Data Integration in Excel

Dr. Nitin ParanjapeMVP (Office System)

Chairman and MD, Maestros

Version information

Excel 2007 for all demos Many features exist in 2003 as well Keep Excel open to understand better But, don’t try to do what I am showing Using Beta version Complicated process of broadcasting voice Please bear with any crashes, disconnections

Objectives

Understand available integration options Mapping business scenarios to available

features Understanding strengths and limitations of

data handling

POLL

How many of you have used Excel for data handling in your applications?

Data integration areas

Data capture within Excel Getting external data into Excel Accessing Excel data from outside– By Exporting it to another format– By keeping it within Excel

Processing data within Excel Using Excel as a report writer

Primary purpose of spreadsheet is to analyze data.

NOT to store data.

Data sources

ODBC / OLEDB SPS list XML OLAP Text Query files

Import tools

Wizard (only ODBC) MS Query (only ODBC) Text import Text import VBA code Data connection wizard

Query files and connections

This facility has been available for years It works on ODBC sources only Uses either a wizard or MS Query Demo (Wizard and MS Query)

Text Import

Highly complex text import possible Fixed width or Delimited Multiple delimiters supported Decide data types while importing Manage multiple delimiters Manage preceding negative signs Demo

Text import programmatically! With ActiveSheet.QueryTables.Add(

Connection:="TEXT;C:\temp\test.txt", _ Destination:=Range("$A$1")) .Name = "test" .FieldNames = True .RowNumbers = False .FillAdjacentFormulas = False .PreserveFormatting = True .RefreshOnFileOpen = False .RefreshStyle = xlInsertDeleteCells .SavePassword = False .SaveData = True .AdjustColumnWidth = True .RefreshPeriod = 0 .TextFilePromptOnRefresh = False .TextFilePlatform = 437 .TextFileStartRow = 1

.TextFileParseType = xlDelimited .TextFileTextQualifier =

xlTextQualifierDoubleQuote .TextFileConsecutiveDelimiter =

False .TextFileTabDelimiter = True .TextFileSemicolonDelimiter = False .TextFileCommaDelimiter = True .TextFileSpaceDelimiter = False .TextFileColumnDataTypes = Array(1,

4, 3, 9, 1) .TextFileTrailingMinusNumbers =

True .Refresh BackgroundQuery:=False End With

Importing ODBC vs OLEDB

Import External Data = OLEDB New database query = ODBC Web query = import of HTML tables from web

sites More options added in 2007– SQL Server direct– XML– Access – Analysis services

Connections dialog in Excel 2007

This is a major improvement You can see all available Existing connections

in a single place You can filter local, network and file based

connections in one dialog This helps you reuse any past connections

quickly Demo

Deploying connections across an organization

You can store Excel files in a special library Connection library in SharePoint Users can point to a SPS site and ask for

connection information This ELIMINATES the need to deploy / send

query files to multiple desktops It also provides centralized access control

Capturing data within Excel

Very commonly used by end users Creates lots of problems Accuracy, validation, structure is missing Users send files to each other creating

confusion and multiple copies

Native features of Excel for capturing data

Linear data to auto-form : Demo (Ccard.xls)

Validations : Demo Forms & Control Toolbox controls User based editing : Demo

Understanding the importance of Excel List

We work on blocks of data in Excel When more data is added, formulas DO NOT

refresh automatically This can lead to lot of errors List corrects that problem In addition, it integrates with SPS In 2003, it is two way sync In 2007, it is one way (from SPS to Excel) Demo

Capturing data in SPS list

Better alternative Keeps data central Users can update individually Shows only their own data No Manual consolidation required DEMO

Exporting data

Supported formats– Delimited– XML spreadsheet– XML

Sounds like a limitation? How do you pick up data from Excel and put it

directly into your database? How do you use it with ETL tools like DTS?

