Populating Custom Excel Spreadsheets: The Non-DDE Way

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1 Populating Custom Excel Spreadsheets: The Non-DDE Way Presented by: Winfried Jakob, SAS Administrator, Canadian Institute for Health Information, Ottawa TASS Populating Custom Excel Spreadsheets - Page 1 of 46

2 Alternate Title: Home on the Range TASS Populating Custom Excel Spreadsheets - Page 2 of 46

3 Agenda: The Goal The Ingredients The Principle The How To Simple Example Advanced Example Discussion TASS Populating Custom Excel Spreadsheets - Page 3 of 46

4 The Goal: Nice Reports in Excel TASS Populating Custom Excel Spreadsheets - Page 4 of 46

5 The Goal: Various Aspects Get SAS data into existing nicely formatted Excel spreadsheets Get the data where we want them Format the data how we want them Automate the process as much as possible Facilitate mass production TASS Populating Custom Excel Spreadsheets - Page 5 of 46

6 The Ingredients: SAS Prepared Dataset TASS Populating Custom Excel Spreadsheets - Page 6 of 46

7 The Ingredients: Excel Prepared Workbook Data Area TASS Populating Custom Excel Spreadsheets - Page 7 of 46

8 Result: SAS + Excel = Nice Report TASS Populating Custom Excel Spreadsheets - Page 8 of 46

9 The Principle: Create a report layout in Excel Define a range in Excel to receive the SAS data Bring the SAS data in shape to fit the range Load the SAS data into the range TASS Populating Custom Excel Spreadsheets - Page 9 of 46

10 The How To: Excel Part Define a range for the SAS data Definition: A range is a rectangular subset of cells in a worksheet TASS Populating Custom Excel Spreadsheets - Page 10 of 46

11 Excel: Defining a Range Step 1: Select an area Use the mouse TASS Populating Custom Excel Spreadsheets - Page 11 of 46

12 Excel: Defining a Range Step 2: Name the range (direct method) Type here and press <enter> TASS Populating Custom Excel Spreadsheets - Page 12 of 46

13 Excel: Defining a Range Step 2: Name the range (menu method) Click: Insert Name Define TASS Populating Custom Excel Spreadsheets - Page 13 of 46

14 Excel: Defining a Range Step 2: Name the range (menu method) Type here and press <enter> TASS Populating Custom Excel Spreadsheets - Page 14 of 46

15 Excel: Deleting a Range Click: Insert > Name > Define Select range name and click Delete TASS Populating Custom Excel Spreadsheets - Page 15 of 46

16 Excel: Tips First create all required worksheets Then create the ranges Do not copy worksheets with ranges For populating with SAS data, it is sufficient to have all worksheets and all ranges defined. The layout can be done later You can edit the same layout on multiple worksheets simultaneously if you first select all the worksheets with the same layout TASS Populating Custom Excel Spreadsheets - Page 16 of 46

17 The How To: SAS Part Step 1: Connect to Excel workbook Step 2: Delete the range to be populated Step 3: Populate the range Step 4: Disconnect from workbook TASS Populating Custom Excel Spreadsheets - Page 17 of 46

18 SAS Step 1: Connect to workbook Syntax for PC Files on Windows: libname workbook excel path="c:\demo\workbook.xls"; Syntax for PC Files on Unix1: libname workbook pcfiles server=pcfservername type=excel path="c:\demo\workbook.xls"; Footnote: 1) This requires a running PC File Server (ask your SAS Administrator). These LIBNAME syntax options for PC Files for Unix are site-specific: SERVER= and PORT= TASS Populating Custom Excel Spreadsheets - Page 18 of 46

19 SAS Step 2: Delete the range This step is always required. Without prior deletion, SAS will not populate the range: proc datasets library=workbook nolist; delete my_range; quit; Note: The range name is case sensitive and must match the name in Excel exactly TASS Populating Custom Excel Spreadsheets - Page 19 of 46

20 SAS Step 3: Populate the range A simple SAS datastep will do the trick: data workbook.my_range; set sasdata.facility_01_statistics; run; Note: run Steps 2 and 3 for each range that needs to be populated TASS Populating Custom Excel Spreadsheets - Page 20 of 46

21 SAS Step 4: Disconnect from workbook This step is always required. Do not forget to close the connection: libname workbook clear; * REQUIRED *; TASS Populating Custom Excel Spreadsheets - Page 21 of 46

22 Result of populating an unformatted range: Note: All data are loaded, but SAS uses one more line than originally defined, because it starts with writing the variable name in the first range row. The facility code is repeated in each line. TASS Populating Custom Excel Spreadsheets - Page 22 of 46

23 SAS: Tips SAS by default writes the variable names in the first row of a range SAS will write the variable labels if you use the dataset option DBLABEL=YES If neither variable names nor labels produce the desired results, the simple solution is to hide the first row of the range. The following examples demonstrate this approach. The less simple solution is to use overlapping ranges. TASS Populating Custom Excel Spreadsheets - Page 23 of 46

24 Simple Example: Single Facility Report This example adds some processing automation Many single facility reports can be derived automatically from the same master workbook Full-size ranges vs. minimal size ranges TASS Populating Custom Excel Spreadsheets - Page 24 of 46

25 Simple Example: Layout and Ranges Full-size Range Note: Size of range corresponds with size of data. All layout sample data will be wiped clean. TASS Populating Custom Excel Spreadsheets - Page 25 of 46

