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1. Payment Method equals a Check v Oand or equals a credit card iv Use to represent any single character Use to represent any series of characters Figure 1 10 You can enter advanced filter conditions in the Custom AutoFilter dialog box Highlighted in blue when filter is applied 1 213 A B T D E a EE Monthly Revenue by State 2 3 State gt Month Type of Service E Payment Method m Revenue m 5 Maryland Apr Legal Check 14 000 7 Maryland Total 14 000 8 Michigan Feb Legal Check 14 000 9 Michigan May Legal Credit Card 10 000 10 40 Michigan Total 24 000 11 virgina Feb Financial Credit Card 8 000 12 Virgina Mar Financial Credit Card 13 000 14 Virgina Total 21 000 45 Grand Total 59 000 i ana 7 Ea gt Figure 1 11 The Spreadsheet report filtered on payment types of Check and Credit Card Taking a First Look at Excel s Reporting Tools 13 Parameter Queries In the previous section you learned about using filters in Spreadsheet reports to restrict the type of data displayed However you apply this filter after the data is imported into the report How can you limit the amount of data before it is imported One possible method is to specify a constraint in the underly ing SQL query Unless the user can enter a different value each time the report is run however that constraint is static Static constraints might filter data to a particular product line2. how ever in a more traditional type of format Don t be fooled by the simplicity of Taking a First Look at Excel s Reporting Tools the report layout It offers many powerful features for creating subtotals or cal culated fields applying conditional field formats or refreshing data at prede fined intervals What if you want to show the data for checks and credit cards only It s easy to apply a filter just choose Data Filter gt Auto Filter to create drop down boxes for each field in the Spreadsheet report as shown in Figure 1 8 Selecting Custom from the Payment Method drop down box see Figure 1 9 launches the Custom AutoFilter dialog box where you can define more advanced filters Selecting Check and Credit Card from the drop down lists in the Custom AutoFilter dialog box shown in Figure 1 10 is one method of applying a con straint You can also use additional features such as wildcards to achieve the same result After the filter is applied the Spreadsheet report is automatically adjusted as shown in Figure 1 11 eR SL To find out the details of creating and using Spreadsheet reports see Chapter 11 OAE A B c D E Ir a Monthly Revenue by State 2 3 State Month Type of Service Payment Method Revenue j4 Maryland Apr Computing Cash 15 000 5 Mary and Apr Legal Check 14 000 6 Maryland Jan Lega Cash 12 000 7 Maryland Total 41 000 8 Michigan Feb Legal Check 14 000 g Michiga
3. region com pany division or period of time for example the last 30 days However if the report user has to define the product line region company division or period of time before the report is run the underlying SQL query must be modified or a parameter query must be used Most report users are not versed in SQL pro gramming or databases so parameter queries are the best way to satisfy this requirement Parameter queries act as dynamic constraints allowing the user to specify a value or values each time the report is run Instead of importing a huge data set into Excel Parameter Queries apply a filter to return only a subset of the records from the data source With a smaller data set the report can run much quicker because it uses fewer server resources It also consumes less memory and disk space on the computer running the report enhancing report manip ulation performance and computer processing speed Using parameter queries you can m Limit the amount of data that is displayed in a report before the data is imported into the report m Integrate the parameters with SQL stored procedure arguments and or SQL queries to restrict the type and amount of data that is returned m Automatically re query the data source when a parameter value is changed Figure 1 12 shows how a parameter query can be used in conjunction with a Spreadsheet report to restrict the report data to a specific type of service When the value is changed i
