2. What You See on the Screen
Key to Figure 2-1:
a. Tool Bar.
b. Analysis Bar.
c. Formatting Bar.
d. Page Axis.
e. Top Axis.
f. Left Axis.
g. Data Points.
h. Worksheet Tabs.
i. Tab Scroll Buttons.
j. Page Scroll Bar (Horizontal).
k. Page Scroll Bar (Vertical).
Key to Figure 2-2:
a. When a pointer is on a button, the button enlarges and displays its tool tip, (Conditions in this example).
b. The status bar also explains what tools are used for.
Description of "Figure 2-5 Crosstab Layout with Page Items"
Key to Figure 2-5:
a. Page Axis. In this sample it contains a single data item—Department.
b. Top Axis. This top axis contains two data items—Year and Profit.
c. Side Axis. This side axis also contains two data items—Region and City.
Key to Figure 2-6:
a. Click a cell to select it.
Key to Figure 2-7:
a. Click the row number to select the entire row.
Key to Figure 2-8:
a. Click the row marker to select the entire row on a Crosstab.
Key to Figure 2-9:
a. Click the column heading on a table to select the entire column.
Key to Figure 2-10:
a. Click the column marker to select the entire column.
Key to Figure 2-11:
a. Click this box to select all the cells in the table.
Key to Figure 2-12:
a. Click this box to select all the cells in the crosstab.
Key to Figure 2-13:
a. Click an axis item to select it.
Key to Figure 2-14:
a. On the top axis or side axis of a crosstabs the markers are horizontal or vertical.
b. On the page axis the markers are at the left side of the heading.
Key to Figure 2-15:
a. Click an axis marker to select all the items at that level on the axis. In this sample, clicking this marker selects all the City names on the Left Axis but not the Region names because they are at a different level on the axis.
b. To select the Region names you would click this marker.
Key to Figure 2-16:
a. Axis Item Markers.
b. Note that this side axis has two item markers for the two data items on that axis—Region and City.
Key to Figure 2-17:
a. Depending on the location of the axis item marker, the pointer changes to an arrow pointing up, down, or sideways.
Key to Figure 2-19:
a. Looking at the page labels, you can see that this crosstab shows data for the Video Sale Department for the Calendar Year 2000. To see data for other Departments, click the down arrow in the Department item.
b. A drop-down list shows other items available, in this case the Department Video Rentals. The check mark next to Video Sale indicates that the table currently displays the page for Video Sale data. To view data for the Department Video Rentals, select it from the list.
c. To see data for other Calendar Years, click the down arrow in the Calendar Years item. Then choose a Year from the list. You can now compare Profit revenues for different years.
Description of "Figure 2-20 Move a Column Left or Right on a Table"
Key to Figure 2-20:
a. Select a column and move the cursor to the right.
b. When mouse button is released, the column moves to the right.
Key to Figure 2-21:
a. Drag the resize pointer to the left or right to change the width column width.
b. The Department column has been resized to display the whole Department names.
Description of "Figure 2-24 Graphic Bars Added to Numeric Data"
Key to Figure 2-24:
a. The graphic bars added to the Profit SUM column show the amount visually as a colored bar. The larger the amount, the larger the graphic bar.
Key to Figure 2-26:
a. Worksheet Title.
Key to Figure 2-33:
a. Right-click menu for the Department page item.
b. Right-click menu for a Profit SUM cell item.
This chapter explains how to use the various items on the screen while you're working with Discoverer Desktop.
The topics covered in this chapter include:
2.1 The Workbook Window
The workbook window is where you will do most of your work with Discoverer Desktop. It shows the data in the workbook.
Key to Figure 2-1:
a. Tool Bar.
b. Analysis Bar.
c. Formatting Bar.
d. Page Axis.
e. Top Axis.
f. Left Axis.
g. Data Points.
h. Worksheet Tabs.
i. Tab Scroll Buttons.
j. Page Scroll Bar (Horizontal).
k. Page Scroll Bar (Vertical).
Tool Bar - Buttons help you use Discoverer Desktop's features quickly, for example, opening a new workbook, editing a worksheet, drilling data, or sorting data.
