Contents Overview 1 Office 2000 OLAP Components 2 Using Excel PivotTables 4 Using PivotCharts 11 Lab A: Creating PivotTables and PivotCharts 14 Working with Local Cubes 20 Creating OLAP-Enabled Web Pages 24 Lab B: Working with Local Cubes and Web Pages 26 Review 29 Module 13: Using Excel as an OLAP Client BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Information in this document is subject to change without notice. The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Complying with all applicable copyright laws is the responsibility of the user. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation. 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Microsoft is listed first, followed by all other Microsoft trademarks in alphabetical order. > are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other countries. <This is where mention of specific, contractually obligated to, third party trademarks, which are added by the Copy Editor> The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Other product and company names mentioned herein may be the trademarks of their respective owners. Module 13: Using Excel as an OLAP Client iii BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Instructor Notes Microsoft ® PivotTable ® Service (PTS) is bundled with Microsoft Office 2000. PTS works not only with Microsoft SQL Server ™ 2000 Analysis Services, but also with data sources such as relational databases. Microsoft Excel 2000, a major component of Office 2000, provides powerful online analytical processing (OLAP) functionality to developers and users. This module is an overview of Excel 2000 OLAP features. It gives students the opportunity to create and manipulate the various Office 2000 OLAP interfaces. After completing this module, students will be able to: ! Understand the various Microsoft Office 2000 OLAP features. ! Create a PivotTable from an OLAP cube. ! Create PivotCharts. ! Create local cube files. ! Create a Web page containing Pivot Web components. Materials and Preparation This section lists the required materials and preparation tasks that you need to teach this module. Required Materials To teach this module, you need the following materials: ! Microsoft PowerPoint ® file 2074A_13.ppt Preparation Tasks To prepare for this module, you should: ! Read all the student materials. ! Read the instructor notes and margin notes. ! Complete the demonstration. ! Practice integrating the demonstrations with the lecture. ! Complete the labs. ! Review the Trainer Preparation presentation for this module on the Trainer Materials compact disc. ! Review any relevant white papers that are located on the Trainer Materials compact disc. Presentation: 30 Minutes Lab: 30 Minutes iv Module 13: Using Excel as an OLAP Client BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Demonstration: Creating a PivotTable The following demonstration procedures provide information that will not fit in the margin notes or is not appropriate for student notes. In this demonstration, you will learn how to create a PivotTable that connects to OLAP cubes. ! To restore a new database and define a data source 1. In Analysis Manager, right-click the server, click Restore Database, click the Look in list, click the file C:\Moc\2074A\Labfiles\L13\Module 13.CAB, click Open, click Restore, and then click Close. 2. Double-click Module 13 to expand the database. 3. Below Module 13, double-click the Data Sources folder, right-click the Module 13 data source, and then click Edit. 4. Click the Connection tab of the Data Link Properties dialog box, and then verify that localhost is selected in step 1. 5. In step 2, verify that Use Windows NT Integrated security is selected. 6. In step 3, verify that Module 13 is selected. 7. Click Test Connection and verify that the test succeeded. Click OK twice. ! To define a data source 1. Click Start, point to Programs, and then click Microsoft Excel. 2. From the empty Excel worksheet, click the Data menu, and then click PivotTable and PivotChart Report. Step1 of the PivotTable and PivotChart Report Wizard appears. 3. From the Where is the data you want to analyze pane, click External data source, and then click Next. Step 2 of the wizard appears, which contains a button to specify the external data source. 4. Click Get Data. Microsoft Query starts and the Choose Data Source dialog box opens. 5. Click the OLAP Cubes tab and then click <New Data Source> from the list. Click OK. Demonstration: 10 Minutes Module 13: Using Excel as an OLAP Client v BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY ! To define the cube 1. In the Create New Data Source dialog box, type Sales for the data source in entry 1. 2. For entry 2, click Microsoft OLE DB Provider for OLAP Services 8.0 from the list, and then click Connect The Multidimensional Connection dialog box appears. 3. Click the Analysis Server option, and type localhost in the Server box. Click Next. A list of databases defined on the Analysis Server displays. 4. From the database list, click the Module 13 database, and then click Finish. The Create New Data Source dialog box appears again. 5. For entry 4, click the Sales cube from the list. Click OK to close the dialog box. Creating an OLAP Cube data source creates a file in the Application Data\Microsoft\Queries folder for the current user. The location of the Application Data folder varies depending on the version of Microsoft Windows ® you are using, and whether Windows is set up for multiple users. The file has the name you gave to the data source, with .oqy—for OLAP Query—as the extension, and is registered with the Microsoft Excel OLAP Query file type. Double-clicking the OLAP query data source file starts Excel and creates a new PivotTable report based on that data source. 