activedata – getting started - informationactive€¦ · web viewif you encounter a problem in...

Getting Started

This guide is for version 2.0, March 2004.

Copyright InformationActive Inc., 2004

Document v 1.21

Getting Started Guide, Copyright 2004 InformationActive Inc.

Table of Contents

1. About ActiveData for Excel.........................................................32. ActiveData Step-By-Step...........................................................4

2.1 - Loading sample data...........................................................52.2 - Examples.............................................................................6

2.2.1 Workbook........................................................................62.2.2 Sheets.............................................................................92.2.3 Rows..............................................................................122.2.4 Columns.......................................................................172.2.5 Cells...............................................................................192.2.6 Analysis.........................................................................22

3. ActiveData Tips and Tricks.......................................................244. How To Get Help.......................................................................25

4.1 The Help File........................................................................254.2 Troubleshooting...................................................................254.3 Reporting a Bug...................................................................254.4 User Forums........................................................................25

5 Additional Notes And Information..............................................265.1 ActiveData Specifications....................................................265.2 Installation...........................................................................265.3 Updates...............................................................................275.4 Uninstalling ActiveData.......................................................28


1. About ActiveData for Excel

ActiveData extends the analytical and data manipulation capability of Excel by building on its native functions and adding several new ones. ActiveData requires Excel 2000 or above.

ActiveData functions have been created to make data analysis and data manipulation simple and effective. There are over 70 functions within ActiveData that can assist you with everything from sampling to formatting. To the extent possible every care has been taken to reduce the number of clicks and steps you have to take to get your job done. The functions have been grouped into a simple and intuitive hierarchy that will make learning ActiveData straightforward and easy.

The ActiveData menu appears along the top menu of Excel next to the Data menu item. You have the choice of using the menu as is, or by adjusting your options, have ActiveData’s own menu appear on the toolbar. This is recommended because this menu will float and will activate one of ActiveData’s key navigation aids: ActiveData Shortcuts. You can also access the ActiveData menu by right clicking anywhere in an open Excel worksheet.


2. ActiveData Step-By-Step

The purpose of this Step-By-Step Tour of ActiveData is to introduce you to the range of its functions and capabilities. If you have never used ActiveData before, open Excel and click on the ActiveData menu on Excel’s main tool bar menu. You will notice the menu is broken into two main parts. The first contains the seven major areas of functions including Help. The second section aids in navigation and quick access to ActiveData functions.

The main ActiveData functions are grouped under six main headings: Workbook, Sheets, Rows, Columns, Cells and Analysis. These groups form a general hierarchy that starts with a very high level view of the Excel workbook and then moves towards the manipulation and creation of data for individual cells, finally to a highly sophisticated analytical capability.


2.1 - Loading sample data

The first step in this basic step-by-step walkthrough is to load the sample data. ActiveData comes with a sample workbook that was created to demonstrate its capabilities.

Open Excel and select ActiveData, then Workbook, then Open ActiveData Sample Workbook. The ActiveData Sample Workbook has four sheets with data and an index sheet that provides high level data for all the sheets in the book. The data sheets include: Invoices, Customers, Inventory and Salespeople.


2.2 - Examples

Once you have loaded the sample data by opening the ActiveData sample workbook, you are ready to explore ActiveData’s over 70 different functions. We have included an example for each of the groups that give you some idea of the power of ActiveData to extend Excel’s native functions.

2.2.1 Workbook

The Workbook group represents the first part of the ActiveData hierarchy. Workbook includes eight functions that allow you to manipulate data at the workbook level. You have the ability to index an existing workbook, import data from a variety of sources, perform a global search and replace across any workbook on your network, or manage your sheets with the Workbook Navigator.


To demonstrate the power of this group of functions, you can perform the following example.

Example:

i. Select the Invoices Sheetii. Select Workbook/Workbook Navigator from the

ActiveData Menu

iii. The Workbook Navigator dialog box appears and gives you the ability to manipulate sheets. You can create, hide, print, move, copy or rename sheets. You can also open, close, save or save as… workbooks.

iv. The Workbook Navigator can be set to stay always on top so it will stay open with all your Windows apps. If


you are not using Excel, close the Workbook Navigator by clicking on the X box in the top right corner.

v. You can shrink the Workbook Navigator to move it out of the way while you are working on your spreadsheet. To un-shrink the navigator, click in the area under the title bar to restore it to its full size.


2.2.2 Sheets

The second group in the ActiveData hierarchy is Sheets. The Sheets group contains eleven functions that allow you to manipulate data between single and multiple sheets. It includes: Merge Sheets, Match Sheets, Compare Sheet, Query Sheet, Split Sheet, Sort To New Sheet, Sample, Index Sheets and View.