Analysis Bar - Buttons help you analyze data quickly, such as adding two sums together or finding the maximum value in a column.
Formatting Bar - Buttons format a selected item quickly, such as aligning text in a column or changing the font and background color of a column.
Clicking a button on these bars runs that button's function. The functions controlled by these buttons are also available from the menus. Note that button availability depends on the type of selected item. For example, if you select a text item, the Average button is not available because it doesn't make sense to find the average of text.
Also notice that when you put the cursor on a button, it enlarges and displays a small tool tip that tells you what the button is for. Text on the status bar shows a slightly expanded version of the explanation.
Key to Figure 2-2:
a. When a pointer is on a button, the button enlarges and displays its tool tip, (Conditions in this example).
b. The status bar also explains what tools are used for.
Axis Items - The page axis, top axis, and left axis on the workbook window represent the data in your database that have a relatively few, discrete values associated with them.
Typical axis items are Sales Regions, Cities, Year, Company Department, Product Name, Salesperson Name, and so on. Sales Region, for example, usually has only a few values associated with it: North, South, Central, West.
Axis items represent data that you can pivot on a crosstab worksheet or that can be column headings on a table. Another way of thinking about axis items is that they are the items that would appear on the axes of a graph. When creating a new worksheet, you identify the data that become axis items.
Data Points - The data points of a table or crosstab are the data in the ÒbodyÓ of the worksheet. Data points are the data that you want to use for analysis purposes or to see listed on a table. On a crosstab worksheet, the data is almost always numerical, such as monthly profits or sales amounts by product. Table worksheets, on the other hand, are better for listing text and numeric information. Mailing lists of customers or product part number lists are typical table worksheets.
Worksheet Tabs - Click to open or view the various worksheets in the workbook. If you've already opened the worksheet, it appears right away. If you haven't opened the worksheet yet, Discoverer Desktop gets it from the business area and then displays it. You can rename these tabs.
2.2 The Four Types of Display
- Table and Page-Detail Table
- Crosstab and Page-Detail Crosstab
2.2.1 Table Layout
The most familiar layout for data, a table, lists data in rows and columns. Typical data for tables includes lists, such as a mailing list of customers sorted by zip code or customer name, lists of income or profit from various departments, lists of products sorted by part number or part name, and so on.
Here is a sample of a table layout on the workbook window. As you can see, it is essentially a listing of data.
2.2.1.1 Table Layout with Page Details
A table layout with page details is a table with multiple pages of data, where each page shows various portions of the data in detail. You set the criteria for displaying portions of data in order to see exactly what you want on each page. Usually you use this type of layout to study data details in a specific, recurring way. For example, in the Video Store data you may always want to see monthly profits per region. In that case, each page would show one region's profits each month.
2.2.2 Crosstab Layout
A crosstab, short for cross-tabulation, relates two different sets of data and summarizes their interrelationship in terms of a third set of data. For example, a typical crosstab for a chain of retail business stores might show the monthly total sales by products by store. In other words, there are three sets of original data: each store name, product type, and total sales amounts. The store name and product type are axes of the crosstab as rows and columns. Each row and column intersection shows the data points, in this case the total sales for a store and product type.
Every crosstab has at least three dimensions of data—rows, columns, and data points. But in Discoverer Desktop, crosstabs can show the interrelationships between many dimensions of data on the various axes. A crosstab layout has three axes: side axis, top axis and page axis. Because each axis can hold several data items, a crosstab can display many dimensions of data.
For example, the following figure is a sample crosstab that shows five dimensions of data: regions and city names, year, department (video rentals and video sales) and the total profit. In this example, the data points (that is, the intersections, or cells on the crosstab) are the sums for total profit. The next page of data would show the same type of data, except for the next department, which is Video Sale.
Figure 2-5 Crosstab Layout with Page Items
Description of "Figure 2-5 Crosstab Layout with Page Items"
Key to Figure 2-5:
a. Page Axis. In this sample it contains a single data item—Department.
b. Top Axis. This top axis contains two data items—Year and Profit.
c. Side Axis. This side axis also contains two data items—Region and City.
