described on page EX
648
• With the Recycli-Fence Analysis worksheet active and
the Data Disk in drive A, if necessary, select cell A3
• Click Data on the menu bar and then point to Import
External Data on the Data menu
• Click Import Data on the Import External Data
submenu
• When Excel displays the Select Data Source dialog
box, click the Look in box arrow and then click 3½
Floppy (A:) in the Look in list
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
5
Importing Data from a Text File
into a Worksheet
• Double-click the file name,
NorthSales2005
• Click the Next button
• When Excel displays the Text Import
Wizard - Step 2 of 3 dialog box, click
Comma in the Delimiters area
• Click Tab in the Delimiters area to clear
the check box
• Click the Next button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
6
Importing Data from a Text File
into a Worksheet
• Click the Finish button
• Click the Properties button
• When Excel displays the External Data
Range Properties dialog box, click Adjust
column width in the Data formatting and
layout area to clear the check box
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
7
Importing Data from a Text File
into a Worksheet
• Click the OK button
• When Excel displays
the Import Data dialog
box, click the OK
button
• If the External Data
toolbar appears, click
its Close button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
8
Importing Data from an Access
Table into a Worksheet
• Select cell A8
• Click Data on the menu bar and then point to
Import External Data on the Data menu
• Click New Database Query on the Import
External Data submenu
• If necessary, when Excel displays the Choose
Data Source dialog box, click the Databases tab
and then click MS Access Database* in the list
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
9
Importing Data from an Access
Table into a Worksheet
• When Excel displays the Select Database dialog
box, click the Drives box arrow and then click a
in the Drives list
• Double-click the file name, southsales2005.mdb
• When Excel displays the Query Wizard - Choose
Columns dialog box, select the SouthSales2005
table
• Click the Add Table button
• Click the Next button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
10
Importing Data from an Access
Table into a Worksheet
• When Excel displays the Query Wizard Filter Data dialog box, click the Next
button
• When Excel displays the Query Wizard Sort Order dialog box, click the Next
button
• When Excel displays the Query Wizard Finish dialog box, click the Finish button
• Click the Properties button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
11
Importing Data from an Access
Table into a Worksheet
• When Excel displays the External Data Range
Properties dialog box, click Include field names
and Adjust column width in the Data formatting
and layout area to clear the check boxes
• Click the OK button in the External Data Range
Properties dialog box
• When Excel displays the Import Data dialog box,
click the OK button
• If the External Data toolbar appears, click its
Close button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
12
Importing Data from an Access
Table into a Worksheet
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
13
Importing Data from a Web Page
into a Worksheet
• Select cell A13
• Click Data on the menu bar and then point
to Import External Data
• Click New Web Query
• When Excel displays the New Web Query
dialog box, type
a:\eastsales2005.htm in the Address
box and then click the Go button
• Click the Click to select this table arrow
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
14
Importing Data from a Web Page
into a Worksheet
• Click the Import button
• Click the Properties button
• When Excel displays the External Data
Range Properties dialog box, click Adjust
column width in the Data formatting and
layout area to clear the check box
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
15
Importing Data from a Web Page
into a Worksheet
• When Excel displays the Import Data
dialog box, click the OK button
• If the External Data toolbar appears, click
its Close button
• Right-click row heading 13
• Click Delete on the shortcut menu
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
16
Importing Data from a Web Page
into a Worksheet
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
17
Modifying XML View Options and
Adding an XML Map to a Workbook
• Select cell A18
• Click Data on the menu bar and then point
to XML on the Data menu
• Click XML Source on the XML submenu
• When Excel displays the XML Source
pane, click the Options button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
18
Modifying XML View Options and
Adding an XML Map to a Workbook
• If Excel displays the List toolbar, click its
Close button
• Click the Hide Border of Inactive Lists
command on the Options button menu
• Click the XML Maps button
• Click the Add button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
19
Modifying XML View Options and
Adding an XML Map to a Workbook
• If necessary, select 3½ Floppy (A:) in the
Look in box
• Click the file name, salesschema.xsd
• Click the Open button
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
20
Modifying XML View Options and
Adding an XML Map to a Workbook
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
21
Importing Data from an XML File into a
Worksheet Using an XML Map
• Click the SALES element in the element list
• Drag the SALES element to cell A18
• Click anywhere on the worksheet to deselect the
range
• Right-click the SFATOOL element in cell C18
and then point to Delete on the shortcut menu
• Click the Column command on the shortcut
