Module 3: Importing Data from Files 18.10.

21, 17:25

Module 3: Importing Data from Files

Contents:

Module overview

Lesson 1: T Importing Data into Excel Th

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Lesson 2: me
Shaping and Transforming Data me
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Lesson 3: au sevr@ Data st au v
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Module review and ow takeaways llo v.
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Module overview

In this module, you will learn how to import data in different formats into Microsoft® Excel®. You will see how to
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is PDF files, in addition to importing multiple files from folders.
import CSV files, is
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You will also N o u about
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n queries using Query Editor in Excel. No u caus elon
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When you have completed this module, ow you will be able to: low
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• Import data from a CSV file, and format the data.

• Import data from a folder, format the data, and add data to the folder.

• Import data from a PDF file.

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Lesson 1:
No Importing
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In this lesson, you will learn how
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c import haand analyze data using the Query Editor in d co iYou
Excel. .c will Clearn
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file types that Excel supports, and s ahow to import he multiple files using the From Folder function. s Finally,
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how you can import tables from a PDF wefile. we
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Lesson objectives
When you have completed this lesson, you will be able to:

• Understand the types of data that you can import into Excel.
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• Understand thecuprocess
me and some limitations when importing data from cu file.
a PDF me
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• Use the QuerynaEditoru n
s in Excel.g u na u s ng
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Get & Transform ow
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Module 3: Importing Data from Files 18.10.21, 17:25

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Get & Transform oiscuthe
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me Get & Transform is now within
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What Is Get & Transform? o riz g R i o riz g Ri
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Get & Transform is the new way of importingl low v.
data, transforming data to suit your needs, and then l lowloading itvinto
. a
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workbook or a Data Model. ! !

The Get & Transform functionality sits beside the Get External Data functionality—this is the way in which you have
always imported external data into Excel. For some file formats, you can use either method to import data; however,
Get & Transform supports more formats so it is worth getting familiar with how it works.

Because Get Th& Transform is powerful and flexible, it allows you to manipulate Th
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Get & Transform includes the pQuery ies mEditor,auwhich
sh allows you to manipulate data in variouspiways. es You us transform
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data, and then combine data from different ow sources into a Data Model. ow
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You modify data in the Query Editor by removing specified columns or rows, changing data types, and splitting data
into different columns.

Note: When working with the Query Editor, you can click Discard to remove filters and transformations.
ThisTrolls back the data to that state it was in when you loaded itT into Query Editor.
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then load the transformed data into s a a Data Model. he
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For more information about Get & Transform, see the Office support documentation:

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Module 3: Importing Data from Files 18.10.21, 17:25

Getting Started with Get & Transform in Excel 2016

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Supported File Types

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As data is held in various systems within d! an organization, so bringing data together from different systems d! has
become an important aspect of data analysis. Excel, together with the Get & Transform Query Editor, supports a wide
variety of file formats, making it easy to take data from almost any system, and analyze it in Excel.

To See Supported File Types

Th tab, go to the Get & Transform tab. Click New Query toTsee
From the Data his which supported file types can be
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• File: includingnCSV, e gs and From Folder.
XML na s
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• Database: including SQLcoServer®, c ha op com MySQL,
SQL Server Analysis Services, Oracle, cIBMDB2,
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PostgreSQL, Sybase, and Teradata. all
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• Azure ®: including Azure SQL Database, Azure Marketplace, Azure HDInsight®, Azure Blob storage and Table
storage.

• Other: including the Web, SharePoint® List, OData, Hadoop, Active Directory®, Dynamics CRM Online, Microsoft
Exchange, Facebook, Salesforce Objects, Salesforce reports, and ODBC connections.

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In addition, you can m bring
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Get & Transform in Excel 2016 we we
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Module 3: Importing Data from Files 18.10.21, 17:25

Note: Some data sources are available only with Professional licenses.

Get External Data

In addition to using the new Get & Transform features, you can also use Get External Data on the Data tab to import
files. Get External Data supports a subset of the file types supported by Get & Transform:
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5. Analysis Service

6. Windows Azure Marketplace

7. OData Data Feed

8. XML Data
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Importing PDF Data allow llo
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What are PDF documents?
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PDF stands for Portable Document p i u
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to be shared independently of the software we or hardware that created them. This means that PDF w files
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Windows® applications, in addition to Apple applications, or any other platform.

