Microsoft Office Tutorials and References
In Depth Information
Name
Age
Quantity
Name, ages, and quantity are:
Names, ages, and quantities are:
Morris
56
734
Chen
46
544
McGee
49
649
Lopez
76
1237
Gandi
43
837
Geller
52
647
Hamadi
43
873
Oh
63
785
Aquino
77
930
(a)
(b)
(c)
Exhibit 4.8 Various text formats for entry into excel
approach to transfer text since it leads to very little effort. The next example is also
quite simple to transcribe.
The process for transcription of the tabbed list is essentially the same as that of
the table. Just as before, the entire text table, section b in Exhibit 4.8, is captured and
copied, then it is pasted to the worksheet. This fills the cells of the worksheet with
the tab delimited text (text that is separated by tabs). Each tab on a line represents
a movement to an adjacent column in the worksheet, so take care to insure that the
text is tabbed precisely as you want it to appear on the worksheet.
Finally, the last type of data, with no tabs and no table structure, is the most
problematic. Yet, there is a solution for the transcription of the unformatted text data
to a worksheet. The Excel software designers seem to have thought of everything,
well, almost everything. The process, as before, begins by copying the text data
from section c in Exhibit 4.8. Next the text is pasted into a cell in the worksheet.
This places all data elements into a single cell. Yet, as we know, our goal is to place
each data item into an individual cell. The distribution of the data elements to cells
is achieved by locating the Text to Column Command in the Data menu and Data
Tools group, as shown in the wizard steps in Exhibits 4.9, 4.10, 4.11, and 4.12. This
command assesses the type of data that you would like to distribute to columns and
step one of the wizard, shown in Exhibit 4.10, identifies the data as delimited. Our
data is not delimited by tabs or commas, but it is delimited by spaces, as shown in
step 2 and Exhibit 4.11. You are even provided a preview of the distribution of the
data. The final results are shown in Exhibit 4.12.
Although this process is relatively simple to complete, it can become cumber-
some. Therefore, I would strongly suggest to the sales associate that they enter the
data in table or in a tabbed list. Regardless, these tools can turn what appears to be
a monumental headache into a relatively simple procedure.
We have spent a considerable amount of time discussing the collection, entry, and
modification of data, yet there remains an inherent problem with the preparation of
data—we can’t be totally certain how the data will be used. Thus, it is important to
invest substantial effort at this stage to anticipate how the data might be used. A few
hours of planning and preparation at this point can save hundreds later. In the next
section we begin the process of asking some basic questions of our data by using
the Sort , Filter and Advanced Filter functions.
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