PROJECT

ON
DATA TAB (MS EXCEL)

SUBMITTED BY
SUBMITTED TO
ANJALI BANSAL
RAMAN DEEP SINGH SIR
ROLL NO. 23
REGISTRATION NO. CRO0481455
BATCH NO. VN-01-2015/A/B/C

CONTENTS
D a t a Ta b ( M S E x c e l )
Get External Data group
i.
External Data from Access
ii.
E x t e r n a l D a t a f r o m We b
iii. E x t e r n a l D a t a f r o m Te x t
iv. E x t e r n a l D a t a f r o m O t h e r s o u r c e s ( x m l
Fi l e )
. D a t a To o l s g r o u p
i.
Te x t t o C o l u m n s
ii.
Re m o v e D u p l i c a t e
iii. D a t a Va l i d a t i o n
iv. C o n s o l i d a t e
v.
What-if Analysis

DATA TAB (MS EXCEL)

Get
External
Data Group
Data
Tools
Group

GET EXTERNAL DATA GROUP

The main benefit of connecting to external data from

Microsoft Excel is that you can periodically analyze this data
in Excel without repeatedly copying the data, which is an
operation that can be time-consuming and error-prone. After
connecting to external data, you can also automatically
refresh (or update) your Excel workbooks from the original
data source whenever the data source is updated with new
information.
4

EXTERNAL DATA
To bring data into Excel from Access, you can copy data from an Access
datasheet and paste it into an Excel worksheet, connect to an Access
database from an Excel worksheet, or export Access data into an Excel
worksheet.
Note : The word import has two different meanings between Excel and
Access. In Excel, to import means to make a permanent connection to
data that can be refreshed. In Access, to import means to bring data into
Access once, but without a data connection.

Step1: Click on From

Access.
Step2: Select source
from Select Data
Source dialog box.

CONTINUED.
Step3: Import Data dialog box
will appear, Select any option as
per your requirement. Also, select
the target cell where the table is
to be called.

Data is now imported.

Similarly, one can also import data in the form of Pivot Table
Report or Pivot Chart by Choosing other options.
6

EXTERNAL DATA
Web pages often contain information that is perfect for analysis
in Excel. For example, you can analyze stock quotes in Excel by
using information that comes directly from a Web page.
Depending on your needs, you can retrieve data that is
refreshable (that is, you can update the data in Excel with the
latest data on the Web page), or you can get data from a Web
page and keep it static on the worksheet.

Step1: Click on From

Web.
Step2: New Web Query dialog
box will appear. Search and
import data.

Click
Here
7

CONTINUED.
Step3: Select the
destination where the
data is to be imported.

Data is now imported.

EXTERNAL DATA
You can use Excel to import data from a text file into a worksheet. (On
the Data tab, in the Get External Data group, click From Text.) The Text
Import Wizard examines the text file that you are importing and helps
you ensure that the data is imported in the way that you want.
There are two ways to import data from a text file by using Excel: You
can open the text file in Excel (which does not make a connection to the
text file), or you can import the text file as an external data range
(which does make a connection to the text file).
You can also change the separator character that is used in both
delimited and .csv text files. This may be necessary to make sure that
the import or export operation works the way that you want it to.
Step1: Click on From Text.
Step2: Choose the text file you
want to import.

CONTINUED.
Step3: Follow the 3 simple
steps of the Text Import
Wizard Dialog box.

Step4: Select cell or

worksheet where the
data is to be imported.

Data is now
imported.
10

EXTERNAL DATA
FILE)

(XML

Excel makes it easy to import Extensible Markup Language (XML)

data that is created from other databases and applications, map
XML elements from an XML schema to worksheet cells, and export
revised XML data for interaction with other databases and
applications. Think of these new XML features as turning Excel into
an XML data file generator with a familiar user interface.
By using XML maps, you can easily add, identify, and extract specific
pieces of business data from Excel documents. For example, an
invoice that contains the name and address of a customer, or a
report that contains last quarter's financial results are no longer just
static reports. You can easily import this information from databases
and applications, revise it, and export it to the same or other
databases and applications.
Step1

Click here
11

CONTINUED.
Step2: Select XML File
from Select Data
Source dialog box.

Step3: Select the cell or

worksheet where the data
is to be imported.

Data is now
imported.

12

DATA TOOLS GROUP

Data Tools group is one of the group in Data Tab. You can
perform various functions like
Convert text into columns.
It also removes duplicate values.
Consolidate data from multiple worksheets in a single
worksheet.
This group is also used to validate data i.e. does not
allow to enter invalid data.
What-if analysis helps to get to know the results of
various scenarios.
13

TEXT TO COLUMNS
This feature of Excel separates the contents of one excel
cell into separate columns.
For example, you can separate a column of full names into
separate first & last name columns. Follow the following
steps:-

Step1: Select text cell which is to be

converted into columns

Step2: Follow the steps of the

Convert Text to columns
Wizard and covert 14
the text into

REMOVE DUPLICATES
This feature of Excel deletes duplicate rows from a sheet.
You can specify which columns should be checked for duplicate
information

Step1: Select the range of which

duplicates is to be removed

Step2: Select one or

more column that
contains duplicates
from the Remove
Duplicates dialog
box
15

CONTINUED.