2.2.2.1 Page Detail Crosstab Layout
A page detail crosstab layout is a crosstab with multiple pages of data, so you can group the data on separate pages. You set the criteria for displaying portions of data in order to see exactly what you want on each page, (see Figure 2-5).
2.2.2.2 A Note About Crosstabs
One of the most powerful features of crosstabs is that they can uncover subtleties in the data that are not readily apparent from a table of data or from the raw data itself. By relating one group of data to another, for example, you might find that your best salesperson in terms of volume isn't the best in terms of efficiency (sales calls versus deals closed). Or that the return on investment at one store may be higher in a percentage sense than at another store that posts a higher profit.
A word of caution—used incorrectly, crosstabs can show relationships between two sets of numbers when, in fact, there is no meaningful correlation between them at all. For example, it is a well-known observation that the rise and fall of stock prices on the New York Stock Exchange seems to correlate with the length of women's hemlines—miniskirts during booms, maxiskirts during recessions. The correlation seems to exist, but no one knows why. The same can be true with crosstab numbers; a relationship seems to exist but it may not be valid. The point is simply this: As with the women's skirts, you have to know what's being covered before the crosstab relationships make sense.
2.3 Selecting Sections of a Worksheet
You can select axis items, columns, rows, and individual cells on a worksheet by clicking on the appropriate elements.
By selecting sections on a worksheet you can assign various features to the sections. For example, to boldface the data in a column, you select any cell that column first.
Hint: You can select several portions of a worksheet at a time by holding down the Shift key while clicking (Shift-click).
Key to Figure 2-6:
a. Click a cell to select it.
To select a row, click the row number or row marker (Figure 2-8). You can also click the cells at the beginning or the end of the row and drag the pointer across the rest of the cells in the row.
Highlighting indicates all the cells in the row are selected. Notice that the first cell is outlined, consistent with selecting on a spreadsheet.
Key to Figure 2-7:
a. Click the row number to select the entire row.
Key to Figure 2-8:
a. Click the row marker to select the entire row on a Crosstab.
To select a column, click the column heading on a table (Figure 2-9) or the column marker on a crosstab (Figure 2-10). You can also click on the cells at the top or bottom of the row and drag the pointer down over the rest of the cells in the column.
Highlighting indicates all the cells in the column are selected. As in a selected row, the first selected cell on the table or crosstab is outlined instead of highlighted.
Key to Figure 2-9:
a. Click the column heading on a table to select the entire column.
Key to Figure 2-10:
a. Click the column marker to select the entire column.
- On a table, click the box at the top of the row numbers (Figure 2-11).
- On a crosstab, click the small box at the top corner of the rows and columns (Figure 2-12).
Key to Figure 2-11:
a. Click this box to select all the cells in the table.
Key to Figure 2-12:
a. Click this box to select all the cells in the crosstab.
Key to Figure 2-13:
a. Click an axis item to select it.
To select all the items at one level on an axis, click an axis item marker. These markers are either horizontal or vertical depending on the axis where the item is located. See Section 2.3.1, "About the Axis Item Markers" for more about item markers.
Key to Figure 2-14:
a. On the top axis or side axis of a crosstabs the markers are horizontal or vertical.
b. On the page axis the markers are at the left side of the heading.
Key to Figure 2-15:
a. Click an axis marker to select all the items at that level on the axis. In this sample, clicking this marker selects all the City names on the Left Axis but not the Region names because they are at a different level on the axis.
b. To select the Region names you would click this marker.
2.3.1 About the Axis Item Markers
An axis item marker pertains to one level of data on the axis. For example, Region is at a higher level than Cities (because the Regions contain the Cities). When you click an axis item marker it selects all the items at that level.
Tables and crosstabs can have several axis item markers. Items on the side axis have their axis markers at the top of the axis. Items on the top axis or page axis have their markers to the left of the item. The number of markers on a crosstab indicates how many levels of items in the axes (which is another way of saying how many ÒdimensionsÓ of data the crosstabs displays).
Key to Figure 2-16:
a. Axis Item Markers.
b. Note that this side axis has two item markers for the two data items on that axis—Region and City.