There is no direct way of importing PDF data into Excel, although third-party tools are available. Despite the lack of

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Module 3: Importing Data from Files 18.10.21, 17:25

direct support, PDF documents are commonly used, and it is useful to be able to import data from a PDF file into
Excel.

Read PDF Files with Word

You can open PDF files using Microsoft Word, and convert it into an editable document. Since Word 2013, it has
been possible to open PDF documents like any other Word document. When the PDF file is open in Word, you can
copy and paste the data into Excel.
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After you have pasted v
uth ther@PDF datato into Excel, save the workbook. You then open v
uth ther@ to
workbook using the Get &
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Transform Query Editor. zed ail te ze
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1. From the Data tab, and the Get & w edTransform group, click Query Editor. w ed
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2. Select From File, and From Workbook.

3. Navigate to the saved workbook, and click Import.

4. Select the sheet you want to import to preview the data.

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5. You can ithen
s d either Edit the data in the Query Editor, or Load the data is into Excel.
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Limitations of Importingtho rPDF@ Data
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PDF data imported into Excel will s anot retain any he formulas or formatting, even if it was originally
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will need to recreate formulas, and format w ed data correctly. Tables might not import correctly, and willedrequire some
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editing after importing into Excel.

Importing CSV Files

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A CSV file is a text file that uses commas to separate the values (CSV). It is used by many applications to allow data
to be imported or exported. CSV files are simple text files, and are not formatted in any way.

As one of the most commonly used data formats, it is useful to be able to import CSV files into Excel. When the data

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Module 3: Importing Data from Files 18.10.21, 17:25

is in an Excel spreadsheet, it can be used in the same way as any other Excel data.

CSV File Format

Although the name comma separated value (CSV), suggests that values are always separated by a comma, this is
not the case. A comma may be used, but there is the problem that data might include a comma. The first line of an
address, for example, might be formatted as “49, Smith Square”. Unless the comma is enclosed in quotation marks
to indicate that it is a real comma, and not a separator, the data cannot be parsed correctly. To get around the
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Excel allows you touimport files with these, and other options. cu
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You can import CSV data from the lData low tab, using
ed either Get External Data, or Get & Transform.llo
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Importing a CSV File Using Get & Transform

1. From the Data tab, and the Get & Transform group, click New Query.

2. In the New Query drop-down list, click From File, and then click From CSV.
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In the ImportuData me dialog box, navigate to the CSV file you want to import.
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4. Select the uCSV
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ori gm Ris ori gm Ris
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5. A preview of the data d c ail.c te Ch d c ail.c te Ch
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6. Click Edit to edit the data in the owQuery Editor. low
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7. Click Load to import the data into your workbook.

Import From Folder

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Data is often held in a number of different files, particularly if it has come from a database system. Get & Transform
includes the From Folder option, which allows you to connect to a folder, rather than a file.

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Module 3: Importing Data from Files 18.10.21, 17:25

Benefit of From Folder

Instead of selecting one file, such as a CSV file, you can connect to a folder containing a number of files. The benefit
of using the From Folder option is that, as additional files are added to or removed, the data is updated after
performing a refresh.

To Connect to a Folder

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1. From theisData
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2. Select From
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and e then From Folder. The Folder dialog box appears.
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3. Click Browse to navigate
riz to thei correct folder, and click OK. o riz g Ri
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4. The folder is displayed in ethe s a Folder Path. e v. all he
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5. The files in the folder are displayed in the preview window. Click Edit.

6. The files are listed in Query Editor.

7. Click the double down arrow icon in the Content header. Instead of the file names being displayed, the file data
is displayed.
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You can nowNwork with the n t data, and add the query to a Data Model. Each time thentfolder is updated with a new file,
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Connect to a Folder (Power Query) ! !

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Check TYour Knowledge Th

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SequencingN Activitynt b nt
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Put the following steps
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Transform data using the Query sh sa he
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Load data into a workbook or a Data Model.

Import data into the Query Editor.