6. The Choose Data Source dialog box appears again. Click OK. 7. Step 2 of the PivotTable Wizard appears again. Click Next and then click Finish. A skeletal PivotTable report appears on the worksheet, along with a PivotTable toolbar that displays all the dimensions and measures in the cube. Note vi Module 13: Using Excel as an OLAP Client BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Other Activities Difficult Questions Below are difficult questions that students may ask you during the delivery of this module and answers to the questions. These materials delve into subjects that are within the scope of the module but are not specifically addressed in the content of the student notes. 1. Can you export an Office PivotList back to an Excel PivotTable report? Yes. To do so, click the Export To Excel toolbar button. Interestingly, if you show only selected levels in a PivotTable list and then export that list to Excel, the resulting PivotTable report will include only the selected levels. 2. Can you update the subtotal labels in a PivotTable so that they match the total of only the visible cells? Unfortunately, you cannot make the subtotals match the total of only visible cells. However, you can turn off subtotals for dimensions. 3. What happens if the PivotTable toolbar becomes small and does not include all the dimensions and measures? Click the PivotTable in the worksheet. The toolbar should return to its original state. 4. How do you retrieve the PivotTable toolbar if you accidentally close it? Right-click the Excel toolbar, and click PivotTable from the list of possible toolbars. 5. Does an Office PivotList support events? If you write Microsoft Visual Basic ® code and are familiar with creating event handlers to react to the behavior of users, you might be interested to know that an Office PivotList supports events for numerous user actions. In contrast, an Excel PivotTable report does not have any events. Module 13: Using Excel as an OLAP Client vii BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module Strategy Use the following strategy to present this module: ! Office 2000 OLAP Components Begin by defining the Office 2000 OLAP components—PivotTable Services, Excel 2000 PivotTables, Office Pivot Web control, and local cubes—and describe how each component is used to access OLAP data. ! Using Excel PivotTables In this section, you show how to create, manipulate, and format a PivotTable based on an OLAP cube. Integrate your lecture with a demonstration. First, show how to define the data source. Next, show how to use the PivotTable toolbar and how to drill down and pivot in a PivotTable. Describe how to use various methods that enhance PivotTable reports, such as filtering and refreshing. Finish the section by describing various formatting options for PivotTables. ! Using PivotCharts Explain that Excel 2000 creates PivotChart ® reports that are fully interactive and integrated with PivotTable reports. Emphasize that a PivotChart is always linked to a PivotTable. Describe the two methods of creating a PivotChart and integrate your lecture with a demonstration showing students how to create a PivotChart from an existing PivotTable report. Finish by describing some unique characteristics of PivotCharts. ! Working with Local Cubes Define local cubes as structurally complete OLAP cubes that reside on client computers. Compare and contrast local cubes and server-based cubes. Explain that you can create a local cube from either an OLAP source or a relational source. Combine your lecture with a demonstration showing how to create a local cube from an OLAP source. ! Creating OLAP Enabled-Web Pages Explain to students that Office 2000 makes it easy to create Web pages from Office documents. Describe and show how to create a Web page from a PivotTable report, combining the lecture and demonstration. Next, describe how to manipulate a PivotList—using the Field List, adding and removing items, and filtering and pivoting. Module 13: Using Excel as an OLAP Client 1 BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Overview ! Office 2000 OLAP Components ! Using Excel PivotTables ! Using PivotCharts ! Working with Local Cubes ! Creating OLAP-Enabled Web Pages Microsoft ® PivotTable ® Service (PTS) is bundled with Microsoft Office 2000. PTS works not only with Microsoft SQL Server ™ 2000 Analysis Services, but also with other data sources, such as relational databases. Microsoft Excel 2000, a major component of Office 2000, provides powerful online analytical processing (OLAP) functionality to developers and users. This module is an overview of Excel 2000 OLAP features. It gives you the opportunity to create and manipulate the various Office 2000 OLAP interfaces. After completing this module, you will be able to: ! Understand the various Office 2000 OLAP features. ! Create a PivotTable from an OLAP cube. ! Create PivotCharts. ! Create local cube files. ! Create a Web page containing Pivot Web components. Topic Objective To provide an overview of the module topics and objectives. Lead-in In this module, you will learn about the OLAP components available in Office 2000. 