4. run by first launching the application and then requesting it If the report is exported to Excel a second step is likely involved for actually importing and formatting the data Many software systems build inter faces to Excel In comparison by using native Excel reporting function ality you can accomplish all of this in a fraction of the time With hardly more than a mouse click data can be fetched directly from one or more databases to update an Excel report with the most up to date information m Sorts breaks and totals can easily be applied modified and removed With only limited training even a novice Excel user can add or remove subtotals apply complex sorts and insert page breaks or lines between various report groups It can take days or weeks of train ing to be able to understand and perform this same type of task with competing report development software programs and enterprise reporting tools m Some Excel report types such as PivotTable reports are very dynamic and powerful One report can replace dozens of traditional columnar reports A PivotTable report can contain many more fields than what is actually displayed in a single view of the report Inserting and remov ing fields changing field locations and applying filters are easily and readily performed m Excel reports are cost effective Running and modifying reports from an enterprise software application or report development software pro gram usually req
5. 0 22 Ilinois 25 000 00 25 000 00 z i ii i j i iag S ili E d 23 Florida 15 000 00 17 500 00 2 500 00 eae i 24 Grand Total 426 500 00 276 000 00 150 500 00 25 A M 4 mW DOIDO 14 1 2 14 15 16 17 18 19 1 10 1 11 113 1 14 lt gt Figure 1 14 A PivotTable report linked with a PivotChart and a Microsoft MapPoint object Taking a First Look at Excel s Reporting Tools 17 Microsoft FrontPage Microsoft FrontPage includes tools for publishing your PivotTable reports to an intranet or Internet web site Thus many of the features included with Excel PivotTables are still available through an Internet Explorer browser win dow You can also configure options to allow users to download the report to their local machine running Excel Instead of complicated and expensive report and distribution processes users can simply traverse their company s intranet to access and manage their reports Publishing PivotTable reports to a centrally located corporate intranet server can also reduce the problems associated with configuration management The master report version can be stored on this server so changes do not have to be made to multiple files The Corporate Profitability Report from Figure 1 14 is represented as an Internet report in Figure 1 15 Notice that the report and the PivotTable Field List are still available even though the report is accessed through a browser program Intranet Repor
6. Taking a First Look at Excel s Reporting Tools This chapter provides you with an overview of Excel s reporting features It shows you the principal types of Excel reports and how you can use them to satisfy many of the business requirements you may face It covers some of the benefits of using Excel reports including real time access simplified report updates and reduced cost of ownership It also highlights the various types of reporting tools included in Excel and the related components in other Microsoft applications In this first chapter I try to give you a snapshot overview of PivotTable and PivotChart reports Spreadsheet reports parameter queries how you can map parameters to stored procedure variables and web queries along with a quick look at some of the related Microsoft Office components such as Front Page Access and MapPoint Keep in mind that this chapter just helps you get started with the basics As you work your way through the other chapters you have the opportunity to dive into these topics in a lot more detail So let s begin Why Use Excel for Reports Companies produce reports from enterprise software systems using numer ous methods A report might be generated from the native enterprise software program or from a standalone report development software program such as Chapter 1 Business Objects formerly Crystal Reports In other scenarios the report data may be extracted to a delimited file t
7. a graphically rather than only numeri cally as is the case with a PivotTables Being able to visually view and analyze trends in data can be a big benefit of PivotCharts Some users can see and appreciate the data better when analyz ing it graphically than when viewing only the numerical data I have found however that report developers typically use PivotCharts to complement rather than replace PivotTable reports This makes linking your data to a PivotTable very valuable PivotCharts have much the same functionality as PivotTables PivotCharts enable you to m Produce a variety of chart types Move fields to various locations in the chart m Determine which fields are included in the chart Graphically represent numerical aggregations in many different ways m Use filters to control which values are charted m Optionally link to a PivotTable Report Figure 1 6 shows a sample PivotChart Report linked to a PivotTable There are several types of charts available with PivotCharts You can choose from a simple two dimensional bar column or pie chart to a more complex three dimensional area bubble or radar chart There are also numerous func tions for controlling how the data is displayed for each data element in the series cel CRS 0 To find out the details of creating and using PivotCharts see Chapter 9 Chapter 1 A B c D E la 1 Monthly Revenue by State 2 3 Sum cf Revere Credit Card Gra