menu
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
22
Importing Data from an XML File into a
Worksheet Using an XML Map
• Click Data on the menu bar and then point
to XML on the Data menu
• Click the Import command on the XML
submenu
• Click the file name, WestSales2005, and
then click the Import button
• If the Microsoft Office Excel dialog box
appears, click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
23
Importing Data from an XML File into a
Worksheet Using an XML Map
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
24
Replicating Formulas
• Select the range
H3:I3
• Drag the fill handle
down through row 22
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
25
Exporting a File
to a Spreadsheet XML File
• If necessary, select cell J1
• Click File on the menu bar and then click Save As
• When Excel displays the Save As dialog box, click the
Save as type box arrow and then click XML Spreadsheet
in the Save as type list
• Click the Save button
• Click the Start button on the Windows taskbar, point to
the All Programs command on the Start menu, click
Accessories on the All Programs submenu, and then
click Notepad on the Accessories menu
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
26
Exporting a File
to a Spreadsheet XML File
• When the Notepad window appears, click File on the
menu bar and then click Open on the File menu
• When Notepad displays the Open dialog box, click
the Look in box arrow and then click 3½ Floppy (A:)
in the Look in list
• Click the Files of Type box arrow and select All Files
• Double-click the file name, Recycli-Fence
Analysis1.xml
• Click the Close button on the right side of the
Notepad title bar
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
27
Exporting a File
to a Spreadsheet XML File
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
28
Sharing a Workbook and
Collaborating on a Workbook
• Click Tools on the menu bar
• Click Share Workbook on the Tools menu
• When Excel displays the Share Workbook
dialog box, click Allow changes by more
than one user at the same time
• Click the OK button
• When Excel displays the Save As dialog
box, click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
29
Sharing a Workbook and
Collaborating on a Workbook
• If possible, have a classmate open a second
copy of the workbook
• With a second copy of the workbook open, click
Tools on the menu bar and then click Share
Workbook on the Tools menu
• Click the OK button
• Ask the second workbook user to select cell
G12, enter 104,839 as the new value, select
G13, enter 102,384 as the new value, and then
save the workbook
• Click the Save button on the Standard toolbar
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
30
Sharing a Workbook and
Collaborating on a Workbook
• Click the OK button
• If necessary, scroll the worksheet so that
the worksheet is displayed as shown in
Figure 9-55 on page EX 678
• Point to the blue triangle in cell G13
• Ask the second user of the workbook to
close the workbook
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
31
Sharing a Workbook and
Collaborating on a Workbook
• Click Tools on the menu bar and then click
Share Workbook on the Tools menu
• When Excel displays the Share Workbook
dialog box, click the Allow changes by
more than one user at the same time
check box to clear the check box
• Click the OK button
• If Excel displays the Microsoft Office Excel
dialog box, click the Yes button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
32
Sharing a Workbook and
Collaborating on a Workbook
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
33
Inserting a Comment
• Right-click cell E13
• Click Insert Comment on the shortcut
menu
• When Excel displays the comment box,
enter the comment as shown on the
following slide
• Click anywhere outside the comment box
• Click the Save button on the Standard
toolbar
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
34
Inserting a Comment
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
35
Turning on Track Changes
• Click Tools on the menu bar and then point
to Track Changes
• Click Highlight Changes in the Track
Changes submenu
• When Excel displays the Highlight
Changes dialog box, click Track changes
while editing
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
36
Turning on Track Changes
• If necessary, click all
of the check boxes in
the Highlight which
changes area to clear
them
• Click the OK button
• When Excel displays
the Microsoft Office
Excel dialog box, click
the OK button to save
the workbook
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
37
Routing the Workbook
• Click File on the menu bar and then point to Send To
• Click Routing Recipient on the Send To submenu
• If one or more Microsoft Office Outlook dialog boxes
are displayed, click the Yes button in each dialog
box
• If the Choose Profiles dialog box is displayed,
choose your user profile and then click the OK
button
• If the Check Names dialog box is displayed, add
your return address as a new listing to the address
book
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
38
Routing the Workbook
• Click the Address button
• When Excel displays the Address Book
dialog box, click an address in the address
list and then click the To button. Repeat
the process for three more recipients
• Click the OK button
• When Excel again displays the Routing
Slip dialog box, click the Message text text
box
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
39
Routing the Workbook
• Type Please review the attached
worksheet and make corrections as
necessary. When you are finished
reviewing, route to the next
recipient. Thank you.
