DATA CONCATENATION

Concatenation (Merging), in the context of databases, refers to the

joining together of several text strings from different cells into one
text string or a single cell.. In database parlance, the data being
joined are generally two table fields which may be from the same or
different tables fields or different cells. You can concatenate First
Name and Last Name columns into a single column as Staff Name
How to Concatenate Data in Excel:
1)Add an additional column (Right click on the Last Name, Insert
Column, rename the column as staff Name)
2) You can either use the Formula Method or the Menu Bar Option

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 How to Concatenate Data in Excel

• 3) If you’re using the Formula method use the Syntax:

=CONCATENATE(text1, [text2]) text1 being the first name, text 2
(Use the Double Quotation Marks “ “) to create spaces between
the names then text 3 being the last name
•
• 4) Or Using the Menu bar option, Click Formulas, Click Text, Click
Concatenate, the Concatenate dialog box is displayed, For Text 1,
Click the First Name, Text 2, enter the double quotes “ “, text 3
click on the last name then click Ok to Concatenate.
• Then Drag down using the relative reference arrow to populate the
results to other cells

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 TEXT TO COLUMNS

• Text to columns or Splitting in Excel is a method that is used to

separate a text into different columns based on some delimited or any
fixed width. For example you can split Staff Names from a single
column into First Name and Last Name Columns

How to Perform Text to Columns in Excel

1) Right Click on the Staff Name Column, Click Insert to add a new column
2) Highlight the Staff Name Columns
3) Click Data, Click Text to Columns
4) Click Next, then select the SPACE Delimiter to split the cells
5) Click Next and then Click Finish to Split the columns into First Name
and Last Names respectively

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 DATA VALIDATION

• Data Validation is used to validate an Excel Dataset. When Data is validated

in Excel, it restricts a user from prohibiting the validation rule, thereby
eliminating errors, invalid data and inconsistency in an Excel Database.
• They are different validation rules in Excel which include: List Validation,
Date/Time Validation, Whole Number Validation, Decimal Validation, Text
Length Validation and Custom Validation.
• How to Perform Data Validation in Excel:
• 1) Highlight the Data sets to be validated, Click Data, Click Data Validation,
Under Allow Any Value, Select List, then type in the List of items to be
validated in the reference box separated by comma and no space between
the list values.
• 2 Click Input Message, Enter the Input Message
• 3 Click Error Alert, Enter the error message – Click Ok

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 SUBTOTAL

• Subtotal is used to summarize an Excel Data on a Single Worksheet and

drill down on details by quickly calculating rows of related data by
inserting their subtotals and totals respectively.
• For example you can perform a departmental subtotal by calculating the
subtotals for each department to determine their total working hours,
hourly rate and weekly wage. The department column must be grouped by
sorting them in ascending order
• How to Perform Subtotal in Microsoft Excel
• 1) Group the department column by sorting them in ascending order- Click
Data, Click Sort A-Z or right click on the department column, sort A-Z
• 2) Click Data, Click Subtotal, under At each change in, select department,
under Use Function, select Sum, the Add Subtotal to Working Hours, Hourly
Rate and Weekly Wage
Tuesday, October 29, 2024
Excel Advanced Training - Tutorial Slides 5
 DATA CONSOLIDATION

• Data Consolidation is used to summarize an Excel Data from

separate worksheets and drill down on details be consolidating
their Subtotals and Totals respectively.
• For instance Data Consolidation can be used to do an Executive
Summary of an Organization’s revenue by consolidating their
Quarterly Income and Expenditure at the end of a fiscal year.
• For example if you have a worksheet of expense figures for each
of your regional offices, you can use consolidation to roll up these
figures into a Corporate Expense Worksheet.

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 How to Perform Data Consolidation in Excel
For instance, we have a workbook that stores expense report from
different regions on separate worksheets e.g. North, South, East and
West Region we want to consolidate the data and place the total on
the corporate expense worksheet.
1)Move to the Corporate Expense Worksheet and Click on Cell A1
2)Click Data
3)Click Consolidate
4)Under Use Function, make sure Sum function is selected
5)Click inside the reference box
6)Move to the first region (the North region and click)
7)Highlight all the Data Sets from the North Region, Go back to the
Consolidate dialog box and click Add
8)Move to the next region and click Add, then add all the regions
9)Finally Click Top Row, Left Column and Create Links to Source Data
10) Click Ok to Consolidate the Data