8. e report development tools included with an enterprise software application can be both difficult and expensive Furthermore many organizations have numerous enterprise applications so that work and cost can be magnified sev eral times Enhanced performance and standardization to a single system are major benefits for organizations seeking to reduce costs and maintain their report development skills Instead of paying six employees to develop and manage reports using the report development tools in a few enterprise soft ware applications it may take only two employees to develop and manage equivalent reports for the same enterprise systems using a single report devel opment software program Initially information technology IT professionals and business managers unfamiliar with Excel s reporting capabilities are often skeptical about using Excel to produce reports from an enterprise system However even the most skeptical of IT decision makers are generally convinced once they m See Excel s powerful reporting tools m Receive superb feedback from report users m Witness the reduced software licensing feeds and support costs Here are some of the top considerations for using Excel reports over com peting report development software programs Taking a First Look at Excel s Reporting Tools m Excel reports can retrieve data from an Enterprise software applica tion s OLTP database in real time Many systems require reports to be
9. ent database programs with this interac tive and dynamic reporting capability Chapter Review This chapter provided an introduction to some of the principal types of Excel reports and highlighted some of the innovative tools and features included with each report type It highlighted some of the features available in the numerous types of Excel reporting tools including PivotTable reports Piv otChart reports Spreadsheet reports parameter queries and web queries It also introduced you to a few of the related components that can be interfaced with Excel s reporting tools such as MapPoint FrontPage and Access The next chapter provides a more comprehensive look at PivotTable reports Chapter 2 is where you learn how the data is organized and the purpose of each area in a PivotTable Access Reports Management System zt irs Corporate Profitability Analysis FEO Office FETE Multiple Items Report Functions State City Profit Arizona Phoenix 18000 Tuscon t 3000 Top Profitability Total ae Florida Jacksonville 2500 aw Miami 44000 Low Profitability Orlando 25000 Total n Kansas Kansas City 1500 Regional Reports Total Texas Dallas 13000 Custom Total Utah Salt Lake City 8000 Total Return Grand Total Figure 1 16 A PivotTable inserted into a Microsoft Access form
10. hat is loaded into a program such as Excel or Access The number of enterprise software applications the amount and level of internal expertise and the degree of organizational leadership are just a few factors that can determine how reports are managed within a company You might be asking yourself What is an enterprise software system anyway Some popular enterprise software systems include SAP PeopleSoft Siebel and Baan These systems are used in all types of organizations to run the business more efficiently and effectively Hospitals use medical information systems to track a patient s vital data and health care history Companies such as Amazon com or Barnes amp Noble use warehouse management systems to reduce the time and labor expenses for shipping products to customers The company I work for produces enterprise software for magazine and book publishers More than 30 modules are available to perform business functions from advertising billing inventory circulation and payroll to conference management web access and customer relationship management Although report development tools are often bundled with enterprise soft ware applications many organizations use a separate report development software application for creating and running reports So why would an orga nization spend additional funds to purchase reporting software if it is already included as part of its enterprise software system Learning and supporting th