• Click the Route button
• Click the Save button on the Standard toolbar
• Click the workbook Close button on the menu
bar
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
40
Routing the Workbook
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
41
Opening a Routed Workbook
and Reviewing Tracked Changes
• With Excel active, click the Open button on the
Standard toolbar
• If necessary, when Excel displays the Open
dialog box, click the Look in box arrow and then
click 3½ Floppy (A:) in the Look in list
• Double-click the file name, Recycli-Fence
Analysis2
• Click Tools on the menu bar and then point to
Track Changes on the Tools menu
• Click Highlight Changes on the Track Changes
submenu
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
42
Opening a Routed Workbook
and Reviewing Tracked Changes
• When Excel displays the Highlight Changes
dialog box, click When to clear the check box
• Click the OK button
• Click Tools on the menu bar and then click
Options on the Tools menu
• If necessary, when Excel displays the Options
dialog box, click the View tab and then click
Comment & indicator in the Comments area
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
43
Opening a Routed Workbook
and Reviewing Tracked Changes
• Point to the blue triangle in cell F6
• Click Tools on the menu bar and then point
to Track Changes
• Click Accept or Reject Changes on the
Track Changes submenu
• If necessary, when Excel displays the
Select Changes to Accept or Reject dialog
box, click all check boxes to clear them
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
44
Opening a Routed Workbook
and Reviewing Tracked Changes
• Click the Accept button
• As Excel displays each change in the
Accept or Reject Changes dialog box, click
the Accept button
• Right-click cell A18 and then click Delete
Comment on the shortcut menu
• Right-click cell E13 and then click Delete
Comment on the shortcut menu
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
45
Opening a Routed Workbook
and Reviewing Tracked Changes
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
46
Creating a PivotTable
• Select cell A3
• Click Data on the menu bar
• Click PivotTable and PivotChart Report on
the Data menu
• Click the Next button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
47
Creating a PivotTable
• Click the Next button
• If necessary, when Excel displays the
PivotTable and PivotChart Wizard - Step 3
of 3, click New worksheet
• Click the Finish button
• When Excel displays the PivotTable drop
areas and the PivotTable toolbar, drag the
toolbar up and to the right in order to show
all of the PivotTable drop areas
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
48
Creating a PivotTable
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
49
Adding Data to the PivotTable
• Drag the Type button from the PivotTable
Field List window to the Drop Row Fields
Here area
• Drag the Region button from the
PivotTable Field List window to the right of
the Type button
• Drag the Sales per Rep 2005 button to the
Drop Data Items Here area
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
50
Adding Data to the PivotTable
• Drag the Sales per Rep
2004 button to the Drop
Data Items Here area
• Right-click the Data
button at the top of the
PivotTable
• Click Order on the
shortcut menu and then
click Move to Column on
the Order submenu
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
51
Creating a PivotChart, Changing the
PivotChart Type, and Formatting the Chart
• Click the Chart Wizard button on the
PivotTable toolbar
• Right-click anywhere on the PivotChart
and then click Chart Options on the
shortcut menu
• When Excel displays the Chart Options
dialog box, type Recycli-Fence
Analysis in the Chart title text box
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
52
Creating a PivotChart, Changing the
PivotChart Type, and Formatting the Chart
• Right-click anywhere on the PivotChart
and then click Chart Type on the shortcut
menu
• When Excel displays the Chart Type
dialog box, click the first chart sub-type,
Clustered Column
• Click the OK button
• Double-click the Chart1 sheet tab
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
53
Creating a PivotChart, Changing the
PivotChart Type, and Formatting the Chart
• Type PivotChart and then press the
ENTER key
• Right-click the PivotChart tab and then
click Tab Color on the shortcut menu
• When Excel displays the Format Tab Color
dialog box, click Purple (column 7, row 5)
in the Tab Color area