Duplicates are removed.

16

DATA VALIDATION
Data Validation prevents invalid data from being
entered into a cell. For example, you could reject invalid
dates or number greater than 1000. You can also force
input to be chosen from a dropdown list of values you
specify.

Step1: Click on Data

Validation and then define
the validation criteria for a
selected column.
You can also create an error
message which will generate

17

CONTINUED.
Now Every
time you enter
any invalid
value that is
not between
the range
mentioned
Excel will show
an error
message.
Also, if any
data is already
entered data
validation
feature also
provides you
with Circle
Invalid Data
feature which

18

CONSOLIDATE
If we have data on separate worksheets we can check them
individually in separate worksheets, but it would be great, if
we can get summarized results into one worksheet. Excel
2010 allows this through consolidate feature under data tab
thereby lets us to pull each record from the separate
worksheets, consolidating data from into single master sheet.
Consolidation is used for budgets, inventory requirements,
business forecast, surveys, experimental results and a lot
more.
Consolidation is the process of combining values from
several ranges of data either from within the same or
different workbooks.
Data can be consolidated in different manner:
Consolidated by position.
Consolidate by category
Consolidated by Formula

19

CONSOLIDATED BY POSITION
For example, we need to consolidate the sales for 3
months (April, May, June) product-wise,
Step1:Select the
cell where data is to
be consolidated
then under Data
tools choose
Consolidate
Step2:
Consolidate
dialog box will
appear. Give
references of the 3
months data.
Step3: Click OK
and the data is
consolidated.
20

WHAT-IF ANALYSIS
What-if analysis has powerful Excel tools that allow us to see
what the desired results of the financial model would be under
different circumstances. It allows us to select two variables or
assumptions, in the model and to see how a desired output,
such as earnings per share or profit would change based on
the new assumptions. It includes, Goal seek, Scenario
manager and data tables. It gives us lots of flexibility to when
it analysis and presentation of data.
What-if Analysis feature has 3 sub-features namely : Scenario Manager
Goal seek
Data Table

21

SCENARIO MANAGER
When preparing a budget, the Marketing and Finance
departments may have different forecasts for sales. We can
store each forecast as a Scenario, print them separately or
compare them side-by-side. we can use Excel Scenarios to
store several versions of the data in a worksheet.
As the name indicates Excel 2010s Scenario Manager
enables us to create different scenarios i.e. different results
based on different sets of input values (such as Best Case
scenario, Worst Case scenario and Most likely Case
scenario).
We can use the Scenario Manager to perform sensitivity
analysis by varying as many as 32 input cells.
We could create lots of different scenarios for different
aspects of a spreadsheets and then permutate them or
create more complex scenarios built from our initial ones.
22

GOAL SEEK
The Goal Seek feature in Excel 2010 is a What-if analysis tool
that enables us to find the input values needed to achieve a
goal or objective.
This back-solves the problem and finds the input value that
satisfies our requested output value.
We can think of Goal Seek as opposite of formulas. Formulas
tells us what is the output of some inputs connected with an
equation. Goal Seek tells us what inputs we need to give in
order to get certain output.
Goal seek requires the following information Set cell the output cell.
To value the target value of the output cell.
By changing cell the cell that should change.
There are certain conditions while using Goal Seek feature
namely Reference must be a single cell.
Formula in one cell is mandatory (but changing cell should
never contain a formula)
This can be explained with the following example :- 23

CONTINUED.
Say for example, minimum total marks to pass ITT exam is
300 and we need to know how much a student shall score
in online exam in order to complete the score to 300
Step1: Enter a formula in a cell of
total column and then select Goal
seek from the drop down menu

Step2: Fill the details in

the goal seek dialog box.
When you are done click
OK.

Desired result is
achieved.

24

DATA TABLE
Data tablesallow you to take one or two variables in a
formula and replace them withas many different values as
you want, then view the results in a table. This option is
especially powerful because it shows multiple resultsat the
same time, unlike scenarios or Goal Seek.
For creating a Data Table, formula is mandatory in one cell of
the table.
To help you understand exactly how this feature works heres
an example,
The following figure shows a Sales Projections worksheet for
which a one-variable data table is to be created. In this
worksheet, the projected sales amount in cell B5 is calculated
by adding last year's sales total in cell B2 to the amount that
we expect it to grow in 2011 (calculated by multiplying last
year's total in cell B2 by the growth percentage in cell B3).

25

CONTINUED.
1. Copy the original
formula entered in cell
B5 into cell C7 by typing
= (equal to) and then
clicking cell B5.
2. Select the cell range
B7:C17. Choose What-If
AnalysisData Table in
the Data Toolsgroup on
the Datatab.
Click in the Column Input Cell text
box and then click cell B3, the Growth
2011 cell with the original
percentage.
Click OK.
Excel creates the data table in the range
C8:C17 by entering a formula using the
TABLEfunctioninto this range. Each copy
of this formula in the data table uses the
growth rate percentage in the same row in

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