11. le Reports is the capability to drill down on the summarized report data In Figure 1 4 double clicking any cell value in the range B7 E10 creates a new worksheet with the full data set that makes up that cell Figure 1 5 shows the underlying data for cell D9 TOFEL LALA Be sure to read Chapter 2 to learn more about the basics of PivotTable reports and then turn to Chapter 7 for a more complete analysis of PivotTable functionality A B E D E len 1 Monthly Revenue by State 2 3 Type of Service All pial 5 Average of Revenue State 6 Month Maryland Michigan Virgina Grand Total 7 Jan 12 000 8 Feb 14 000 9 Mar 40 Grand Total 12 000 14 000 n 4 gt WK sD 4 1 1 2 93 15 17 18 19 12 gt Figure 1 4 PivotTable reports are automatically resized once a filter is applied Taking a First Look at Excel s Reporting Tools 9 EAE B c Tees 1 State Payment Method Type of Service Month Revenue 2 Virgina Cash Financial Mar 16000 3 Virgina Credit Card Financial Mar 13000 M 4 gt mN SDO1 1 1 Sheet1 1 2 1 lt gt Figure 1 5 The supporting data set that makes up cell D9 in Figure 1 4 PivotChart Reports If you want to move fields easily to different locations apply filters and sum marize numerical fields in a number of different ways you can do so with a PivotChart The main difference between PivotTables and PivotCharts is that with a PivotChart you can display dat
12. n May Legal Credit Card 10 000 10 Michigan Total 24 000 44 Virgina Feb Financial Credit Card 8 000 42 Virgina Mar Financial Credit Card 13 000 43 Virgina Mar Financial Cash 16 000 44 Virgina Total 37 000 15 Grand Total 102 000 gt WN Spo 11 12 13 15 16 1 7 1 9 1 23 lt zll Figure 1 7 A Spreadsheet report displays data in a traditional columnar format 1 2 3 A B Cc D E lga 1 Monthly Revenue by State 2 3 state i Month Type of Service Payment Method ga Revenue 4 Maryland Apr Computing Cash 15 000 5 Mariand Apr Legal Check 14 000 6 Mary and Jan Legal Cash 12 000 M 4 gt nN Spo f1 1 1 2 1 3 15 1617 19 15 lt gt Figure 1 8 The Auto Filter function automatically creates drop down filters for each field in the Spreadsheet report 12 Chapter 1 eB A B C D E ir 4 Monthly Revenue by State 2 3 State ga Month Type of Service eal Payment Method Revenue gt 4 Maryland Apr Computing Sot ameno 15 000 253 Maryland Apr Lagal all 14 000 6 Maryland Jan Legal 12 000 7 Maryland Total 41 000 g Michigan Feb Lagal 14 000 g Michigan May Legal 10 000 4 gt W SDO 11 12 13 15 1617 19 15 lt u alla Figure 1 9 Several standard filters are available from the filter drop down box Selecting Custom lets you define a more advanced filter Custom AutoFilter Show rows where
13. n this field from the drop down box the Spreadsheet report automatically queries that data source and refreshes the report 14 Chapter 1 213 A B D im 4 Revenue Report by Month for Selected Service za Computing 3 Financial gal 4 5 State Month Payment Method Revenue Maryland Apr Check 14 000 7 Maryland Jan Cash 12 000 g Maryland Total 26 000 9 Michigan Feb Check 14 000 49 Michigan May Credit Card 10 000 BAE Michigan Total 24 000 12 Grand Total 50 000 W 4 gt Wfit 12 13 15 16 17 19 1 22 lt gt Figure 1 12 Parameter queries can automatically refresh the report as different values are selected TORALLA To find out the details of creating and using Parameter Queries see Chapter 11 Web Queries The web query feature is another exciting and novel reporting tool included as part of Microsoft Excel Imagine getting the latest currency exchange rates or mortgage interest rates imported directly from the web into your Spreadsheet report It s as easy as navigating to the web page within Excel and selecting the table or tables that you want to import By simply clicking on the report and selecting the Refresh Data function you can automatically refresh the report at predefined intervals Using this technology you can m Import data from the Internet and intranet web sites m Update report data automatically at predefined intervals or when the report is opened Figure 1 13 sh
14. nd Total 15 000 16 000 12 000 43 000 Computing 12 Financial 28 000 28 000 13 Legal Grand Total M o4 n spor 1 1 12 13 1551 6 18 19 1 22 lt gt Figure 1 6 A PivotChart linked to a PivotTable Spreadsheet Reports Despite the powerful and dynamic features of PivotTables sometimes you want to generate a more traditional type of report Spreadsheet reports are designed to display data in a traditional columnar report format This report type is particularly suited to display non aggregated data in multiple columns And like most traditional columnar reports you can apply sorts fil ters breaks and totals Unlike other traditional report development software however Spreadsheet reports enable you to use all the powerful tools and functions included with Excel In addition Spreadsheet reports m Give you clear cut functions for applying sorts breaks and totals m Permit numerical fields to be aggregated many different ways m Give you easy to use filters to control whether particular values are displayed m Include features for applying conditional formatting m Update report data automatically at predefined intervals or when the report is opened Figure 1 7 shows how a Spreadsheet report might extract and format data from an external database system Notice that this report contains the same data as the PivotTable reports in the previous section of this chapter It is
