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Abstract: This is the first tutorial in a series designed to get you acquainted and comfortable using Excel and its built-in data mash-up and analysis features. These tutorials build and refine an Excel workbook from scratch, build a data model, then create amazing interactive reports using Power View. Note: This article describes data models in Excel However, the same data modeling and Power Pivot features introduced in Excel also apply to Excel In these tutorials you learn how to import and explore data in Excel, build and refine a data model using Power Pivot, and create interactive reports with Power View that you can publish, protect, and share.
Create Map-based Power View Reports. Power Pivot Help. Import data from a database. Import data from a spreadsheet. Import data using copy and paste. Create a relationship between imported data. Checkpoint and Quiz. This tutorial series uses data describing Olympic Medals, hosting countries, and various Olympic sporting events. We suggest you go through each tutorial in order. Also, tutorials use Excel with Power Pivot enabled. For more information on Excel , click here. For guidance on enabling Power Pivot, click here.
We start this tutorial with a blank workbook. The goal in this section is to connect to an external data source, and import that data into Excel for further analysis. The data describes Olympic Medals, and is a Microsoft Access database. Click the following links to download files we use during this tutorial series. The ribbon adjusts dynamically based on the width of your workbook, so the commands on your ribbon may look slightly different from the following screens.
The first screen shows the ribbon when a workbook is wide, the second image shows a workbook that has been resized to take up only a portion of the screen.
Select the OlympicMedals. The following Select Table window appears, displaying the tables found in the database. Tables in a database are similar to worksheets or tables in Excel.
Check the Enable selection of multiple tables box, and select all the tables. Then click OK. Note: Notice the checkbox at the bottom of the window that allows you to Add this data to the Data Model , shown in the following screen. A Data Model is created automatically when you import or work with two or more tables simultaneously.
When you import tables from a database, the existing database relationships between those tables is used to create the Data Model in Excel.
The Data Model is transparent in Excel, but you can view and modify it directly using the Power Pivot add-in. The Data Model is discussed in more detail later in this tutorial. Once the data is imported, a PivotTable is created using the imported tables. Exploring imported data is easy using a PivotTable. In a PivotTable, you drag fields similar to columns in Excel from tables like the tables you just imported from the Access database into different areas of the PivotTable to adjust how it presents your data.
It might take some experimenting to determine which area a field should be dragged to. You can drag as many or few fields from your tables as you like, until the PivotTable presents your data how you want to see it. Feel free to explore by dragging fields into different areas of the PivotTable; the underlying data is not affected when you arrange fields in a PivotTable. In PivotTable Fields , expand the Medals table by clicking the arrow beside it.
NOC stands for National Olympic Committees, which is the organizational unit for a country or region. In the PivotTable Fields list, where the Disciplines table is expanded, hover over its Discipline field and a dropdown arrow appears to the right of the field.
Click OK. Type 90 in the last field on the right. With little effort, you now have a basic PivotTable that includes fields from three different tables.
What made this task so simple were the pre-existing relationships among the tables. Because table relationships existed in the source database, and because you imported all the tables in a single operation, Excel could recreate those table relationships in its Data Model. But what if your data originates from different sources, or is imported at a later time? Typically, you can create relationships with new data based on matching columns.
In the next step, you import additional tables, and learn how to create new relationships. Relationships let you analyze collections of data in Excel, and create interesting and immersive visualizations from the data you import.
Browse to the folder that contains the downloaded sample data files, and open OlympicSports. Select and copy the data in Sheet1. Close the OlympicSports. On the Sports worksheet, place your cursor in cell A1 and paste the data. Since the data has headers, select My table has headers in the Create Table window that appears, as shown here. Formatting the data as a table has many advantages. You can assign a name to a table, which makes it easy to identify.
You can also establish relationships between tables, enabling exploration and analysis in PivotTables, Power Pivot, and Power View. Name the table. The workbook looks like the following screen. In the following steps, you add the Olympic host cities from a table.
In Excel, place your cursor in cell A1 of the Hosts worksheet and paste the data. Format the data as a table. Since the data has headers, select My table has headers in the Create Table window that appears. Now that you have an Excel workbook with tables, you can create relationships between them. Creating relationships between tables lets you mash up the data from the two tables.
You can immediately begin using fields in your PivotTable from the imported tables. In the following steps, you learn how to create a relationship between data you imported from different sources. On Sheet1 , at the top of PivotTable Fields , click All to view the complete list of available tables, as shown in the following screen. Expand Sports and select Sport to add it to the PivotTable. Notice that Excel prompts you to create a relationship, as seen in the following screen.
To create the relationship, one of the tables must have a column of unique, non-repeated, values. In the sample data, the Disciplines table imported from the database contains a field with sports codes, called SportID.
Those same sports codes are present as a field in the Excel data we imported. The PivotTable changes to reflect the new relationship. The following screen shows this unwanted ordering. Table relationships are the basis of a Data Model, and what determine navigation and calculation paths. You also learn how to calculate columns in a table, and use that calculated column so that an otherwise unrelated table can be added to your Data Model.
You now have an Excel workbook that includes a PivotTable accessing data in multiple tables, several of which you imported separately. You learned to import from a database, from another Excel workbook, and from copying data and pasting it into Excel.
To make the data work together, you had to create a table relationship that Excel used to correlate the rows. You also learned that having columns in one table that correlate to data in another table is essential for creating relationships, and for looking up related rows.
Want to see how well you remember what you learned? The following quiz highlights features, capabilities, or requirements you learned about in this tutorial. Good luck! Question 1: Why is it important to convert imported data into tables? B: If you convert imported data into tables, they will be excluded from the Data Model.
Question 2: Which of the following data sources can you import into Excel, and include in the Data Model? C: Anything you can copy and paste into Excel and format as a table, including data tables in websites, documents, or anything else that can be pasted into Excel. C: The PivotTable format is changed to reflect the layout, and all underlying data is permanently changed. Question 4: When creating a relationship between tables, what is required?
Notes: Data and images in this tutorial series are based on the following:. Import and analyze data. Data models.
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