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7 - 2 Processing Data

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11 views28 pages

7 - 2 Processing Data

Uploaded by

testingtra78
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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1

PROCESSING DATA
Module 7.2
2

CONTENTS
• Introduction
• Exporting and importing
• Tips, tools and techniques to
process data
• Test and improve
• Written module activity
• Practical module activity
3

INTRODUCTION
4

INFORMATION
MANAGEMENT SKILLS

You already know how to ...


• Get a clear, understandable task definition
• Ask questions that will help to solve the task
• Identify data sources
• Evaluated the quality of data / information
5

TODAY’S SOFTWARE
ALLOWS US TO ...

• work with large amounts of data


and information
• process data quickly and accurately
• present the data and information in
the most appropriate format
6

EXPORTING AND IMPORTING


7

EXPORTING

Exporting = ‘sending’ / transferring data


from one format (source) to anther (target)

Database table Spreadsheet


(source) (target)
8

IMPORTING
Importing = ‘fetching’ or bringing in a
copy of the data/contents from another
file format (source) and putting it into the
current file format (target)

Spreadsheet Database table


(target) (source)
9

COPY AND PASTE

In an office suite you can


• copy from a Word table and
• paste into a spreadsheet
(and vice versa)

You can even


• copy data from a database
table/query and
• paste it into a spreadsheet
10

EXPORTING FROM ACCESS


• Open database (source) from
which you want to export
• In the navigation pane
• Right-click on the object
• Click on Export
• Select the format

• Choose the file name and


folder (target) you want to
export the object to

OR use the Export group


on the External Data tab
11

ACTIVITY 1
12

IMPORTING INTO ACCESS

• Use the Access wizard to guide you


• Start off where you want to end up
• Import into existing table or new
table
• Columns should have labels – they
become field names in the (new)
database table
• Importing from a text file –
CSV file separates entries (fields)
with a comma
13

ACTIVITIES 2 & 3
14

IMPORTING INTO AND


EXPORTING FROM EXCEL

• Use commands in the Get


External Data group on the
Data tab to import data from
various sources

• You can also simply copy an


Access table in Datasheet
View, and paste it into Excel
15

ACTIVITY 4
16

TIPS, TOOLS AND TECHNIQUES


TO PROCESS DATA
Be smart … 17

• Know the features of the programs – and


be skilled in using them
• Decide if the data is in the best format to
be processed effectively
• Figure out the most efficient way to
complete the task
• You may have to use different
techniques to solve the problem
18

SORTING AS A
PROBLEM-SOLVING TOOL

To isolate (separate) the


records we want to work with,
we use SORTING in ...
• word processors

• spreadsheets

• databases
19

ACTIVITY 5
20

SPREADSHEETS
Excel provides us with a range of
functions to perform arithmetic
and statistical calculations

• Sum, Average, Min,


Max, Small, Large

• Mode, Median

• CountIF, SumIF, etc.


21

ACTIVITY 6
22

DATABASES
Especially useful for ...

• working with larger


amounts of data

• performing complex
queries on the data

• grouping and presenting


information in
professional-looking
reports
23

ACTIVITIES 7 & 8
24

USING ACCESS REPORTS TO


PROCESS DATA

Reports can be used to …


• sort and group large numbers of records
• apply calculations such as
• totalling
• counting
• finding the minimum, maximum and average
values of fields of records
25

ACTIVITY 9
26

TEST AND IMPROVE


USE THE SUMMARY FOR REVISION
27

WRITTEN
MODULE ACTIVITY
28

PRACTICAL
MODULE ACTIVITY

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