2.3.2 Selecting Axis Item Markers
When you put the pointer on an axis item, it changes to an arrow, indicating the marker is selected. On a crosstab, a small note shows you the name of the data item for the selected marker. Typically you use an axis marker to pivot data from one axis to another. See Section 4.1, "Pivoting Data" for details about pivoting.
Key to Figure 2-17:
a. Depending on the location of the axis item marker, the pointer changes to an arrow pointing up, down, or sideways.
2.4 Seeing the Next Page of Data
When the page axis contains data, the table or crosstab displays one page of data at a time. A page displays all of the data for a particular data item, such as the profits from Video Rentals for 1996.
To see another page of data on a table or crosstab:
- Click the down arrow next to the data you want to see.
Key to Figure 2-18:
a. Click the down arrow to select the next page of data for the particular data item. A drop-down list appears showing the pages available for that data item. A checkmark indicates the current page being displayed on the table or crosstab. - Select the page that you want to see next from the drop-down menu.
In the following figure, the page axis has two data items—Department and Calendar Year. The Calendar Year data covers 1998, 1999, and 2000; the Department data has two departments—Video Sale and Video Rental. Therefore, in combination, the crosstab has a total of six pages of data:
1. 1998 Video Sale 2. 1999 Video Sale 3. 2000 Video Sale 4. 1998 Video Rental 5. 1999 Video Rental 6. 2000 Video Rental
Key to Figure 2-19:
a. Looking at the page labels, you can see that this crosstab shows data for the Video Sale Department for the Calendar Year 2000. To see data for other Departments, click the down arrow in the Department item.
b. A drop-down list shows other items available, in this case the Department Video Rentals. The check mark next to Video Sale indicates that the table currently displays the page for Video Sale data. To view data for the Department Video Rentals, select it from the list.
c. To see data for other Calendar Years, click the down arrow in the Calendar Years item. Then choose a Year from the list. You can now compare Profit revenues for different years.
2.5 Formatting a Worksheet
Part of a Database Administrator's responsibility when designing workbooks is to format each worksheet. Text fonts, background colors, column names, and so forth are all part of the default format set up by the Database Administrator. However, you can reformat a worksheet. The following sections describe how to do this.
2.5.1 Rearranging the Columns on Tables
On a table you can move columns from left to right. You can also move columns from the body of a table to the page axis. This is known as pivoting (see Section 4.1, "Pivoting Data" for more information).
To move a table column to the left or right:
- Select the column heading of the column to move.
- Drag the column in the direction you want to move it.
- Release the mouse button when you reach the new position.Hint: To make the selected column the first or last one in the table, drag the pointer to the leftmost or rightmost column. See Figure 2-20 for an example.
Figure 2-20 Move a Column Left or Right on a Table
Description of "Figure 2-20 Move a Column Left or Right on a Table"
Key to Figure 2-20:
a. Select a column and move the cursor to the right.
b. When mouse button is released, the column moves to the right.
2.5.2 Resizing Columns
You can enlarge or reduce the size of each column by dragging the column's right-hand edge to the right or left.
Dragging the column edges is relatively imprecise, but is quick and usually sufficient for working on the screen. If you want to resize columns precisely (for example, for printing purposes or to create a report), use the Format menu.
To resize a column by dragging its edge:
- Put the pointer on the right-hand edge of the column header. The pointer changes to a resize pointer.
- Hold down the mouse button and drag to the right or left.
Key to Figure 2-21:
a. Drag the resize pointer to the left or right to change the width column width.
b. The Department column has been resized to display the whole Department names.
When decreasing the size of a column that contains text data, click the Text Wrap button. This ensures that text too long to fit on one line in the new column width, will be displayed with multiple lines so all text remains visible. See Section 2.5.3.2, "Reformatting a Column Heading on a Table" for the steps to make a column wrap its text.
To resize columns with the Format menu:
- Select the column(s) to resize.
-
The Column Width dialog box appears.
- Enter a number for the width of the column. The number sets the width of the column in characters.
2.5.3 Formatting Headings, Data, and Titles
The steps to reformat column headings are slightly different for tables and crosstabs as explained in the following sections.