15. new release of Office Some of the Office programs and components that work with Excel include the following m Microsoft MapPoint m Microsoft FrontPage m Microsoft Access I ve included the following sections to familiarize you with some of the capabilities and features available in these related Microsoft Office software programs Additionally in Chapter 12 I cover how you can embed Excel reports in a web page and edit them with Microsoft FrontPage This editing simply uses an OLE DB so the interface with Microsoft Access is the same I include this peripheral information here so that you know it exists Chapter 1 Microsoft MapPoint Microsoft MapPoint allows you to graphically represent your data on a map You can choose from many types of plotting options to display data In Fig ure 1 14 you can see how a corporate profitability report might use a Pivot Table a PivotChart and a Map object created from the MapPoint program to analyze revenue expenses and profits across its various sales offices The pie charts in the MapPoint object graphically display Revenue Expenses and Net Profit for each sales office across the country MapPoint automatically converts and reads any geographical data such as city county and country names postal codes and longitudinal latitudinal coordinates With this program you can zoom in on various locations and plot data elements individually by using unique graphical indicators such as push
16. onth l Revenue Financial Cash 7 15 000 16 000 g Check 9 Credit Card 21 000 40 Grand Total 15 000 37 000 Row area i lt n 4 gt W SD0I 1 1 12 13 15 17 18 19 12 Figure 1 1 A first view of the PivotTable After the filter is applied the report is automatically resized to show only the first three months as shown in Figure 1 4 Double click to change summary type A B E D E F Gia Monthly Revenue by State PivotTable Field List vx 3 AN bee Satis to the PivotTable 4 Estate E Average of Revenue State z henge ae 6 Month x Maryland Michigan Grand Total Honth 7 Jan 12 000 Hjrevenue a Feb 14 000 8 000 To Mar 14 500 Fal Apr 14 500 44 May 10 000 a 42 Grand Total 13 667 12 000 12 333 Lacing Row Arcola n 4 nN spon at 12 f13 15 17 18 1 9 122 Is Figure 1 2 A second view of the PivotTable showing Average Revenue by State and Month gt l 8 Chapter 1 Click to show or filter items in a field B E D E Monthly Revenue by State gt Michigan Virgina Grand Total 12 000 12 000 14 000 8 000 11 000 14 500 14 500 14 500 14 500 10 000 10 000 a 12 67 12 000 12 333 s2750 Ms pee 15 17 as 6 1 9 1 22 lt gt Figure 1 3 Clicking a drop down arrow for a field shows a list of valid items that can be filtered One of the most powerful utilities of PivotTab
17. ows how a Historical Mortgage Rate Report might look This report uses the http www freddiemac com pmms pmms30 htm link at the Freddie Mac web site Taking a First Look at Excel s Reporting Tools 15 A Ei Bil Historical Mortgage Rate Report 4 1990 1994 El 7 1994 1993 1992 1991 1990 8 Rate Pts Rate Pts Rate Pts Rate Pts Rate Pts 9 January 71 17 8 0 16 84 18 96 21 99 21 40 February 7 2 1 8 77 1 5 8 8 1 8 9 4 2 0 10 2 2A 11 March TT 17 7 5 1 6 8 9 1 9 9 5 2 1 10 3 2 1 42 April 83 1 8 7 5 1 7 89 17 95 20 10 4 21 13 May 86 1 8 7 5 1 8 8 7 1 7 9 5 2 0 10 5 2 0 14 June 84 18 74 16 5 17 96 21 102 20 15 July 8 6 1 8 7 2 1 6 8 1 1 6 9 6 2 0 10 0 2 0 16 August 85 18 71 1 5 80 17 9 2 19 10 1 20 47 September 86 18 6 9 1 5 7 9 17 9 0 1 9 10 2 2 1 18 October 8 9 1 8 6 8 1 5 8 1 1 8 8 9 1 9 10 2 2 2 19 November 92 18 7 2 1 6 83 19 8 7 1 8 10 0 2 1 20 December 9 2 1 8 7 2 1 7 8 2 1 6 8 5 1 8 9 7 1 9 21 22 Annual Average 8 4 1 8 7 3 16 84 1 7 9 3 2 0 10 1 2 1 lig M 4 wW DOL Do2 1 1 1 2 14 15 16 17 18 19 1 10 1 11 1 13 1 14 Iel Figure 1 13 A Spreadsheet report that uses a table from an intranet or Internet web page as its data source Related Office Components Some Microsoft Office programs include tools and components that can be interfaced with your Excel reports The integration among the Microsoft Office programs seems to become more feature rich and seamless with each
18. pins charts and shaded circles You can even create driving directions and calculate the distance and time it takes to travel from one location to the next Several other features useful for reporting and analysis are also included in this program and are covered in the program s user manual If this program in installed on your computer you can insert the MapPoint object into Excel using OLE DB A aie tage D e F Cis ana ea oie em IA Corporate Pro tablity Analysis EA First Year of Operations ES Seattles 3 FLO Portlan po e Tb peeks 5 San 6 Data x Francisco 7 State Revenue Expenses Net Profit fr 8 Colorado 65 000 00 31 000 00 34 000 00 pj w mS g Idaho 34 000 00 14 000 00 20 000 00 as NEON fer 10 Arizona 55 000 00 37 000 00 18 000 00 f ai w a 41 Texas 35 000 00 22 000 00 13 000 00 Houston J Nassau pale fits Bait ngne reserves e 4 _12 Montana 23 000 00 10 000 00 13 000 00 13 Tennessee 32 000 00 21 000 00 11 000 00 44 Washington 18 000 00 9500 00 8500 00 H N 7 gt 000000 15 lowa 41 000 00 33 000 00 8 000 00 P eo 00000 16 Utah 20 000 00 12 000 00 8 000 00 0 000 00 17 Indiana 12 500 00 6500 00 6 000 00 haan 18 Minnesota 17 000 00 13 000 00 4 000 00 en00000 Diet Prot BEeeces 19 New York 12 000 00 8 000 00 4 000 00 aie a Paven 20 Ohio 12 000 00 8 000 00 4 000 00 connote 21 Kansas 10 000 00 8 500 00 1 500 0
