Analyzing and Presenting Business Data

Objectives
In this session, you will learn to:
Load data from various sources
Transfer data for presentation purposes

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Analyzing and Presenting Business Data

Loading Data from Various Sources

Scenario:

Annual Project Annual Project

EmBil Generate Expenses Revenues
Uses
ls s

Customized
Emmar IT
Application
Services Bills Bills Payables
Receivables

Reports

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Analyzing and Presenting Business Data

Loading Data from Various Sources (Contd.)

EmB
Scenario (Contd.): ills

Import
s
Report in a
graphical or
Use
s cross Use
tabular s
format
Project Project
Management Management
Team Team

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Loading Data from Various Sources (Contd.)

Let us view an animation, which explains exchanging data between various
sources.

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 Analyzing and Presenting Business Data

Populating Data from the Text File

Scenario:

Logs Retriev
Uses
Details es

GlobalTech Inc. Biometric Text File HR

Attendance
System
Share information with
Manager
Imports data from text
file to worksheet

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Analyzing and Presenting Business Data

Populating Data from the Text File (Contd.)

To perform operations easily on the files, the data should be presented in the
tabular format.
Recreating the data in a tool that supports tabular format is a time-consuming
task.
To accomplish this task, Microsoft Excel supports importing of data from the
text files.
Text files can be either delimiter separated text files or fixed width separated
text files.

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Populating Data from the Text File (Contd.)

The following figure shows the data from a text file in a tabular format in the
Microsoft Excel worksheet.

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Analyzing and Presenting Business Data

Populating Data from the Text File (Contd.)

There are two ways to import data from a text file:
Open the text file in a worksheet.
Import the text file as an external data range.

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Analyzing and Presenting Business Data

Task 4.1: Loading the Data from a Tab Delimited Text File

Let us now see how to load

the data from a tab
delimited text file.

Import

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Analyzing and Presenting Business Data

Just a Minute
State whether the following statement is True or False.
The fixed-width separated text files contain data in a two-dimensional array format.
True
False

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Analyzing and Presenting Business Data

Just a Minute (Contd.)

Solution:
False

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Analyzing and Presenting Business Data

Populating Data from the Internet

The Internet contains a large amount of data, which can be used by the
organizations to plan out their actions.
This information may be taken by the companies as additional information,
which helps them to perform various operations more effectively.
The following figure shows a worksheet containing the data, which is imported
from the Internet.

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Task 4.2: Loading the Data from the Internet

Let us now see how to load

the data from the Internet.

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Analyzing and Presenting Business Data

Just a Minute
Which one of the following tabs is used to import the data from various sources
into a worksheet?
Review
Data
Insert

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Analyzing and Presenting Business Data

Just a Minute (Contd.)

Solution:
Data

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Analyzing and Presenting Business Data

Populating Data from Various Databases

Microsoft Excel allows you to import data from various databases.
To import data from MS Access, click the From Access button in the Get
External Data group under the Data tab.
The From SQL Server option in the From Other Sources drop-down button in
the Get External Data group under the Data tab is used to import the data from
MS SQL.

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Populating Data from Various Databases (Contd.)

The following figure shows that the data is transferred from various databases
to the Microsoft Excel worksheet.

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Analyzing and Presenting Business Data

Transferring Data for Presentation Purposes

PowerPoint
Transfe
Uses For
rs

Excel
ABB Stakeholders
Constructions PDF

Presentable
Format

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Analyzing and Presenting Business Data

Transferring Data for Presentation Purposes (Contd.)

Microsoft Excel provides the feature of transferring data and graphs from a
worksheet to SharePoint, Web, Email, and PDF files.
It also allows you to copy a range of data from a worksheet to various
applications.

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Analyzing and Presenting Business Data

Saving Data in Other File Format

Microsoft Excel can transfer data to other applications by using the Save As
dialog box.
Some of the file applications, to which the worksheet data can be transferred,
are:
Web page
Text
PDF

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Analyzing and Presenting Business Data

Saving Data in Other File Format (Contd.)

A workbook saved in the Web Page format is shown in following figure.

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Analyzing and Presenting Business Data

Saving Data in Other File Format (Contd.)

A workbook can be saved in a text file format. You can only save the active
sheet to this format.
A worksheet saved in a text file format is shown in following figure.

In the Save As dialog box, select either of the following options to save the
worksheet as a text file from the Save as type drop-down list:
Text (Tab delimited) (*.txt)
CSV (Comma delimited) (*.CSV)

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Saving Data in Other File Format (Contd.)

The data in the worksheet can be stored in the PDF files, as shown in following
figure.

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Task 4.3: Exporting Data to the Text Files

Let us now see how to

export data to the text
files.

Export

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Task 4.4: Exporting Worksheet to the Web

Let us now see how to

export worksheet to the
Web.

Export

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Analyzing and Presenting Business Data

Just a Minute
Which of the following options are the formats in which the Microsoft Excel files
are saved, when the data in the worksheet is transferred to the Web? (Choose
all that apply.)
.mhtml
.pdf
.html
.htm

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Analyzing and Presenting Business Data

Just a Minute (Contd.)

Solution:
.mhtml
.html
.htm

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Analyzing and Presenting Business Data

Transferring Data to PowerPoint

The data in the worksheet is copied by using the Copy drop-down button in the
Clipboard group under the Home tab.
Thereafter, it is pasted by selecting one of the paste options in the Paste
drop-down button under the Home tab.
The following figure depicts the data transfer from a worksheet to PowerPoint
slides.

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Analyzing and Presenting Business Data

Transferring Data to PowerPoint (Contd.)

The Paste drop-down button contains the following Paste options:
Use Destination Styles
Keep Source Formatting
Embed
Picture
Keep Text Only

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Analyzing and Presenting Business Data

Transferring Data to PowerPoint (Contd.)

The following figure shows the data from a worksheet in a PowerPoint
presentation.

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Just a Minute
Which one of the following options allows the content of a worksheet to embed
as a non editable image of the table?
Embed
Picture
Table
Keep Text Only

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Just a Minute (Contd.)

Solution:
Picture

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Analyzing and Presenting Business Data

Demo: Transferring the Data from Microsoft Excel to Microsoft PowerPoint

Problem Statement:
Consider the Scenario of LeatherWear LLC, which deals in leather garments. The
company is planning to invest into textiles. For this purpose, the CEO of the
company has asked Ian, the Finance Manager, to present a presentation in the next
meeting of the board members. He is required to provide them the details about the
financial details of the company, to make decisions.
Ian has created a financial report in the Microsoft Excel worksheet. Therefore, Ian
needs to transfer the data from worksheets to the Microsoft PowerPoint.
You need to help Ian to accomplish the preceding task.

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Analyzing and Presenting Business Data

Summary
In this session, you learned that:
Microsoft Excel allows you to import data from various sources, such as the Internet,
text file, and database.
There are two ways to import data from a text file. You can either open the text file in
a worksheet or import the text file as an external data range.
The From Web button in the Get External Data group under the Data tab allows you
to import the data from the Web.
To import data from MS Access, click the From Access button in the Get External
Data group under the Data tab.
The From SQL Server option in the From Other Sources drop-down button in the
Get External Data group under the Data tab is used to import the data from MS
SQL.

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Analyzing and Presenting Business Data

Summary (Contd.)
Microsoft Excel can transfer data to other applications by using the Save As dialog
box. Some of the file applications, to which the worksheet data can be transferred,
are:
Web page
Text
PDF
To transfer the data from Microsoft Excel to PowerPoint, the Paste Special feature of
the MS-Office application can be used.

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