Extract live data from system in Excel by connecting your Excel file to the System database - Importing data from SQL in Excel

Suppose your organization records all the transactions in an SQL server database (or any other database) using an ERP  system and you need data from this system on a regular basis for your routing activities.

For e.g. you work in HR department needing information about employees like current status, department, Designation, date of joining etc very frequently and this data is stored in SQL database.

You can use Import External data feature of Excel to connect your Excel file to this SQL server database and get updated data whenever you need it just by refreshing this data with few clicks.

Followings are the steps to import data from SQL server to Excel file.

Note: Before you start, please ensure that you have read access to this database and you have Server Name, Login name & Password

There are broadly two steps involved to achieve this…

1.       Create Data Source Name (DSN)

2.       Importing data into Excel File using this DSN

1. Creating Data Source Name (DSN)

• Go to Control Panel --> Administrative Tools --> Data Sources (ODBC)
• Click Add, Select SQL Server & Click Finish
• Enter any Name for DSN and select server name and click next
• Select the authentication mode and click next (check with the database administration team for the type of access provided to you)
• Select “With Windows NT authentication using the Network login ID” if your windows login name has been granted the access
• Select “With SQL Server Authentication using a login ID and password entered by the user” if you have the login name and password.
• Select default database and click next
• Click Finish

2. Importing data into Excel file using the DSN which we have just created

• Open new Excel file and select Data --> From Other Sources (under “Get External Data”) --> From Microsoft Query

Select the DSN which we have just created (Note: You can use this same DSN for making n number of files)

Enter Password if it asks for and click OK

In next screen, Expand the Table name from which the data is required. Select the Columns which are required. Click Next.

 

 

• If you want to filter any data then apply filters on this screen. Select the field on which filter need to be applies and select the filter type. Like Date of Joining after 1-1-2011 or Designation equal to “Grade 1” etc.

• Select the sorting order if required. You can specify 3 sorting fields and select the type of sorting i.e. Ascending or Descending,  click Next

 

• Select “Return data to Excel” to finish the data. Use edit “Edit data using Microsoft Query” option for advanced query editing. (Basic MS SQL knowledge is required for advanced Query editing)
• Click Finish

• Select the cell where you need the data.

That’s it, you should get the data in the excel sheet. Now use Right click à Refresh option every time to get refreshed data….

Making Pyramid Graph for Headcount Distribution Representation

Headcount Pyramid graphs are used to graphically represent the grade/designation wise distribution of the total headcount for entire organization or for specific department or for specific project. It is like a pie chart which shows the distribution of various elements of the total. However, for parameters like headcount, Pyramid graph is more effective as compared to a pie chart (lower level headcount is expected to be more than the upper level headcount, thus forming a pyramid). Refer to the screenshot below for a typical headcount pyramid graph…

Steps to make a Headcount Pyramid Graph

• Make a table as shown below for grade wise headcount.

• Add a column to the data table and apply formula in this column to insert the negative values of the headcount. . (in the given example, the formula in cell C3 will be “=-B3”). After adding this column, the data table should look like the table given below

• Select the table and go to Insert --> Bars (under charts section) --> Cluster Bar Chart. It should insert graph as shown in the screen below

• Select and delete gridlines of the graph
• Now select Vertical category axis i.e. the grade appearing on the graph. And Click on format selection from Chart Tools --> Layout. Change the Axis labels from “Next to Axis” to “Low”. After doing this, grades label will get aligned to the left of the graph window.

• Select any of the data series and click on format selection from Chart Tools --> Layout. Change the values of “Series overlap” to 100% and “Gap Width” to 0%

• Remove Horizontal value axis and Legend (select axis press delete. Similarly select Legend and press delete)
• Change the color of Bars, so that both the bars looks identical.
• Again select Vertical category axis i.e. the grade appearing on the graph. And Click on format selection from Chart Tools --> Layout.  Go to “Line Color” tab and select “No Line” to remove the line appearing at the center of the bars

• Select “Headcount” data series and add data labels by selecting Chart tools --> Data Labels --> Outside end
• Finally do some formatting changes as required. Like Font size, border color, shadow effects etc.

That’s it.  The Headcount Pyramid is ready and it should look similar to the screen below.