19. s created users can move fields to different locations in the report change the type of aggregation for example calculate an average amount instead of a total amount apply fil ters to determine which items in a report field are displayed and apply com plex sorts based on aggregated values or other fields in the report Using PivotTable technology report users can do the following Produce a number of different views and reports Move fields to various locations in the report Determine which fields should be displayed Aggregate numerical fields in a variety of ways Use filters to control which values in a field are displayed Drill down on numerical data to reveal the underlying data set Create multiple reports from a single PivotTable The PivotTable in Figure 1 1 shows Total Revenue by Payment Method and Type of Service Notice that State is another field in the PivotTable Field List window that is not shown in the report With a few clicks of the mouse the report can instantly be changed to instead show Average Revenue by Month and State see Figure 1 2 Do you want to display data for the first quarter only Just click the drop down arrow on Month to deselect the values Apr and May as shown in Figure 1 3 Taking a First Look at Excel s Reporting Tools 7 A B E D E F 1 Service Revenue by Payment Type Gia PivotTable Field List vx Drag items to the PivotTable Hsi 4 EJPayment method Hve of Service M
20. ts Corporate Profitability Analysis E Home H Offices H Reports H Directory H Help Da 3 E y sa Corporate Profitablity Analysis SEAT igi Office z Drag items to the PivotTable list Multiple Items Ch Revenue Expenses Profit 2 gt State Orlando 72000 47000 25000 s city Jacksonville 15000 17500 2500 a Revenue H expenses Miami 45000 34000 11000 E Profit Kansas City 10000 8500 1500 Syracuse 36000 22000 14000 New York 12000 8000 4000 Houston 62000 31000 21000 Dallas 35000 22000 13000 Austin 40000 28000 12000 t Salt Lake City 20000 12000 8000 return to Report Center x Figure 1 15 PivotTable reports can be accessed from intranet and Internet web sites Chapter 1 Microsoft Access With Microsoft Access you can create reporting systems that automatically control how and what data is displayed in a PivotTable Instead of manually dragging fields or customizing the PivotTable users can click buttons to change report views apply filters or change the report layout A sample Access Reports Management System for the Corporate Profitability example is shown in Figure 1 16 You can program Access buttons to control how data is displayed in the Piv otTable In this example the buttons are customized to apply filters and pro duce different types of report views Instead of using the typical static reports in Access you can enhance your curr
21. uires that the application be installed This can add a considerable burden to support training and software licensing costs In contrast most computers already have Excel installed and users are often familiar with the basics of how this program works m Report development time is often much faster than with competing reporting software applications Enterprise reporting tools and report development software programs can be very intricate and complex Organizations regularly hire report programmers or consultants to help develop many of their reports In contrast learning and using Excel report development tools is simple Reports can frequently be devel oped more quickly and at a lesser cost than competing report develop ment software programs and enterprise reporting tools 6 Chapter 1 m Excel reports are integrated with related Microsoft products such as FrontPage MapPoint Access Data Analyzer and SQL Server The integration among the various Office programs becomes more seamless and feature rich with each new release of Microsoft Office allowing you to develop ever more powerful and innovative reporting solutions PivotTable Reports With PivotTable reports you can interactively create and build cross tabular reports from a list of available fields These fields can be derived from another worksheet tab a SOL or Oracle database a text file an OLAP cube or some other external data source After the PivotTable shape i
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