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Check answer Show solution Reset Th
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un us n u u ng
Lesson 2: Shaping and Transforming Data
au e
tho vr@g to R
gs na s
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riz i ori gm Ris
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In this lesson, you will learn howsto alluse Get &hTransform
ev. to transform or change data in the Query sa h
llo Editor. ev.
ow we
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Lesson objectives
By the end of this lesson, you will be able to:

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Module 3: Importing Data from Files 18.10.21, 17:25

• Format data using the Query Editor.

• Transform data in different ways.

• Filter data based on different criteria.

Formatting Data
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co c ha co c ha
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Excel holds data within a column as a particular data type, such as a number, text, or a date. However, you can also
apply a format, so that the data is presented in a way that makes sense.

Excel Data Types

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It is helpful to have an meunderstanding of Excel data types, particularly as you start meto work with data from different
nt nt
systems. Excel No DatacaModels, b No
elo for example, support the following data types: ca belo
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• Whole numbers ed mail. ste C ze a te
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• Decimal numbers llo v. l l o v.
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• True/False

• Text

• Date

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When you are working in theoQuery pie om Editor,athe
us data type is displayed in the column heading. op Foro au an ABC
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icon is displayed for text columns, l1.2 v. for decimals, and 123 is displayed for wholellonumbers.
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a data type, highlight the column, select !the Transform tab, and in the Any Column group, click the !Data Type drop-
down list to choose a data type.

For more information about Excel data types supported in Excel Data Models, see the Office support documentation:

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Module 3: Importing Data from Files 18.10.21, 17:25

Data Types in Data Models

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Text Formatting

Data can be formatted in different ways according to the data type. To format text data:

Th Th
i is
1. Highlightsadocell, or range of cells. do
cu cu
me me
nt nt
2. On the Transform b b
N o u cau tab, e lonin the Text Column group, click Format. N o u cau elon
na s e g s na se g
uth v r@ to uth v r@ s to
3. o
Select the formatriyou g R o g Ri
ze want m from is the list. riz
ed mail. ste C
d c ail.c te Ch c c ha
op o au op o
ies m sh ies m us
he
all e v. all v.
ow ow
ed ed
!
Text formatting allows you to change text to lowercase, uppercase, or capitalize each word, as would be !
appropriate for an address, or a title. You can also trim white spaces from text, or remove nonprintable characters
using the clean option. The prefix option allows you to add text before the current values. The suffix option allows
you to add text after the current values.

Transforming Data
Th Th
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do do
cu cu
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u n a u se l o n g s un ause longs
au v au
tho r@g to R tho vr@g to R
riz i riz i
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pie m us pie m us
sa he sa he
llo v. llo v.
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d! d!

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cu cu
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u n a u se l o n g s un us
e ng
s
au au
tho vr@g to R tho vr@g to R
riz i riz i st
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co co
m ha co il.com Cha
pie us pie us
sa he sa he
llo v. llo v.
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d! d!

The Query Editor provides a number of different ways in which you can transform your data. Transforming data
allows you to modify the data, so that it better meets your needs.

Why Transform
Th Data? Th
is is
do do
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me m
There are a number of nreasons
tb why data may need to be modified or transformed,enbefore t it can be used:
No ca elo No ca belo
un us n gs u na u s n g
au e uth evr@ s to
tho vr@g to R oentered R
1. Entered incorrectly. riz When data
i is being added to a system, it is not always g correctly. Names might
ed m ail
.
s te
C
rize
d
m ail iste C
co
not have the correct capitalization, c o h
and addresses may not be formatted correctly. cData .centry
o ishoften
pie m a us o pie m au done
s he sa sh
quickly, and there is no timeato llo check that veverything
. has been entered correctly. llo ev.
we we
d! d!
2. Database systems use codes. Data in different systems is formatted or stored in different ways. A database
system, for example, might use codes instead of meaningful text labels. Instead of going back to the database
administrator for a different file, you can transform the data by substituting text for the codes.

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Module 3: Importing Data from Files 18.10.21, 17:25

3. Mistakes. Other mistakes can creep into data, including spaces that are added in the wrong places.

Get & Transform provides a range of options for dealing with problem data.