To demonstrate this functionality of this group, perform the following example:

Example:

i. Select the Invoices Sheetii. Select Sheets/Merge Sheets from the ActiveData Menu


iii. In the Select a Sheet to Merge dialog box, choose the sheet which contains the elements you wish to merge with the existing sheet, in this case Invoices. - In the Invoices sheet you will note that while Salesperson is described by a number, there is no name to go with it. In this example we’ll merge Invoices with Salespeople to create a new sheet that includes the names of the Sales persons. - In the dialog box, select SalesPeople and click the Select button.


iv. ActiveData opens the SalesPeople sheet as well as the Merge Sheets dialog box. - In the Merge Rows Based on these Groups area, select Salesperson. - In the Merge These Columns area, select the columns you want moved to the new sheet. - In the With These From Sheet 2 area, select Name. Click Finished.

v. ActiveData creates a result sheet called “Merged Invoices” with containing all the columns selected from the previous two sheets sorted around the Salesperson Key.


2.2.3 Rows

The third group in the ActiveData menu is Rows. The Rows group provides you with over 20 functions that allow you to identify and tag data that you wish to manipulate, move or copy from sheet to sheet or delete.

To demonstrate this group of functions perform the following example:

Example:

i. Select the Invoices Sheetii. Select Rows/Tag Rows/Tag Rows By Example


iii. In the Tag By Example dialog box, select SalesPerson from the Columns To Query area. - Next in the Select Rows Where area, click on the Column equals box and select a range by clicking on the Range box.


iv. When the Select Range dialog box appears, click on the SalesPeople Sheet and select a range. - For this example, choose 1 – 5. ActiveData tags all the rows where SalesPerson is equal to 1, 2, 3, 4, or 5.- Select OK from the Select Range Dialogue - Select Finish from the Tag by Example Dialogue box and the tagged items will appear in a different colour.


v. Select Rows/Copy Tags from the ActiveData Menu

vi. ActiveData processes the copied rows and presents a Select Output Worksheet dialog box. You can select a sheet to which the copied rows can be appended. Or you can select a


New Sheet, New Book or you can Open Book to open an existing book. For the purposes of this example, select New

Sheet.

vii. ActiveData opens the New Worksheet dialog box with the default title “Tagged Items From Invoices” already inserted into the name field. You can change this or accept the default. Select Ok.

viii. ActiveData creates a result sheet called “Tagged Items From Invoices” with all the rows with results where SalesPerson is equal to 1, 2, 3, 4, or 5.


2.2.4 Columns

The next group in the ActiveData Menu is Columns. There are four main functions in this group that permit you to arrange columns within a worksheet, add a calculated column to a worksheet, split columns into two or more additional columns or determine the properties of cells within a given column.

To illustrate this group of functions, please perform the following example:

Example:

i. Select the Customer Sheetii. Select Columns/Split Columns from the ActiveData Menu


iii. In the Split Column dialog box, select ContactName from the Columns To Split area. Then in the Text Columns Only area check Split Column Into Words. Enter 2 in the Maximum Number of Words field and click Finished.

iv. ActiveData creates two columns called ContactName.Word.1 and ContactName.Word.2. The first column contains the Customer’s first name and the second column contains the Customer’s last name.


2.2.5 Cells

The next group in the ActiveData menu is Cells. The Cells group contains over 20 functions that allow you to manipulate data at the cellular level. This includes the ability to fill cells, convert cells to a variety of cases (such as all caps or proper case), move selections of data within a given sheet, or format data within a selected range of cells.

To illustrate this group, please do the following example:


Example:

i. Select the Invoices Sheetii. Select a range of cells near the top of the sheet, say A2

to D10.

iii. Select Selection Navigator from the ActiveData Menu


iv. The Selection Navigator appears with five main areas: Expand, Reduce, Nudge, Swap/Move and Set. You can specify the range you want manually through the Set area or you can do it using the Expand and Reduce arrows. Nudge will move the selection area around your sheet, while Swap/Move will take the data in your selection area and move it within the sheet. In addition to up, down, left and right arrows, there are arrows that will expand your selection to the nearest border or move the selection or data to the border.

v. For the purposes of this example, click the right arrow button in the Expand area. This will expand your range into the next column to the right. Click the left arrow in the Reduce area to contract the selection range to its original size.

vi. Next, click the down arrow in the Nudge area. You will note that the entire selection range shifts down by one row.

vii. Note: careful with the Swap/Move arrows as it will take your data and shift it around the spreadsheet.


2.2.6 Analysis

The final and most complex group of functions is located in the Analysis section. This group contains seven sophisticated analytical tools that let you summarize or group data, identify gaps, age data, perform strata-type analysis and provide descriptive statistics.

