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Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts

Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts. Objectives. Explore a structured range of data Freeze rows and columns Plan and create an Excel table Rename and format an Excel table Add, edit, and delete records in an Excel table Sort data Filter data

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Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts

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  1. Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts

  2. Objectives Explore a structured range of data Freeze rows and columns Plan and create an Excel table Rename and format an Excel table Add, edit, and delete records in an Excel table Sort data Filter data Insert a Total row to summarize an Excel table Split a worksheet into two panes New Perspectives on Microsoft Excel 2010

  3. Objectives • Insert subtotals into a range of data • Use Outline buttons to show or hide details • Create and modify a PivotTable • Apply PivotTable styles and formatting • Filter and sort a PivotTable • Insert a slicer to filter a PivotTable • Group PivotTable items • Create a PivotChart New Perspectives on Microsoft Excel 2010

  4. Visual Overview New Perspectives on Microsoft Excel 2010

  5. An Excel Table New Perspectives on Microsoft Excel 2010

  6. Planning a Structured Range of Data • A collection of similar data can be structured in a range of columns and rows, representing fields and records, respectively • A structured range of data is commonly referred to as a list or table New Perspectives on Microsoft Excel 2010

  7. Planning a Structured Range of Data • Data definition table • Documentation that lists the fields to be maintained for each record and a description of the information each field will include New Perspectives on Microsoft Excel 2010

  8. Planning a Structured Range of Data • Common operations for working with data • Add, edit, and delete data in the range • Sort the data range • Filter to display only rows that meet specified criteria • Insert formulas to calculate subtotals • Create summary tables based on the data in the range (usually with PivotTables) New Perspectives on Microsoft Excel 2010

  9. Creating an Effective Structured Range of Data • Enter field names in top row of range • Use short, descriptive field names • Format field names to distinguish header row from data • Enter same kind of data for a field in each record • Separate data (including header row) from other information in the worksheet by at least one blank row and one blank column New Perspectives on Microsoft Excel 2010

  10. Planning a Structured Range of Data • Freezing a row or column keeps headings visible as you work with data in a large worksheet New Perspectives on Microsoft Excel 2010

  11. Save Time with Excel Table Features • Format quickly using a table style • Add new rows and columns that automatically expand the range • Add a Total row to calculate a summary function (SUM, AVERAGE, COUNT, MIN, MAX) • Enter a formula in a cell that is automatically copied to all other cells in the column • Create formulas that reference cells in a table by using table and column names New Perspectives on Microsoft Excel 2010

  12. Creating an Excel Table New Perspectives on Microsoft Excel 2010

  13. Creating an Excel Table • Renaming an Excel table • Default names: Table1, Table2, Table3, etc. • Descriptive names make it easier to identify a table by its content • Formatting an Excel table • Use check boxes in Table Style Options group on Design tab to remove table elements or change table’s formatting New Perspectives on Microsoft Excel 2010

  14. Maintaining Data in an Excel Table • Two ways to add records • Enter the data in first blank row below last record; sort the data to arrange the table in any order • To add a record in a specific location, insert a row within the table for the new record • Use the Find command to locate a record quickly and accurately for editing or deletion New Perspectives on Microsoft Excel 2010

  15. Sorting Data • Sort data in ascending or descending order • Use the Sort A to Z button or the Sort Z to A button to sort data quickly with one sort field New Perspectives on Microsoft Excel 2010

  16. Sorting Data • Use sort dialog box to sort multiple columns • Primary and secondary sort fields • Up to 64 sort fields possible New Perspectives on Microsoft Excel 2010

  17. Sorting Multiple Columns Using the Sort Dialog Box New Perspectives on Microsoft Excel 2010

  18. Sorting Using a Custom List • A custom list indicates sequence to order data • Four predefined custom sort lists • Two days-of-the-week custom lists • Two months-of-the-year custom lists • Can also create a custom list to sort records in a sequence you define New Perspectives on Microsoft Excel 2010

  19. Visual Overview New Perspectives on Microsoft Excel 2010

  20. Filtering Table Data New Perspectives on Microsoft Excel 2010

  21. Filtering Data • Filtering data temporarily hides any records that do not meet specified criteria • After data is filtered, it can be sorted, copied, formatted, charted, and printed New Perspectives on Microsoft Excel 2010

  22. Filtering Using One Column • Use options on AutoFilter menu to create three types of filters • By cell colors or font colors • By a specific text, number, or date filter • By selecting exact values New Perspectives on Microsoft Excel 2010

  23. Filtering Using One Column New Perspectives on Microsoft Excel 2010

  24. Filtering Using Multiple Columns • Filter by one or more of the other columns • Further restricts records that appear in a filtered table • Each additional filter is applied to currently filtered data and further reduces records that are displayed New Perspectives on Microsoft Excel 2010