Remove Columns

You might be
Thworking with data from an automobile race season. The data Th might include results from the three
is is
do the qualifying session, and the final race. If you only wish
practice sessions, dto
ocwork with the results from the final
cu u
race, you would remove m en the columns for the practice and qualifying sessions. men
tb tb
No c e N o u cau elon
u n a u se l o n g s na s g
To Remove Columns
au
thoYouvr@
Do Notto Need uth evr@ s to
riz g R i o riz g Ri
ed mail. ste C ed mail. ste C
co co h au c op c o ha
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1. s all click Remove e he
From the Query Editor window, ow v. Columns. all
ow v.
ed ed
! !
2. From the Choose Columns list, select the columns you want to keep.

To Remove Columns, Keeping Only Selected Ones

1. Th Query Editor window, highlight the columns you want toThkeep.

From the
is is
do do
cu cu
2. m me
Click the Home etab, nt and then click Remove Other Columns. nt
No c b e No c be
u n a u se l o n g s un ause longs
au v a uth vr@
tho r@g to R ori gm Ris
to
riz i
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dc a i l.c Get
te
Modifying or transforming iscoalso known
pie om
c as
ha shaping data. Although some of the functionality
us op in om C &hTransform
au is
s aas removing i
he columns, it is brought together in the Query Editore s sh
included elsewhere in Excel, such llo v. all to providee v. all the
w ow
functionality you need to get your dataedinto ! shape.
ed
!

Filtering Data

Th Th
is is
do do
cu cu
me me
nt nt
No c be No ca belo
u n a u se l o n g s un us
e ng
s
au au
tho vr@g to R tho vr@g to R
riz i riz i st
ed mail. ste C ed m a e
co co
m ha co il.com Cha
pie us pie us
sa he sa he
llo v. llo v.
we we
d! d!

Th Th
is is
do do
cu cu
me me
nt nt
No ca b elo No ca belo
un us n gs u na u s ng
au e uth evr@ s to
tho vr@g to R ori gm Ris
riz i
ed mail. ste C ze a te
co c ha d co il.com Cha
pie om us pie us
sa he sa he
v. v.
Filtering data allows you to includellonly ow the rows
ed you require, based on certain criteria. Get & llo
Transform
we includes
! based on values you specify. For example, you might want d ! to include only
functionality that enables you to filter rows,
current customers in your selection, removing all customers who have not made a purchase in the past six months.

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Module 3: Importing Data from Files 18.10.21, 17:25

To Filter on Values

If you want to filter rows based on values within a column:

1. Select the relevant column.

2. Click the filter icon in the column header (small downward facing triangle).

3. SelectTor
hisclear values based on the rows you want to display. Th
do is
do
cu cu
4. m
Filtered columnsenshow a small dot next to the filter icon to indicate that a filter me has been applied.
tb nt
No e N b
c
u n a u se l o n g s o u cau elon
na se g
au v
tho r@g to R uth v r@ s to
riz i o riz g Ri
Reduce Rows ed mail. ste C ed mail. ste C
co co h au c op c o ha
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sa e all he
llo v. ow v.
we ed
You might want to work on a subset of dthe ! data, and need to reduce the number of rows. Get & Transform
! provides
several ways of doing this.

To Keep Certain Rows

1. Click the Home tab, and then click Keep Rows. Select:
Th Th
a. is is
Keep doTop Rows: specify a certain number of rows from the top. do
cu cu
me me
nt nt
b. No Bottom
Keep c b eRows: specify a certain number of rows from the No bottom.c be
u n a u se l o n g s un ause longs
au v a uth vr@
tho r@g to R ori of rows
to
gm following.Ris
c. riz of Rows: ist
Keep Range ed mail. specify e C the first row to keep, and then the number ze
d a i l .
te
Ch
co co ha co c
pie m us pie om au
sh
d. Keep Duplicates: select s h
all a column, then e s
select Keep Duplicates. Only the rows containing a ev.
duplicate
ow v. l low
values in the selected column e d! will be kept. e d!

e. Keep Errors: select a column, then select Keep Errors. Only the rows containing error values in the
selected column will be kept. If there are no errors, all the rows will be discarded.