Excel as ODBC source

Excel ODBC driver has been available for years Create a named range Create ODBC source The Excel file is considered the database And Named ranges become tables Now it can be used in any tool which supports

ODBC. Including Excel! DEMO

Report generation using Excel

Connect to data source Process the data Analyze data Render as report Finally let user manipulate the read only

snapshot of report in Excel

Report generation options

Raw data with formulas and custom formatting– You make the report yourself by adding data from

a recordset into Excel– Use SQL Reporting services to render it as Excel

Pivot table : Demo– Create a base view of report– Let users do further analysis in a flexible way

Eliminating the row limit of Excel

The 65000+ limit of Excel is a misconception There is no need to get data in Excel Most want to do analysis using Pivot Table Pivot table can be created DIRECTLY In this case, there is no practical limit on the

number of rows The Pivot Cache is available OFFLINE automatically. Pivot drag drop does NOT fire database queries Only REFRESH button fires database level re-query

Pivot Table and dashboards

Multiple copies of Pivot tables showing different views of data

Multiple pivot tables from different sources Pivot Tables and Pivot Graphs combined

Importance of learning Pivot Table

Extremely powerful Eliminates complex SQL code Users can change format anytime –

eliminating further custom code Data connection libraries + AD security + pivot

table is a very secure, zero code solution for reporting

GetPivotData function

Initially it is confusing For Pivot based calculations outside the table Very useful when you are managing Pivot

Tales programmatically In this case you cant’ see the Row, Column

coordinates to put formulas How to use it?: Demo

OLAP reporting in Excel

2003 was primitive support 2007 provides better support Many more cube functions added The User interface is native and fast Office web components are also more

responsive even if the data is large

Consolidation

Very powerful when data comes with Row and Column headings (Cross tab format)

Can be used programmatically Saves lots and lots of coding Results in Pivot Table: Demo

XML

XML based, open, Excel file format– Server side data crunching without Excel possible– For Excel functions, use Excel Services

Custom schema based editing, validation and import export

Custom actions and element sensitive Task Pane UI using .NET code attached to XML schema (Smart Documents)

Finally Excel Services based reporting and data capture

Renders Excel data as pure web page in a secure manner

Create Excel sheet. Name required ranges. Post it in SPS library Configure library to use Excel services Now users can view Excel as a simple web page Interactivity is maintained In-line editing is NOT possible Specific, named cell values can be captured Demo

Usage scenarios

Interactive Programmatic

Interactive

Complex delimited text file imports Consolidation

Programmatic1. Data capture forms / surveys2. Reporting from OLTP / OLAP with end user level report

format editing capabilities3. Dashboards4. SQL reporting services – render as Excel by default5. SPS Lists based reporting6. SPS List – Business Data Catalog – Excel reporting7. Enterprise wide data connections in SPS lists8. Office web component – PivotTable to deliver reports on

Web

Summary

Learn Excel first There are many ways in which Excel can be

used for data capture, processing and reporting

Map the application business needs to the appropriate data handling method

This will make users happy and will eliminate lots of complex code we write everyday

References

Old interface to new interface http://go.microsoft.com/?linkid=5174798

Excel cell referencing (very useful while coding in VBA)http://www.expresscomputeronline.com/20021216/techspace1.shtml http://www.expresscomputeronline.com/20021223/techspace1.shtml

Excel Help!

Thank you

nitin@maestros.netwww.nitinparanjape.com/blog

Learn and Grow

Quiz

This is not a POLL You have to send your answers to  contact@erfolgcs.com

Format should be 1-A, 2-B and so on

Question 1: What is the number of rows available in Excel 2007?

A. 65365B. 1.5 millionC. 1.1 millionD. 1.04 million

Question 2: In Office 2007, the data How does the data synchronization between Excel 2007 Table and SPS 2007 List work?

A. Changes in SPS change data in Excel tableB. Changes made in Excel change data in SPSC. Changes can be bi-directionalD. No changes possible. It is a snapshot

Question 3:Technology used to expose business data in external databases in SharePoint 2007 is called…

A. Excel ServicesB. Business Data CatalogC. Data Connection LibraryD. None of the above

Question 4:Which type of data Excel CAN NOT import?

A. DBFB. SYLKC. VisioD. MDB