excel and sql quick tricks for merchandisers

Excel and SQL Quick Tricks for Merchandisers

Learn simple SQL queries to extract data from your SmartSite SQL tables

Excel functions to edit your data with little effort

Show and talk about real scenarios

Update your SQL tables with the updated information to eliminate manual Content work

Leah Fernelius

Software Needs for Microsoft SQL and Microsoft Excel

Microsoft SQL Server 2008 Express – Free at• http://www.microsoft.com/express/Database/ (on right side)

Enable the ability to query and update your SmartSite SQL tables

Contact Ability Support or your hosting company for connection information

Microsoft Office Excel – any current version All Excel files created will need to be saved as .XLS

http://www.microsoft.com/express/Database/



SQL Query Components

Every SQL query must have at least two components

• SELECT – control the data elements (columns) desired, such as, the item number or short description

• FROM – identify the table that contains the desired data

Narrowing criteria and functions• WHERE – narrow the desired data outcomeEqual: = Less Than: < Greater Than: >Not Equal to: <> Contains: like Doesn’t Contain: not like

Note: ‘like’ and ‘not like’ are used with the wildcard of %

Microsoft SQL Management Tools

Connect to your SQL server

Select the desired database

Common SmartSite Tables

Common SmartSite Tables

• acBrands• acGroups• acItems• acItemText• MCEcom_Order• MCEcom_ShoppingCart_

LineItems• MCEcom_User_Address

Expand ‘Tables’ to see all of the SmartSite tables

Helpful Microsoft Excel Functions

CONCATENATE: =CONCATENATE(A1,” “,B1)• Use to add data to the front, end, or put to fields together into one,

such as First Name and Last Name into one field

COUNT: =COUNT(A1:A20)• Counts the number of cells that contain numbers.

COUNTIF: =COUNTIF(B2:B25, “SmartSite”)• Counts the number of cells in a range with a single criterion.

EXACT: =EXACT(A2,B2)• Compares two text strings returning TRUE for an exact match or

FALSE if otherwise. EXACT is case-sensitive

Helpful Microsoft Excel Functions Cont.

LEFT: =LEFT(B2,3)• Returns the first character or characters in a text string. If a number is

not entered, then just the first character will be returned. If a number is entered, then the first positions for that count will be returned

LEN: =LEN(A4)• Counts the number characters in a text string

MID: =MID(A2,1,5)• Returns a specific number of characters from a text string, starting at

a defined point. The example is for cell A2, first position, return 5 characters


PROPER: =PROPER(B2)• Capitalizes the first letter in a text string and converts all other letters

to lowercase. Great for product descriptions from an OMS.

REPLACE: =REPLACE(C2,3,2,”10”)• Replaces part of a text string, based on the number of characters

specified, with the new text. C2 is the old text, 3 is the position to start at, 2 is the number of positions to remove, and “10” is the new text

RIGHT: =RIGHT(A2,4)• Returns the last character or characters in a text string. If a number is

not entered, then only the last character will be returned. If a number is entered, then the last positions for that count will be returned


SUBSTITUTE: =SUBSTITUTE(B2,”MPW”,”Mack’s”)• Substitutes new text for old text. “MPW” is the old text and “Mack’s” is

the new text

UPPER: =UPPER(C2)• Convert text from mixed or lower to all upper case

VLOOKUP: see handout available

Scenarios

Query the data in SQL

Copy the queried data into Excel

Manipulate the data in Excel using functions

Review manipulated data

Scenario One

Update Excel Data in SQL

Excel File Requirements for upload to SQL• One identifying row such as an item number, item ID or EDP • The file must contain column headings• Save the file as .xls

SQL Requirements• Permissions to write to or update the database

Update Excel Data in SQL Cont.

Log into the SQL Server with the SQL tool installed

Navigate to the desired database

Right click on the desired database selecting:

Tasks > Import Data The SQL Server Import and

Export Wizard will open


Click ‘Next’ for the screen below In the Data Source Field select Microsoft Excel


Browse to the file to be imported to update SQL

Verify the correct Excel Version displays in the drop down. • If using MS Excel 2007 be

sure the 2007 version displays

Check box marked for ‘First row has column names’

Click ‘Next’


Destination: should be defaulted to ‘SQL Server Native Client 10.0’

Server name: will be the name of the SQL server

Authentication: access information for SQL

Database: should default to the database that was clicked to start this task

Click ‘Next’


Select the radio button for ‘Copy data from one or more tables or views’

Click ‘Next’


Since the saved spreadsheet has only one sheet, check the box for ‘Sheet1$’ as shown

In the Destination cell remove the text ‘Sheet1$’ and enter the desired temp. table name


Edit Mapping: allows for the review of the Source and Destination mappings

Preview: display the data that will be imported


Edit Mapping window

Review the Source and Destination columns shown

Click ‘OK’


Preview Window

Display the data to be imported into the temp table Click ‘OK’ to close the window


After the review of the data click ‘Next’ to move to Save and Run the data

Click Next on the Save and Run the data window will start the process to import the data from Excel


Success import will result in all ‘Success’ in Status

Review data, click ‘Finish’


Close the SQL Server Import and Export Wizard

Go back to the SQL Server Management Studio window

Click on ‘New Query’

Confirm desired database is in the drop down


Write the UPDATE script to insert the data in the temp table to the desired table

Click ‘Execute’ or hit ‘F5’ on keyboard to run the script When script has run a message will appear to show how many rows were

affected Query the table to confirm data

You CAN do it! Enjoy your “new ability”!

Questions?

excel and sql quick tricks for merchandisers

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