The same options

Th are available to remove rows. You can remove a certain Th number of rows from the top or bottom,
is is
remove a range dof ocrows, or remove duplicates or errors based on a certain column. do
cu
um me
en nt
tb
No ca elo No ca belo
Text Filters un us n gs u na u s ng
au e uth evr@ s to
tho vr@g to R ori gm Ris
riz i
ed mail. ste C ze
d ail
.c ethe
t
Chcolumn. To filter
co
You can also filter on text values, c hayou to include or exclude rows based on textcovalues
pie enabling
om us pie oin m au
sh
on text values: s all h ev. s a ev.
ow llo
ed we
! d!
1. Select the relevant column.

2. Click the filter icon in the column header (small downward facing triangle).

3. Select Text Filters.

4. SelectTthe
his relevant filter and complete the Filter Rows dialog box.This
do do
cu cu
me me
5. Complete the dialog nt box. You can either have a single clause, or add an and/or nt clause.
No ca b elo No ca belo
un us n gs u na u s ng
au e uth evr@ s to
6. Click the Advancedtho vroption
@
g
toto add clauses.
R ori gm Ris
riz i
ed mail. ste C ze a te
co c ha d co il.com Cha
pie om us pie us
sa he sa he
llo v. l l o v.
For more information about filtering data w e w e
d! using Get & Transform, see the Office support documentation: d!

Filter a table (Power Query)

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Module 3: Importing Data from Files 18.10.21, 17:25

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Query Settings

Th Th
is is
do do
cu cu
me me
nt nt
No c be No c be
u n a u se l o n g s un ause longs
au v au v
tho r@g to R tho r@g to R
riz i riz i
ed mail. ste C ed mail. ste C
co c ha co c ha
pie om us pie om us
sa he sa he
llo v. llo v.
we we
d! d!

Th Th
is is
do do
cu cu
me me
nt nt
No c b e No c be
u n a u se l o n g s un ause longs
au v a uth vr@
tho r@g to R ori gm Ris
to
riz i
ed mail. ste C ze a i te
As you work with data in thecoQuery
pie om
c Editor, haeach step is being recorded and displayed dincQuery l.
op coSettings.
m
Ch This enables
au
us i e sh
you to see each step you have applieds all h e
to the data. s
It also allows you to step back, removing aalstep so that evthe
ow v. low .
e
transformation is removed. Alternatively,d!you can edit the steps, by adding a step partway through. d! e

Note: If you add a step partway through the recorded steps, make sure the rest of the steps work as
expected.

View QueryTSettings
his Th
do is
do
cu cu
me me
To view Query nt nt
NoSettings:
ca belo No ca belo
un us ng un us ng
au e s au e s
tho vr@g to R tho vr@g to R
1. r
In Query Editor, clicki m
ze theaView isttab. riz m a i st
il. eC ed e
dc
o p co m ha co il.com Cha
ies us pie us
2. all he sa he
Click Query Settings. The Query ow Settings v. panel is displayed. llo v.
ed we
! d!

Working with Query Settings

Steps are shown as a list called Applied Steps. Each step is added to the list. You can remove a step, and the
related change to the data, by clicking the X next to the step.
Th Th
is is
do do
To reorder a step, cright-click
um on the step name, and select Move Up or Move Down. cu
me
en nt
tb
No ca elo No ca belo
un us n gs u na u s ng
Edit Steps in Query e
au Settings uth evr@ s to
tho vr@g to R ori gm Ris
riz i
ed mail. ste C ze a te
co c o ha d co il.com Cha
You cannot edit all steps—thepones ies m that can usbe edited display a small settings icon (a wheel)
he
pie to the right
sa
usof the step
he
all v. llo v.
name. To edit a step: ow we
ed d
! !

1. Right-click on the step name, and select EditSettings—or click on the Settings icon.

2. A dialog box will be displayed with the setting that can be amended.

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Module 3: Importing Data from Files 18.10.21, 17:25

For more information about working with Query Settings, see the Office support documentation:

Edit query step settings (Power Query)

https://aka.ms/r3bcud

Th Th
Save a Queryis do is
do
cu cu
me me
nt nt
N b e N be
When you save o uthe cworkbook,
au lon the Query Settings are automatically saved oatu thecasame lon To see the saved
na s e g s na u se time. gs
uth tab,
queries, select the Data v r@ then to click Show Queries in the Get & Transform ugroup.
t v r@ to
ori gm Ris ho g Ri
riz
ze
d c ail.c te Ch ed mail. ste C
op o au c op c o ha
ies m sh ies m us
Demonstration: Importaand llo Transform
e v. Data all
ow
he
v.
we e
d! d!
Demonstration steps
Import a CSV file