2.5.3.1 Editing Column Header Text
You use the Item Properties dialog box to edit the text of column headings.
To edit column header text:
- Select the column header, page item, or item handle.
- Choose Edit | Item Properties.To use the right mouse button pop up menu, double-click on a column header or click on the column header, page item, or item handle in a crosstab. Then choose Item Properties from the menu.The Item Properties dialog box appears.
- Enter a new heading and click OK.
2.5.3.2 Reformatting a Column Heading on a Table
To reformat column headings on a table:
- Select the column heading. To change the formats of several columns at the same time, Shift-click or Ctrl-click to select them.
-
The Format Heading dialog box appears.
Key to Figure 2-23:
a. Click these tabs to display the various formatting options. - Click the tabs across the top of the dialog box and select the options for reformatting the heading(s).
Note:The tabs you see in this dialog box may differ, depending on the type of data in the column. For example, a column for text will have a tab named Text, while a column for dates will have a tab named Date so you can select specific formatting for the specific data type.Font—Select the font, style, size, and color for the column heading text. In the example above, the text is Arial, Bold, 11 point and yellow. Click a color on the color palette to set the text to that color.Alignment—Select the options to align the text in the column heading in both the horizontal and vertical directions. The example above shows text that is both left and top aligned. The horizontal alignment option Wrap Text means a column heading automatically extends to the next line, in case the text is too long to fit on a single line. - Click Apply to apply the new formats so you can see how they look.
2.5.3.3 Reformatting a Column Heading on a Crosstab
When formatting a column heading on a crosstab, all of the headings at the same level will also be reformatted because a column heading represents the same data. For example, Year:1995 and Year:1996 both represent the data item, Year. You cannot reformat a single column heading on a crosstab if there are other columns at the same level.
To reformat a column heading on a crosstab:
- Select a column heading. All column headings at that level receive the formatting.
- Choose Format | Headings and now format the headings the same way you do for a table (see Section 2.5.3.2, "Reformatting a Column Heading on a Table").
Note: Unlike tables, you can use the formatting buttons on the formatting bar to reformat column heading on crosstabs. For example, to change the format of the Year columns on the sample crosstab, select either Year column, click a formatting button, and the both columns are reformatted. Figure 2-1 shows the formatting bar.
2.5.3.4 Reformatting Data
When reformatting data in a table or crosstab, you can use the workbook menu or the formatting buttons on the formatting bar. Figure 2-1 shows the formatting bar.
- Select a column heading to reformat the data in that column. You can also Shift-click to reformat the data in multiple columns.
- Select a column heading or any cell in the column. You can also Shift-click to reformat the data in multiple columns.To reformat all of the data in a crosstab at the same time, select the entire crosstab. Page items will not be formatted unless you select them.
- Choose Format | Data and select options from the Format Data dialog box.
2.5.3.5 Adding Bars to Numeric Data
You can add graphic bars to numeric data in tables or crosstabs to provide a quick visual comparison of the relative amounts displayed. Here is an example:
Figure 2-24 Graphic Bars Added to Numeric Data
Description of "Figure 2-24 Graphic Bars Added to Numeric Data"
Key to Figure 2-24:
a. The graphic bars added to the Profit SUM column show the amount visually as a colored bar. The larger the amount, the larger the graphic bar.
To add graphic bars to numbers:
- Select a column heading with numeric data, or any cell in the column.
-
Key to Figure 2-25:
a. Select the Show Graphics Bars check box.
2.5.4 Formatting a Worksheet Title
Key to Figure 2-26:
a. Worksheet Title.
A special editing feature lets you insert text codes that automatically add certain types of data to the title. These text codes are particularly helpful when printing a worksheet. For more information, see Section 2.5.4.1, "Adding Text Variables to Titles".
Discoverer Desktop also has a special function so you can put a bitmap image in the title. For example, your company logo as the background for the worksheet title is useful when printing copies of worksheets for external distribution. For more information, see Section 2.5.4.2, "Adding Bitmaps to Titles".
To reformat a worksheet title:
-
The Edit Title dialog box appears:
Key to Figure 2-27:
a. Text style and alignment options.
b. Text color and background color icons. - Select the text options such as the font, size, and alignment to format the title.
