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Become an Excel Power User - Connecting and Analyzing Your SharePoint Data

Become an Excel Power User - Connecting and Analyzing Your SharePoint Data. Donald Donais Minnesota SharePoint Users Group – April 2019. Donald Donais Office 365/Enterprise Collaboration Manager Husband & Father (Ages 17 & 14) Twitter: @dondonais Email: ddonais@spdrummer.net.

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Become an Excel Power User - Connecting and Analyzing Your SharePoint Data

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  1. Become an Excel Power User - Connecting and Analyzing Your SharePoint Data Donald Donais Minnesota SharePoint Users Group – April 2019

  2. Donald Donais Office 365/Enterprise Collaboration Manager Husband & Father (Ages 17 & 14) Twitter: @dondonais Email: ddonais@spdrummer.net

  3. Today’s Agenda

  4. Previous ways to extract data

  5. Export to Excel • Available with most version of SharePoint • Export list or library information including: • Contacts • Calendar • Tasks • Issues • Custom List • Discussion Board • Document Library • Exports the columns displayed in view • Creates an .iqy (query) file • Can refresh data from SharePoint to get updates • Works with 2013 to current versions of Excel

  6. Nice, but . . . • Transformation of data happens after export • Will lose transformations on refresh of data • Need to rely on calculations for data normalization • Issue with large lists not exporting correctly • Reliant on the filtered SharePoint list view • Feature requires Internet Explorer add-ins

  7. Demo Export to Excel

  8. New method to extract data

  9. Get & Transform in Excel • Newer version of Power Query • Available as add-in for Excel 2010 or 2013 • Built in for Excel 2016 and newer • Get & Transform/Power Query is also found in Power BI

  10. What does Get & Transform do? • Connect to your data source: local, in a service or cloud • Transform or shape the data to meet needs • Combine with other data sources to create a data model • Share the query with others through saving, sharing or reports

  11. Connect to Data • Connections include: • Excel or CSV files • Access, SQL Server, Oracle, MySQL, Azure database • Web sites, SharePoint lists, Facebook, Salesforce, and much more

  12. Transform & Combine • Does not change the data in the data source • Easy to change for own needs • Changing the data type • Adding a calculated column • Removing a column • Merging or appending tables . . . • Query Editor to easily transform the data • Advanced Editor available using M Language • Transformations stay when refreshing

  13. Share • Make Query available through Power BI Data Catalog • Publish to Power BI • Create reports using data • Save Excel in SharePoint or OneDrive and share • Use Excel Services to display within SharePoint

  14. Demo Connect – to SharePoint Lists Transform – data for analysis

  15. Getting data ready for display

  16. Analyzing Data Using Excel • Conditional Formatting • Built In or Custom Rules • Provide visual cues about data using color • Cell and text formatting • Color Scales • Data Bars • Icon Sets • Rules Manage

  17. Analyzing Data Using Excel • Pivot Tables/Charts • Easy way to analyze a lot of data • Consolidate based on a recurring value • Quickly add calculations and summarize data • Use Pivot Charts to quickly convey a story

  18. Analyzing Data Using Excel • Charts • Illustrate data graphically • Chart Types include: • Bar • Line • Pie • Column • Surface • Maps and 3D Maps . . . • Recommended Charts • Easy to manipulate

  19. Demo Conditional Formatting Pivot Tables Charts

  20. Displaying in SharePoint

  21. Excel Services or Excel Online • Display Excel workbook in SharePoint • Worksheets, tables, charts can be displayed • SharePoint 2010 – 2019 Need Enterprise Version • SharePoint Online uses Excel Online • Configure during Save/Save As > Browser View Options

  22. Displaying SharePoint Page • Different experience for classic vs. modern pages • SharePoint Classic - Excel Web App • Modern Page – File Viewer

  23. Demo Excel Browser Options Embedding on SharePoint Page

  24. Todays Agenda

  25. Questions

  26. Thank you! Donald Donais Twitter: @dondonais Email: ddonais@spdrummer.net

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