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EXCEL 2007 INTERMEDIATE TABLES & RANGES CREATING AND FORMATTING FILTERS & SORTING SUBTOTAL

Objectives Create / Define / Name an Excel table Explore the Ribbon Table Tab Add and delete records (Rows) and Fields (Columns) Add Formulas

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Excel 2007Intermediate

TABLES & RangesCreating and Formatting Filters & SortingSuBtotal1ObjectivesCreate / Define / Name an Excel tableExplore the Ribbon Table Tab Add and delete records (Rows) and Fields (Columns)Add Formulas and change column formattingSort dataSingle KeyMulti KeyCustom SortFilter dataUse the Styles options Use the Total Row to summarize a tableUse the Outline buttons to show or hide details(Subtotal is a special group function that can be done on a Range of data using the [DATA] tab, BUT CANNOT BE USED ON A TABLE!)2Structured Range of DataOne of the more common uses of Excel is to manage data It is not just a calculation tool!Using Excel, you can:Store and update dataSort dataSearch for and retrieve subsets of data (Filter)Summarize dataCreate reports and graphs3Structured Range of DataIn Excel, a collection of similar data can be structured in a range of rows and columnsEach column in the range represents a fieldEach row in the range represents a recordYou Cannot change the Excel Column Headings (A,B, C, but you can create Headings to be used with your table)4Creating Fields (columns)Keep in mind these best practicesCreate fields that require the least maintenanceEx. Hire date vs time with companyStore the smallest unit of data possibleEx. Store City, State, and Zip in separate fieldsApply a text format to fields with numerical text data (esp. if there are leading zeros)Ex. Zip Code, Social Security Number, Product code5Structured ReferencesStructured ReferencesYou can reference a specific cell or range in a table with a structured referenceUses the field names, as opposed to the cell referenceSimilar in functionality to a named cell or rangeEasy to understand:=SUM(G20:G123)=SUM(Employee[Annual Salary])66Structured ReferencesTo use a structured reference in a formula or function:Type a left bracket - [ - to open the field list for the tableDouble-click the field nameType a right bracket - ]77Structured ReferencesStructured References can also use special qualifiers to refer to special portions of the table, such as the Total Row.8

8Structured Range of Data

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Museum_00TablesRange of related data, managed separate from other data on a worksheetEasy access to data management and analysis toolsCan have multiple tables in a worksheet10Table FeaturesTable Formats and Styles (Depending on selected options, you have different STYLES for Row and Column highlighting)Adding or inserting new rows or columns automatically expands the table range.Easily add a Total Row to calculate summary statistics (Sum, Count, Average, etc)Formulas applied in one cell will automatically be applied to all cells in that field (column) no need to Copy Down!Formatting can be applied to an entire columnCan use the table and field names as a cell reference in a formula. (It looks complex when you see the formula but when using Point-and-Click it is more clear.)For Example to add a formula to find an increase the Appraised value of 10%: =DATA[[#This Row],[Appraised Value]]*0.111Creating an Excel TableHighlight / Select the range of data to be included in the table. Tables dont need column Headings but the features are more useful when they are defined.Ctrl-A is a shortcut to select a range of dataGo to the Insert tab Tables groupClick the Table buttonCtrl-T is a shortcut to create a new tableVerify the RANGE is correct and Check if the table has column headings.

12Excel will:Create a context Ribbon [Table Design] Tab Add Filter dialog commands to fields (Column Headings)

Enter a Table Name to reference the table (Optional)Creating an Excel Table

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Using a Structured TableIf you outside the table, the goes way.Click ANYWHERE on the Table to reactive the [Table Tools] and then the {Design Tab}

You may NAME the table so you can use the Table Name as a reference in formulas rather than Absolute Cell Addresses:Inserting a column or row into the table will EXTEND the Table Name RangeAdding an Adjacent Column or Row will also EXTEND the Table Name Range. (Use Resize if adding nonadjacent columns)15The Ribbon Tab GROUPS

Define or Rename a table rangeExtend the size of a Table if Nonadjacent columns or rows were added

Pivot Tables are another TopicBe Careful with REMOVE Duplicates It actually deletes rows from the Table.Convert to Range: Un-define the Table: Cell Styles will still be applied!- You must Formatting. May also cause problems with Defined Formulas16The Ribbon Tab GROUPS

External Table Data is an Advanced functionBanded Rows and Columns allow for different Color Styles to be appliedHeader Row Turns on and off the TitlesFirst and Last Column allow the MEDIUM style formatting

Total Row is a fast way to get some Summary Statistics about the table.Using the Total RowA Total row, which you can display at the end of the table, is used to calculate summary statistics for the columns in an Excel tableTotal rows can be set to display different summary statistics for each fieldTotal rows usually automatically recalculate as records are added and deleted17Using the Total RowGo to the Table Tools Design tab - Table Style Options groupClick the Total Row check box to insert a check markScroll to the end of the tableSet the desired summary function18

Navigation in a Worksheet - REVIEW Move to the right Move to the left Move a row Move to the start of the Row Move to the top of the table Move to the Last Row Move to the top Row Move to first column Move to last column, , , 19Finding and Editing RecordsGo to the [Home tab] - Editing group, click the Find & Select button, and then click FindType your search criteria in the Find what box, and then click the Find & Select buttonYou could also the Table to select certain record items.