1. Ensure that the 20779B-MIA-CLI virtual machine is running, and then log on as Student with the password
Pa55w.rd.
Th Th
is is
d do
2. Start Excel.ocum cu
me
en nt
tb
No ca e No ca belo
3. Open a Blank us long
un workbook. u na u s ng
au e s uth evr@ s to
tho vr@g to R o g Ri
riz m is riz
4. From the Data tab,ein il.c &teTransform
d cthe aGet C group, click New Query. ed mail. ste C
o ha co c ha
op
ies m us pie om us
all he sa he
5. v. l low v.
Click From File, and then clickowFrom CSV.
ed ed
! !
6. In the Import Data dialog box, navigate to D:\Demofiles\Mod03.

7. Select the Casualties_2015.csv file, and then click Import.

8. The Query Editor will open in a new window.

Th Th
is is
do do
cu cu
Transform the Data men me
nt
tb
No ca elo No ca belo
un us n gs u na u s ng
au ev uth evr@ s to
r to
1. ori @gm Ris column, click Change Type, and then click
Right-click thethCasualty_Severity ori Text. gm Ris
ze ze
d c ail.c te Ch d c ail.c te Ch
op o au op o au
2. ies m column,
Right-click the Casualty_Severity sh and then click Replace Values. ies m sh
all ev. a llo ev.
ow we
ed d!
3. !
In the Replace Values text box, under the Value To Find text box, type 3. In the Replace With text box, type
Slight, and then click OK.

4. Repeat steps 2 and 3. Replace 2 with Serious, and replace 1 with Fatal.

5. Right-click the Sex_of_Casualty column, click Change Type, and then click Text.
Th Th
6. is the Sex_of_Casualty column, and then click Replace Values.
Right-click is
do do
cu cu
me me
nt nt
7. In the Replace
No ca Valuesb elo text box, under Value To Find, type 1. In Replace
No With,
ca btype elo Male, and then click OK.
un us n g u u s n
au
t
e vr@ s to
n au
t
e vr@ gs to
8. h ori 7 to R h ori gm Ris
Repeat steps 6 and ze
gmreplace is 2 with Female. ze
d c ail.c te Ch d c ail.c te Ch
op o au op o au
ies m sh ies m sh
all ev. a llo ev.
ow we
ed d
Filter the Data ! !

1. Select the Sex_of_Casualty column.

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Module 3: Importing Data from Files 18.10.21, 17:25

2. Click the down arrow in the column heading.

3. Click Select All to clear all values.

4. Click Female to select only rows with the value Female.

5. Click OK.

6. Notice that the header icon has changed to a filter with a dot next to it, to show that a filter has been applied.
Th Th
is is
7. do
Close the Query do
cu Editor. Click Discard when prompted. cu
me me
nt nt
N b e N b
8. ca
Close theo uspreadsheet
u lonwithout saving. o u cau elon
na s e g s na se gs
uth v r to uth v r to
ori @gm Ris ori @gm Ris
ze ze
d c ail.c te Ch d c ail.c te Ch
op o au op o au
ies m sh ies m sh
Real-world Issues and Scenarios all ev. a l l
ev.
ow ow
ed ed
Data now comes from a variety of sources, ! including applications used within an organization, the cloud, ! and data
from outside the organization. Traditionally, only IT staff were able to work with a wide variety of data, and modify it
so that it was in a suitable format for analysis.

Excel’s Get & Transform functionality is easy to use, and powerful enough to cope with a range of different data
types. So the necessity to involve IT specialists when analyzing data is decreasing. This trend towards self-service
Th
business intelligence is likely to continue. Th
is is
do do
cu cu
me me
nt nt
b be
Lesson 3: Loading Data
No c e
u n a u se l o n g s
No c
un ause longs
au v a uth vr@
tho r@g to R ori gm Ris
to
riz i
ed mail. ste C ze
dc a i l.
te
C
c
co looked opnextcostep
In this module so far, you have pie om at himporting
au
s
data, shaping and transforming it. The i e
m ishato usload the
sa he s all he
data. llo v. ow v.
we e
d! d!