To illustrate the power of this set of functions, please perform the following example:

Example:

i. Select the Invoices Sheet


ii. Select Analysis/Group Summary from the ActiveData Menu

iii. In the Totals By Group dialog box, select SalesPerson in the Columns To Analyze section, Ascending and, Amount in Columns to Total

iv. Select Finishedv. ActiveData creates a result sheet called “Summary of

Invoices” which has three columns, Salesperson, Amount and Count. These indicate the total number of invoices per sales person and the total amount of sales per salesperson.

NOTE:

To further explore the functions of ActiveData look through the help files that provide examples for each ActiveData function.


3. ActiveData Tips and Tricks

In addition to its many functions, ActiveData also includes a number of tools to help you get where you want to be simply and quickly.

You can double click in any column header to sort the column. The first time you double click ActiveData sorts in ascending order, the next time you double click it sorts in descending order.

Right clicking anywhere in the worksheet will provide you with access to the ActiveData menu.

If you have just opened a new sheet, but wish to return to the previous sheet, you can right click anywhere in the open worksheet and select ActiveData Previous Sheet.

Right clicking on the Sheet Tabs at the bottom of the workbook will give you access to the ActiveData Open Books menu that provides a menu of all open workbooks and their sheets.

You can get quick descriptive statistics on a column of data in a worksheet by selecting it, right clicking on your mouse and selecting ActiveData Quick Stats.

Double clicking in a cell other than a column header will tag its row.

ActiveData has a shortcuts function that is a “sitemap” of each ActiveData function for ease of access. You can toggle the Short Cuts window on and off from the main ActiveData menu.

Clicking ActiveData/Help/Options takes you to the Options dialog box where you can set options that enable double click sorting, set date formats, enable automatic updating, formatting the appearance of tags, location and behaviour of ActiveData menus and the definition of user formats.

If the ActiveData dialog box disappears behind Excel you can bring it back to the foreground by clicking on the ActiveData icon on the toolbar.


4. How To Get Help

ActiveData has extensive help facilities available online, through the ActiveData menu structure and over the phone. Users with questions are urged to explore the Getting Started file, the Help Files, the ActiveData Tutorials or the User Forums. If you discover a bug or require help in troubleshooting a specific problem with ActiveData please contact us by email or by telephone.

4.1 The Help File

ActiveData’s Help file is located within the ActiveData Menu by selecting ActiveData/Help/ActiveData Help. An ActiveData Help dialog box opens that gives you help on each command, lets you walk through two tutorials and two scenarios. The Help File includes a definition for each function as well as an example of how it can be used.

4.2 Troubleshooting

If you encounter a problem in using ActiveData you should refer to the Getting Started manual and the Help Files or in particularly dire cases, email ([email protected]). In particularly difficult situations we can be contacted by phone at 613-569-4675 x 175

4.3 Reporting a Bug

If you find an unexplained result or experience a failure please contact us at [email protected] with the specific circumstances of the bug occurance.

4.4 User Forums

We have User Forums at http://www.informationactive.com/forum/. These can be used to discuss any aspect of ActiveData and report issues with the product.


http://www.informationactive.com/forum/

mailto:[email protected]

5 Additional Notes And Information

5.1 ActiveData Specifications

ActiveData is a 6 Megabyte file named adata.msi and is downloaded from the Information Active website. Double-clicking on the adata.msi file launches the install program that will create the ActiveData folder and add ActiveData functionality to your copy of Excel. The default ActiveData folder is C:\Program Files\ActiveData.

ActiveData works with Excel versions from Microsoft Office 2000 and above.

5.2 Installation

You can download ActiveData from the Information Active web site at www.informationactive.com/download-ad. A 30 day trial version is available free of charge for evaluation purposes.

Your email address is requested prior to download. Your email address is used exclusively to encourage you to register ActiveData if you find that it helps you through the day. InformationActive


http://www.informationactive.com/download-ad

retains your email address in a secure database for 45 days from initial download. If you do not register your downloaded version of ActiveData by that time, your email address is purged.

5.3 Updates

ActiveData has an online update feature that can be used manually or automatically to check the InformationActive website for the latest version of ActiveData.

To manually check for updates you can click ActiveData/Help/ActiveData Online Updates. ActiveData will look for the latest version and begin downloading it or will inform you if you have the latest version. You can also configure ActiveData’s options to automatically check the InformationActive website for updates every few days. To do this select ActiveData/Help/Options. This will open the Options dialog box. On the General tab, check the box for Automatic Updates and enter a number in the Check For Updates Every field.

ActiveData will provide updates during the 30 Day Trial period to the conclusion of the trial. Registered users of ActiveData are entitled to free updates as they become available.

5.4 Uninstalling ActiveData


Use the Control Panel’s Add/Remove Programs feature to remove ActiveData.

Please note that in order to re-install ActiveData, it must be uninstalled first.


activedata – getting started - informationactive€¦ · web viewif you encounter a problem in...

Documents