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
54
Creating a PivotChart, Changing the
PivotChart Type, and Formatting the Chart
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
55
Comparing Workbooks
• Open the file, Recycli-Fence Travel Expenses,
from the Data Disk
• Open the file, Recycli-Fence Travel Expenses
Seth, from the Data Disk
• Click Window on the menu bar
• Click Compare Side by Side with Recycli-Fence
Travel Expenses on the Window menu
• Use the scroll bar on the top window to scroll the
Recycli-Fence Travel Expenses Seth worksheet
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
56
Comparing Workbooks
• Click the Close Side by Side button on the
Compare Side by Side toolbar
• Click the Close Window button on the
menu bar to close the Recycli-Fence
Travel Expenses Seth workbook
• If Excel displays the Microsoft Office Excel
dialog box, click the No button
• If necessary, click the Maximize button on
the Recycli-Fence Travel Expense window
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
57
Comparing Workbooks
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
58
Merging Workbooks
• Click Tools on the menu bar
• Click Compare and Merge Workbooks on the
Tools menu
• If necessary, click the Look in box arrow and
then click 3½ Floppy (A:) in the Look in list
• Click Recycli-Fence Travel Expenses Maria,
hold down the SHIFT key, and then click
Recycli-Fence Travel Expenses Seth
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
59
Merging Workbooks
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
60
Adding a Trendline to a Chart
• Select the chart by clicking the shaded
area within the chart
• Click Chart on the menu bar and then click
Add Trendline
• When Excel displays the Add Trendline
dialog box, click the Options tab
• Click the Forward box in the Forecast area
and then type 2 as the new value
• Click the OK button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
61
Adding a Trendline to a Chart
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
62
Saving a Custom View
of a Workbook
• Resize the Recycli-Fence Travel
Expenses workbook window as shown in
Figure 9-107 on page EX 714
• Click View on the menu bar
• Click Custom Views on the View menu
• Click the Add button
• Type Expenses in the Name text box
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
63
Saving a Custom View
of a Workbook
• Click the OK button
• Click the Maximize button on the RecycliFence Travel Expenses workbook title bar
• Click View on the menu bar and then click
Custom Views on the View menu
• Click Expenses in the Views list and then
click the Show button
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
64
Saving a Custom View
of a Workbook
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
65
Formatting a Worksheet
Background
• Click the Maximize button on the RecycliFence Travel Expenses workbook title bar
• Click Format on the menu bar and then
point to Sheet on the Format menu
• Click Background on the Sheet submenu
• If necessary, click the Look in box arrow
and then click select 3½ Floppy (A:) in the
Look in list
• Click the file name, Recycli-Fencegif
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
66
Formatting a Worksheet
Background
• Click the Insert button
• Select the range A3:H8 and then click the
Font Color button arrow on the Formatting
toolbar
• Click Blue (column 6, row 2) on the Font
Color palette
• Click cell I10
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
67
Formatting a Worksheet
Background
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
68
Summary
• Import data from a text file, Access
database, and Web page
• Import data from XML and work with XML
maps
• Replicate formulas
• Export data from a workbook
• Insert, edit, and delete a comment
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
69
Summary
•
•
•
•
Explain collaboration techniques
Track changes and share a workbook
Route a workbook to other users
Accept and reject tracked changes made
to a workbook
• Analyze worksheet data using a
PivotTable and a PivotChart
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
70
Summary
•
•
•
•
Analyze worksheet data using a trendline
Compare and merge shared workbooks
Add a trendline to a chart
Format a worksheet background and save
a custom view of a worksheet
Excel Project 9: Importing Data, Working with XML, PivotCharts,
PivotTables, and Trendlines
71
Microsoft
Office 2003
Post-Advanced Concepts
and Techniques
Excel Project 9
Complete