2 Module 13: Using Excel as an OLAP Client BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Office 2000 OLAP Components ! PivotTable Service ! Excel 2000 PivotTables ! Office Pivot Web Control ! Local Cubes Excel 2000 PivotTables are the focus of this module. Other important OLAP features exist, however, in Office 2000. This module reviews the various OLAP components of Office 2000. PivotTable Service PivotTable Service (PTS) is the mandatory client component for querying Analysis Server. While PTS is a component of Analysis Services, it is also bundled with Office 2000. PTS places OLAP functionality on every Office 2000 desktop, regardless of whether users have access to an Analysis Server. PTS has no built-in user interface. It is an invisible component that provides OLAP functionality to Excel 2000, third-party applications, and custom applications. PTS provides the OLE DB for OLAP and Microsoft ActiveX ® Data Objects (Multidimensional) (ADO MD) object interface. Because PTS communicates with relational databases, PTS provides OLAP functionality for organizations that do not use Analysis Server. You do not need to install PTS on every client computer. To provide OLAP capability in a thin-client environment that does not require much memory usage on client computers, you can install PTS on another computer that acts as a middle tier and provides OLAP access for the client computers. Topic Objective To introduce the various Office 2000 OLAP components. Lead-in These are the Office 2000 OLAP components that are discussed in this module. Delivery Tips Briefly describe each of the components and define how they are used to access OLAP data. Except for PTS, do not go into detail, because each component is covered later in the module. Tip [...].. .Module 13: Using Excel as an OLAP Client 3 Excel 2000 PivotTables In Excel 2000, PivotTables are Analysis Server-aware and, more precisely, OLE DB for OLAP- aware As a result, you use PivotTables to analyze large data sets, unlike earlier versions of Excel Note An Excel PivotTable is not the same object as PivotTable Service (PTS) However, Excel uses PTS when manipulating PivotTables... dimension and not the Employee Count measure BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY 18 Module 13: Using Excel as an OLAP Client Multiple dimensions—and multiple levels for a single dimension—can exist on a single axis 3 Drag the Sales Dollars measure button from the toolbar to the data area As soon as you add a second measure to the PivotTable report, the measures act as. .. cube from either an OLAP source or a relational database source Creating a Local Cube from an OLAP Source By using Excel 2000, you can create a local cube that uses an OLAP cube as its source To create a local cube from an OLAP source, perform the following steps: 1 Create a PivotTable based off an OLAP cube 2 From the PivotTable toolbar, click the PivotTable menu, and then click Client- Server Settings... PivotList PivotLists are similar in many respects to Excel PivotTables BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module 13: Using Excel as an OLAP Client 25 Manipulating the OLAP Control In an Excel PivotTable report, you interact frequently with dimensions and members, but not with levels Levels of a dimension appear and disappear as you show or hide detail for members... Creating PivotTables and PivotCharts, found earlier in the module Estimated time to complete this lab: 15 minutes BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module 13: Using Excel as an OLAP Client 27 Exercise 1 Creating a Local Cube In this exercise, you will create and manipulate a local cube by using the Module 13 database ! To create a local cube from an OLAP source 1 Switch... each case One option for creating local cubes is to connect to an Analysis Server by using an Excel PivotTable report, and then use the PivotTable report to create a local cube that is a subset of the server-based cube The other option is to use Microsoft Query to define a local cube BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY 22 Module 13: Using Excel as an OLAP Client. .. section, you learn how to create, manipulate, and format a PivotTable based on an Analysis Server cube BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module 13: Using Excel as an OLAP Client 5 Defining a Data Source Topic Objective To define a data source in Excel Lead-in The first time you build a PivotTable against an OLAP cube, there are many steps involved, including the definition... rowset by using standard SQL In that rowset, you can join dimension tables with the fact table, and can create calculated columns Once you define the relational rowset, you then use the Create Cube File Wizard to design dimensions, hierarchies, and measures for the cube BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY 24 Module 13: Using Excel as an OLAP Client Creating OLAP- Enabled... layout of the PivotTable is changed, the chart responds to the change, and vice versa Note Changing the chart type entails the same techniques as with normal Excel charts, and is outside the scope of this course For more information, refer to the Microsoft Excel Help BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module 13: Using Excel as an OLAP Client 13 Demonstration: Creating... local cubes derived from an Analysis Server or from a relational source This feature is available to users in two forms: ! Excel 2000 contains an interface for defining local cubes that is covered in this module ! Local cubes can be created programmatically BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY 4 Module 13: Using Excel as an OLAP Client # Using Excel PivotTables Topic . numerous user actions. In contrast, an Excel PivotTable report does not have any events. Module 13: Using Excel as an OLAP Client vii BETA MATERIALS. Other product and company names mentioned herein may be the trademarks of their respective owners. Module 13: Using Excel as an OLAP Client iii BETA