Lesson objectives
In this lesson, you will learn the two ways to load data in Get & Transform:

• Load data into an Excel workbook.

Th Th
is is
• Load data into
do a Data Model. do
cu cu
me me
nt nt
No ca belo No ca belo
un us ng un us ng
au e s au e s
tho vr@g to R tho vr@g to R
Loading Data rize ma iste riz
ed m a i st
e
il.
dc
o p co m
Ch
au co il.com Cha
ies sh pie us
all ev. sa he
ow llo v.
ed we
! d!

Th Th
is is
do do
cu cu
me me
nt nt
No c be No ca belo
u n a u se l o n g s un us
e ng
s
au au
tho vr@g to R tho vr@g to R
riz i riz i st
ed mail. ste C ed m a e
co co
m ha co il.com Cha
pie us pie us
sa he sa he
llo v. llo v.
we we
d! d!

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Module 3: Importing Data from Files 18.10.21, 17:25

Th Th
is is
do do
cu cu
me me
nt nt
No c be No c be
u n a u se l o n g s un ause longs
au v au v
tho r@g to R tho r@g to R
riz i riz i
ed mail. ste C ed mail. ste C
co c ha co c ha
pie om us pie om us
sa he sa he
llo v. llo v.
we we
d! d!

Th Th
is is
do d
cu
After you have imported me and modified your data in the Query Editor, you can oload
cu the data into a workbook. You have
me
two options—either n
load t the data into a workbook, or into a Data Model. This topic nlooks
t at loading data into an
No ca b elo No ca belo
Excel workbook. nau u s n gs u na u s ng
uth e v e
uth vr@ s to
r to
ori @gm Ris ori gm Ris
ze ze
d c ail.c te Ch d c ail.c te Ch
Load Data into a Workbookopi om au op o au
es sh ies m sh
all ev. a l ev.
ow low
ed ed
1. From the Home tab of Query Editor, ! in the Close group, select Close & Load. !

2. Data is loaded to the default location.

3. Alternatively, select Close & Load To, and then specify the location.

Th Th
is is
Data is loaded intodo a workbook as an Excel table, with the query name from dQuery
oc Settings as the table name. All the
cu um
me en
functionality of an Excel nt table is available to analyze the data. tb
No c be No c e
u n a u se l o n g s un ause longs
au v r @ to a u v r to
Query Options tho g Ri tho @ Ri
riz riz g
ed mail. ste C ed mail. ste C
co c ha co c ha
pie om us p om us
To modify the Default Query Load s aSettings, go heto the Data tab, go to the Get & Transformiegroup, sa select he Query,
New
llo v. l l o v.
we we
and then click Query Options. d! d!

Best Practice: You can choose to load data from the preview window when you import data. The same two
options, Load and Load To, are available at preview. Unless you are certain that the data is in the format
you require, use Query Editor to check and modify data as needed.

Th Th
is is
do do
Creating Data
cu Models
m
cu
me
en nt
tb
No c e No ca belo
u n a u se l o n g s un us
e ng
s
au v au
tho r @
g
to
Ri tho vr@g to R
riz riz i st
ed mail. ste C ed m a e
co c ha co il.com Cha
pie om us pie us
sa he sa he
llo v. llo v.
we we
d! d!

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Module 3: Importing Data from Files 18.10.21, 17:25

Th Th
is is
do do
cu cu
me me
nt nt
No c be No c be
u n a u se l o n g s un ause longs
au v au v
tho r@g to R tho r@g to R
riz i riz i
ed mail. ste C ed mail. ste C
co c ha co c ha
pie om us pie om us
sa he sa he
llo v. llo v.
we we
d! d!

Th Th
is is
do do
You can load data cfrom
um Get & Transform into a Data Model, without loading thecudata into a workbook first. Data
en me
Models enable you to create
t PivotTables, which are powerful analysis tools, so thisnist a good option for people
No ca b elo No ca belo
u u s
working with datanafrom different n g files. u na u s ng
uth evr@ s to uth evr@ s to
ori gm Ris ori gm Ris
ze ze
d c ail.c te Ch d c ail.c te Ch
To Load Data into a Data Model op o au op o au
ies m sh ies m sh
all ev. a l ev.
ow low
ed ed
1. From Query Editor, select the Home ! tab, and from the Close group, select the down arrow next ! to Close &
Load.