  25. Filtering Data • To redisplay all data in a filtered table, clear (or remove) the filters • When one filter is cleared from a column, other filters are still applied • Selecting multiple filter Items • Uses the OR condition, which requires that only one of the selected criteria be true for a record to be displayed New Perspectives on Microsoft Excel 2010

  26. Creating Criteria Filters to Specify More Complex Criteria • Criteria filters enable you to specify various conditions in addition to those that are based on an “equals” criterion New Perspectives on Microsoft Excel 2010

  27. Filtering Data New Perspectives on Microsoft Excel 2010

  28. Using the Total Row to CalculateSummary Statistics You can calculate sum, average, count, maximum, and minimum on all columns in a table or on a filtered table in a Total row New Perspectives on Microsoft Excel 2010

  29. Using the Total Row to CalculateSummary Statistics New Perspectives on Microsoft Excel 2010

  30. Splitting Worksheet Window into Panes • Easily view data from several areas of the worksheet at the same time New Perspectives on Microsoft Excel 2010

  31. Inserting Subtotals • Subtotal command • Offers many kinds of summary information (counts, sums, averages, minimums, maximums) • Inserts a subtotal row into range for each group of data; adds grand total row below last row of data • Sort data so that records with the same value in a specified field are grouped together before usingSubtotal command • It cannot be used in an Excel table • First convert the Excel table to a range New Perspectives on Microsoft Excel 2010

  32. Inserting Subtotals New Perspectives on Microsoft Excel 2010

  33. Using the Subtotal Outline View • Control the level of detail with buttons • Level 3: Most detail • Level 2: Subtotals and grand total, but not individual records • Level 1: Only the grand total New Perspectives on Microsoft Excel 2010

  34. Visual Overview New Perspectives on Microsoft Excel 2010

  35. PivotTable and PivotChart New Perspectives on Microsoft Excel 2010

  36. Analyzing Data with PivotTables • Provide ability to “pivot” the table (rearrange, hide, and display different category fields to provide alternative views of the data) New Perspectives on Microsoft Excel 2010

  37. Analyzing Data with PivotTables • Summarize data into categories using functions (COUNT, SUM, AVERAGE, MAX, MIN) • Values fields contain summary data • Category fields group the values New Perspectives on Microsoft Excel 2010

  38. Creating a PivotTable • Use PivotTable dialog box to select data to analyze and location of the PivotTable report New Perspectives on Microsoft Excel 2010

  39. Creating a PivotTable • PivotTable Field List has two sections • Upper field list section displays names of each field; use check boxes to add fields to PivotTable • Lower layout section includes boxes for four areas in which you can place fields New Perspectives on Microsoft Excel 2010

  40. Adding Fields to a PivotTable New Perspectives on Microsoft Excel 2010

  41. Creating a PivotTable • Apply PivotTable styles by using a preset style or modifying its appearance • Formatting PivotTable values fields • Applying PivotTable styles does not change the numeric formatting New Perspectives on Microsoft Excel 2010

  42. Rearranging a PivotTable • Add, remove, and rearrange fields to change the PivotTable’s layout New Perspectives on Microsoft Excel 2010

  43. Changing PivotTable Report Layout Options • Compact report layout (default) • Places all fields from row area in a single column • Indents items from each field below outer fields • Outline report layout • Each field in row area takes a column in the PivotTable • Tabular report layout • Displays one column for each field • Leaves space for column headers New Perspectives on Microsoft Excel 2010

  44. Creating a PivotTable Add a report filter to a PivotTable to create a filtered view of the PivotTable report Filter PivotTable fields to focus on a subset of items in that field Use Expand and Collapse buttons to view fields at different levels of detail New Perspectives on Microsoft Excel 2010

  45. Creating a PivotTable • Sort a PivotTable field either by its own items or by the values in the body of the PivotTable • Expand a PivotTable by adding fields to the Values layout area • Removing a field has no effect on the underlying Excel table • Use a slicer to filter a PivotTable quickly and easily New Perspectives on Microsoft Excel 2010

  46. Using a Slicer to Filter a PivotTable New Perspectives on Microsoft Excel 2010

  47. Refreshing a PivotTable • You cannot change data directly in the PivotTable • Instead, you must edit the Excel table, and then refresh, or update, the PivotTable to reflect the updated data New Perspectives on Microsoft Excel 2010

  48. Grouping PivotTable Items • Grouping items combines dates or numeric items into larger groups so that the PivotTable can include the desired level of summarization New Perspectives on Microsoft Excel 2010

  49. Creating a PivotChart • A PivotChart allows you to interactively add, remove, filter, and refresh data fields New Perspectives on Microsoft Excel 2010

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