26 Simple Example: Layout and Ranges Minimal Range Note: Minimum range size is one column per variable and two rows. No layout sample data allowed under the range. TASS Populating Custom Excel Spreadsheets - Page 26 of 46

27 Simple Example: SAS code From a processing and automation point of view, it is recommended to always start with a clean copy from the master layout: data _null_; infile "C:\Demo\Template\Master - Facility 01.xls" recfm=n; input one_character_at_a_time file "C:\Demo\Template\Facility 01.xls" recfm=n; put one_character_at_a_time run; Note: There might be a better way to copy a spreadsheet But this one works, and I like it TASS Populating Custom Excel Spreadsheets - Page 27 of 46

28 Simple Example: SAS code Deletion and population of full-size range: proc datasets library=workbook nolist; delete range_full; quit; data workbook.range_full; set sasdata.facility_01_statistics; if _n_ ne 1 then facility = ""; run; TASS Populating Custom Excel Spreadsheets - Page 28 of 46

29 Simple Example: SAS code Deletion and population of minimal range: proc datasets library=workbook nolist; delete range_minimum; quit; data workbook.range_minimum; set sasdata.facility_01_statistics; if _n_ ne 1 then facility = ""; run; Note: Same code, different range name TASS Populating Custom Excel Spreadsheets - Page 29 of 46

30 Simple Example: Results Exact same report, regardless of range size: TASS Populating Custom Excel Spreadsheets - Page 30 of 46

31 Advanced Example: Five Facility Reports, one Overall Report This example demonstrates how mass production can be accomplished There will be the same report for five facilities There will be a slightly modified report for the Grand Total of all five facilities The example uses 2 slightly different layouts and 6 ranges (range_00, range_01,, range_05) A macro call will be used for each range/worksheet TASS Populating Custom Excel Spreadsheets - Page 31 of 46

32 Advanced Example: SAS Dataset TASS Populating Custom Excel Spreadsheets - Page 32 of 46

33 Advanced Example: Layout and Ranges The only layout difference between facility and overall reports is in cell B4: TASS Populating Custom Excel Spreadsheets - Page 33 of 46

34 Advanced Example: Range Loader Macro %macro range_loader(facility=); proc datasets library=workbook nolist; delete range_&facility.; quit; data workbook.range_&facility.; attrib Facility length=$7 format=$7.; set sasdata.facility_statistics; where facility in ("&facility."); if facility eq "00" then do; facility = "Overall"; if description eq "Total" then description = "Grand Total"; end; if _n_ ne 1 then facility = ""; run; %mend range_loader TASS Populating Custom Excel Spreadsheets - Page 34 of 46

35 Advanced Example: Macro Calls %range_loader(facility=00); %range_loader(facility=01); %range_loader(facility=02); %range_loader(facility=03); %range_loader(facility=04); %range_loader(facility=05); * Disconnect from workbook: *; libname workbook clear; * REQUIRED *; TASS Populating Custom Excel Spreadsheets - Page 35 of 46

36 Advanced Example Results: Overall Report TASS Populating Custom Excel Spreadsheets - Page 36 of 46

37 Advanced Example Results: Facility 01 Report TASS Populating Custom Excel Spreadsheets - Page 37 of 46

38 Advanced Example Results: Facility 02 Report TASS Populating Custom Excel Spreadsheets - Page 38 of 46

39 Advanced Example Results: Facility 03 Report TASS Populating Custom Excel Spreadsheets - Page 39 of 46

40 Advanced Example Results: Facility 04 Report TASS Populating Custom Excel Spreadsheets - Page 40 of 46

41 Advanced Example Results: Facility 05 Report TASS Populating Custom Excel Spreadsheets - Page 41 of 46

42 Discussion Biggest advantages over DDE approach: Simpler SAS code: Loads a complete dataset in one shot, no cumbersome FILE... PUT... coding. Variable names do not matter No launching of Excel required. Excel is not even needed on the machine running SAS No cryptic addressing of Excel areas by row and column Once the range names and sizes have been defined correctly, the final code can be written. Moving around of ranges does not require code changes (as long as name and size stay the same) TASS Populating Custom Excel Spreadsheets - Page 42 of 46

43 Discussion Biggest advantages over DDE approach: Simultaneous development is possible: Once the ranges have been defined correctly, the Excel file can be handed over to Excel experts for layout work. As long as the range names and sizes remain unchanged, everything will work later. Biggest disadvantage over DDE approach: Manual creation of ranges becomes problematic with large numbers TASS Populating Custom Excel Spreadsheets - Page 43 of 46

44 Highly Recommended Reading: SUGI 31 Paper by Paul A. Choate and Carol A. Martell: De-Mystifying the SAS LIBNAME Engine in Microsoft Excel: A Practical Guide SAS OnlineDoc: The LIBNAME Statement Syntax for PC Files on Windows: The LIBNAME Statement Syntax for PC Files on Unix: TASS Populating Custom Excel Spreadsheets - Page 44 of 46

45 Acknowledgements SAS and all other SAS Institute Inc. product or service names are registered trademarks or trademarks of SAS Institute Inc. in the USA and other countries. indicates USA registration. Other brand and product names are registered trademarks or trademarks of their respective companies. TASS Populating Custom Excel Spreadsheets - Page 45 of 46

46 About the presenter Winfried Jakob SAS Administrator Canadian Institute for Health Information 495 Richmond Road, Suite 600 Ottawa, Ontario K2A 4H6 Canada Phone: Fax: +1 (613) (613) TASS Populating Custom Excel Spreadsheets - Page 46 of 46

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