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 SORT AND FILTER

• Sorting is the process of arranging and rearranging an Excel Data in a

chronological order i.e. Ascending or Descending order. Filter is the process
of extracting specific records from an Excel Database. There are three types
of filters: Auto Filter, Custom Auto Filter and Advanced Filter.
• They are two types of Sorts Quick Sort and Custom Sort. For quick sort, right
click on the column you want to sort, select and click Sort A-Z or Sort Z-A
• For Custom Sort, you can Sort more columns by adding different sort levels.
Click Data Click Sort, the click Add level, Sort By select Column to Sort then
Select the Sort Order
• You can also sort by clicking Data, Filter then select the filter drop down
arrow and select sort A-Z or Sort Z-A

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 How to Perform Filter in Excel

• Filter is the process of extracting specific records from an excel data

sets. They are three types of filters in excel: Auto Filter, Custom Auto
Filter and Advanced Filter
• 1) Auto Filter; filters specific records from a specified column.
• 2) Custom Auto Filter filters two or more records from a specified
column
• 3) Advance Filter; filters multiple records from multiple columns at a
time by specifying different criteria to filter. (It uses List Range and
Criteria Range to filter)
• How to Filter Records using Auto Filter: Click Data, Click Filter, Select the
Filter arrow from the column to filter, click Select All to deselect the
fields then pick the specific field or column to column.
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 Using Custom Views to Store Filtered List

• Custom Views is an Excel feature that’s used to store filtered list for
future references.
• After filtering your records, add the filtered list to the custom views
• To add the filtered list to your custom views:
• Click View
• Click Custom Views
• Click Add
• Enter the name of the filtered list
• Click Ok
• To view your filtered list from the custom views
• Click View again, then click Custom Views
• Select the filtered list from the Custom Views
• Click Show to preview the previously filtered list 10
 How to Filter Records in Excel

Using Custom Auto Filter: Custom Auto Filter filters two or more
records from a specified column. It includes, Text Filters, Number
Filters and Date/Time Filters.
Custom Filters uses different criteria or comparison operators to filter
e.g. Text That Contains, Begins With, Ends With, Does not Begin With,
Does not End With, Equal To, Greater Than, Less Than, Greater or
Equal To, Less than or Equal to
To Filter a data set using custom filter, Click the column to filter e.g.
Department, Click Text Filters then click custom filter
Select the criteria to filter e.g. text that contains, type in the letter
the click ok to filter

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 How to Filter Records in Excel

For Numeric Fields like working hours, hourly rate, weekly wage etc.
Click on the column to filter, select Number Filter then select and
click custom filter, select the criteria to filter e.g. greater than, enter
the value then click ok to filter.
For Date Related Fields like Order Date or Shipped Date, select the
column to filter, click Date Filters then click Custom Filter, select the
criteria e.g. Before or After, then specify the date to filter click Ok

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 How to Filter Records using Advanced Filter

• Advanced Filter; filters multiple records from multiple columns at a time by

specifying different criteria to filter.. It uses list Range and Criteria Range to
Filter
• 1) Type in the criteria on a blank cell or cells under the main data sets for
example the criteria can be Shipped Via, Shipped Date, Freight and Ship
Country
• Type in the criteria under each field e.g. Shipped Via (Federal Shipping),
Shipped Date: >31st July, 1996, Freight: >100 dollars and Ship Country: Brazil
• This means that using Advanced Filter scenario Excel should filter all the
products that were shipped after 31st July, 1996, that were shipped via Federal
Shipping with Cost of Shipment (Freight) above hundred dollars and were
shipped to Brazil. This means that all these four criteria must be met before
excel can filter the records from the data set

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 How to Filter records in Excel using Advanced Filter

• After typing in the four criteria (as explained in the previous slide)
• Click on the first field or column heading (Order ID)
• Click Data
• Click Advanced
• From the Advanced Filter dialog box, the List Range being the entire data
set is automatically highlighted
• Move to the criteria range box and click
• Highlight all the specified criteria
• Click Copy to another location then click inside the copy to box and then
click on a blank cell to specify the cell where Excel will place the filter
results
• Click Ok to filter

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 Learning Points and Course Summary

• The Learning Points and Course Summary include:

• Pivot tables is used to recognize and make business intelligence of
an Excel data.
• Add more than one row or column.
• Use filters to simplify your data.
• Remove duplicate data points or sets.
• Transpose rows into columns.
• Split up text information between columns.
• Use formulas for simple calculations.
• Perform a What IF Analysis  Create Good Reporting and
Visualization with Charts.
Thank You