2. Click Close & Load To. The Load To dialog box is displayed.

3. Select one of two options:

Th Th
a. is if you select Table, you can then select whether the data
Table:do isis loaded into a new worksheet or a
do
cu cu
specific location
me in the existing worksheet. me
nt nt
No ca b elo No ca belo
u u s n u u s ng
b. na
Only Create vr@ gs to
uth eConnection: creates a connection to the data, without na loading
uth evr@thesdata to into a table. You can
o riz thegmdata R i ori gm Ris
still opt to add to s the
te Data Model. ze
ed a
co il.com Cha d c ail.c te Ch
op o au
pie us
he ies m sh
4. In addition, you can select sAdd all this data
ow to
v. the Data Model. a llo ev.
ed we
! d!

If you choose to load the data into a table and the Data Model, the data is displayed as an Excel table, and is added
to the workbook’s Data Model.

Alternatively, you can choose Only Create Connection and Add the data to the Data Model, in which case the
Th
data is not displayed. ThModel.
You must then create a PivotTable to view the Data
is is
do do
cu cu
me me
nt nt
Importing Noand caLinking
us
b elo Data No ca belo
u
un e n gs u na s ng
au
tho vr@g to R uth evr@ s to
riz i ori gm Ris
ed mail. ste C ze a te
co c ha d co il.com Cha
pie om us pie us
sa he sa he
llo v. l l o v.
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Module 3: Importing Data from Files 18.10.21, 17:25

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Microsoft Accessocisum cu
a popular database system typically used by small companies, me departments, and teams. If you
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want to take Ndata from anb Excel workbook and bring it into Access, you have two options:
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In both cases, open Access, select the External Data tab, and from the Import & Link group, select Excel. The Get
External Data – Excel Spreadsheet dialog box is displayed.

Importing Excel Data into Access

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2. Click the External Data tab.

3. Click Excel to display the Get External – Excel spreadsheet dialog box.

4. Navigate to the Excel workbook that contains the data you want to import. Select the workbook and click
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7. The Import Spreadsheet Wizard starts. Complete each screen in the Wizard in turn, and then click Finish.

8. If you have selected new table, you can name the table, then the data is imported into the correct columns.

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Module 3: Importing Data from Files 18.10.21, 17:25

9. Alternatively, specify an existing table with the correct columns. The data will be appended to the existing table.

Linking Excel Data to Access

When you link to the data, the data is copied into the Access database, and a link is created. When changes are
made in the Excel workbook, the data is updated in Access. You cannot, however, update the data within Access.

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5. Select Link to the data source by creating a linked table. Click OK.

6. The Link Spreadsheet Wizard starts. Complete each screen in the Wizard in turn, and then click Finish.
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7. A confirmation c ummessage is displayed, and the linked table appears in theculist
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lowor linking data from an Excel workbook, see the Office support l low v.
For more information about importing documentation:
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Import or link to data in an Excel workbook

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Lab: Importing Data we
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Scenario
Your manager has asked you to import some files so that they can be analyzed. You decide to use the Query Editor in
Excel, and then create a Data Model.

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• Load the data into a Data Model.

• Create a PivotTable to analyze the data.

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Module 3: Importing Data from Files 18.10.21, 17:25

Lab setup

Estimated Time: 60 minutes

Virtual machine: 20779B-MIA-CLI

User name: Student

Password: Pa55w.rd
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1. Import a CSV File

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Detailed Steps ▼

Detailed Steps ▼

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Review Question(s)

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Discovery

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Module 3: Importing Data from Files 18.10.21, 17:25

When importing data from a folder, what must you do to update Excel when files are added to, or deleted from, the
folder?

Show solution Reset

Module review and takeaways

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au In this module you imported a CSV file, andopconnected c o ha
1. Get: importing data in differentpie m ies m tousahfolder, but
s a formats. sh
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many other data formats are available.llo You. also looked at working with data in a PDF file.llowe
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2. Transform: modifying and formatting data.

3. Load: data can be loaded into an Excel workbook or saved as a connection.

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