-
Note: As you select options, the sample in the dialog box changes to show the effects of your choices.
- Click OK when the formatting is complete.
You can also edit formats of a title by choosing Format | Sheet | Title and selecting options from the Format Title dialog box. Those options are the same as shown inFigure 2-23.
- Click in the title where you want to add text, or select a portion of the title to change it.Figure 2-28 shows a section of text that has been selected:
Key to Figure 2-28:
a. Selected text. - Type the new text.
2.5.4.1 Adding Text Variables to Titles
Text Codes contain Workbook information such as the current date and time, the name of the workbook where the worksheet is located, or the number of pages. Once inserted, they are automatically updated when Workbook details change.
To add text code to the title of the worksheet:
- Click in the title where you want to add a text variable.To add it on the next line under the title, put the pointer at the end of the title and press Return.
- Click the Insert button.The Insert menu shows the text codes that you can insert in the title:
- Select the text code from the menu.The code is added at the pointer location in the title. Note that the text code begins with an ampersand (&); the ampersand is a programming character and does not appear in the title.Figure 2-30 shows a text code example.
Key to Figure 2-30:
a. This example shows the date code inserted at the end of the title.
b. Here is the Worksheet title with the current date added to the end of the title.
2.5.4.2 Adding Bitmaps to Titles
A bitmap image can be the background of a worksheet title. For example, you can insert a bitmap of your company logo.
To add a bitmap to the title:
-
The Edit Title dialog box appears:
-
Figure 2-31 Bitmap Page for Edit Title Dialog Box
Description of "Figure 2-31 Bitmap Page for Edit Title Dialog Box" - Click the Browse button.An Open dialog box appears.
- Find the bitmap file that you want to use and click Open.The bitmap appears with the title. For example, in Figure 2-32, the file Disco.bmp has been defined as the bitmap graphic.
Figure 2-32 Bitmap Page with a bitmap graphic (Disco.bmp) file defined
Description of "Figure 2-32 Bitmap Page with a bitmap graphic (Disco.bmp) file defined"
Key to Figure 2-32:
a. The bitmap file location and filename.
b. Bitmap alignment options.
c. The graphics file Disco.bmp displayed as part of the Worksheet title. - When the bitmap is properly displayed in the title, click OK. The bitmap is added to the title on the worksheet.
Note:Bitmaps are saved in the database along with the Workbook. If Discoverer Desktop cannot find the original bitmap file, it uses the bitmap stored in the database.
2.5.5 Renaming a Worksheet
A worksheet's name appears in the worksheet tabs at the lower left of the Workbook windows. See Figure 2-1, "The Workbook Window" as an example.
To rename a worksheet:
-
The Rename Sheet dialog box appears and shows the sheet's current name.
Note:You can also double-click on a Worksheet's name tab to display the Rename Sheet dialog. - Type a new name for the sheet and click OK.
2.6 Some Helpful Shortcuts
In addition to the tool bars and other buttons on the window, Discoverer Desktop has built-in shortcuts to help you work more efficiently.
2.6.1 Right Mouse Support
Clicking the right mouse button when the pointer is on various features of the window produces a pop-up menu with context-sensitive commands specific to that feature. This shortcut helps you choose commands quickly without having to use the menus.
Figure 2-33 shows samples of right-click menus. There are many others for the other features.
Key to Figure 2-33:
a. Right-click menu for the Department page item.
b. Right-click menu for a Profit SUM cell item.
2.6.2 Resizing Windows
Many of Discoverer Desktop's windows can be resized horizontally or vertically. You may find a more appropriate size better for your particular computer monitor.
To resize a window:
- Put the pointer on an edge of the window.The pointer becomes a horizontal or vertical arrow. In Figure 2-34 below, the pointer is horizontal arrow, used to change the width of the dialog box.
Key to Figure 2-34:
a. Horizontal resize arrow at the edge of the dialog box. - Drag the pointer to adjust the width of the dialog box.When the pointer is on the side edge, drag it to the left or right. When the pointer is on the top or bottom edge, drag it up or down.The window will be the selected size from now on.
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