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Exercise Table #1 Table CreationCreate a tableRenaming a tableFormatting a tableSTYLESColumn FormatsAdding a ColumnAdding and Deleting recordsAdding the TOTAL ROW2122SORTING AND FILTERINGSorting and FilteringAllows data to be viewed differently from how it was enteredKey functionality of Excel when used to manage dataSort rearranges the data in a table or range, based on the sort criteria(Any SUBTOTALS applied will be reset with a SORTFilters present the data that meets the filter criteria.Filters can be applied to multiple columnsWhen using Filters, care must be taken that you are reporting the data you really want to show!23Sorting DataYou can rearrange, or sort, the records in a table or range based on the data in one or more fields (Old Limit was 3 levels of sorting)The fields you use to order the data are called sort fieldsYou can sort data in ascending (A-Z) or descending (Z-A) order, unless using a custom list24Sorting Single ColumnsClick any cell in the column you want to sort by(You used to have to highlight the range of data you wanted to sort otherwise it would only sort that column!)Go to the Data tab Sort & Filter groupClick the desired sorting button (Sort A To Z or Sort Z To A)25

Sorting Multiple ColumnsClick any cell in a table or rangeGo to the Data tab - Sort & Filter groupClick the Multi Sort button to open the Sort dialog box

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Sorting Multiple ColumnsSet the primary sort criteriaClick the Sort by arrow and select the column heading that you want to specify as the primary sort fieldClick the Sort On arrow to select the type of dataClick the Order arrow to select the sort order 27To sort by additional columnsClick the Add Level button (additional levels are indicated by the words Then By)Click the Sort by arrow and select the column heading that you want to specify as the primary sort fieldClick the Sort On arrow to select the type of dataClick the Order arrow to select the sort orderSorting Using a Custom ListA custom list allows you to indicate the sequence in which you want data orderedUsed when you want to sort text data outside of the normal Ascending and Descending methodsCan use predefined custom lists or define your own.IE:Months: Jan, Feb, Mar, April, May, June.Days: Sun, Mon, Tues, Wed, Region: North, West, South, East, South WestCondition: Poor, Fair, Good, Excellent28Sorting Using a Custom ListGo to the Data tab - Sort & Filter group Click the Sort buttonClick the Order arrow, and then click Custom ListIn the List entries box, type each entry for the custom list, pressing the Enter key after each entryClick the Add buttonClick the OK button29Exercise # 2 Sorting Sorting by One ColumnSorting Data using Multiple ColumnsSorting using a custom list3031FILTERING

If the data range is not defined as a table and the column headings do not have the FILTER option, the FILTER Option can be turned on from the HOME tab using the dialog boxThis option is also used to CLEAR all applied filtersFilteringExcel automatically creates filters when a TABLE is createdClicking the filter arrow in a column opens the Filter menu for that fieldData can be filtered by:Cell or font colorsApply Text or Numeric Filters and conditional logicSelect specific values32Filtering (Example using Criteria)

33Filtering Using Multiple ColumnsIf you need to further restrict the records that appear in a filtered table, you can filter by additional columnsEach additional filter is applied to the currently filtered data and further reduces the records that are displayedThe Column Heading drop down option indicates if a column has been used to Sort or Filter the data.34

Creating Criteria FiltersCriteria Filters enable you to specify various more complex conditions in addition to those that are based on an equals criterionDifferent data types have different criteria that can be used in a filter35Criteria Filters and Selection Filters are mutually exclusive. You cannot mix them!Creating Criteria Filters

36Creating Criteria FiltersClick on the filter arrow of the field (column) you want to filter bySelect the filter type (usually right above the unique values list). The data type of the field will determine the type of filter availableSelect the filter operatorIf necessary, provide criteria values37Exercise #3 - FiltersFiltering by One ColumnFiltering Data using Multiple ColumnsClearing FiltersSelecting Multiple Filter Items in One ColumnCreate a NUMBER Criteria FilterCreate a TEXT Criteria Filter38Using Subtotals39Calculating Subtotals Subtotals are used to summarize a range of data in ExcelSubtotals cannot be applied to an Excel table if the data being analyzed is in a Table, it must be removed. (Design Convert to Range)The data must be sorted so it is grouped as desired BEFORE applying subtotals to do Control Breaks in the correct order:IE: City / Sex / RaceLocation / Criteria / ArtistRace / Grade / SexArtist / Location / CriteriaSex / Grade / Age

40Calculating Subtotals Sort the data by the column for which you want a subtotal FIRSTIf the data is in an Excel table, go to the Table Tools Design tab - Tools group, and click the Convert to Range buttonGo to the Data tab - Outline group, and click the Subtotal buttonClick the At each change in arrow, and then click the column that contains the group you want to subtotal41Calculating Subtotals Click the Use function arrow, and then click the summary function you want to useIn the Add subtotal to box, click the check box for each column that contains the values you want to summarizeTo calculate another category of subtotals, click the Replace current subtotals check box to remove the check mark, and then repeat the previous three stepsClick the OK button42Calculating Subtotals

43Using the Subtotal Outline ViewThe Subtotal feature also applies an outline to the data so you can control the level of detail that is displayedThe three Outline buttons at the top of the outline area (left side of the worksheet area) allow you to show or hide different levels of detail in the worksheetLevel 3 displays the most detailLevel 2 displays the subtotal rows and the grand totalLevel 1 displays only the grand total44Using the Subtotal Outline View

45Using the Subtotal for Student Grades46

NameGradeSexRaceMathEnglishScienceAverageBill7MW869275Amy7FW928188Sandy7FB979287Carol8FB727582David8MB968891This is a subset select of Student Data you have been asked to summarize.

You have been asked to Count and average subject scores and Total Average by Grade, Sex and RaceAnd now for a breakCan you name these famous Excel cells?The steak sauce cellThe dog cellThe fighter jet cellThe Irish rock group cellThe explosive cellThe vegetable juice cell

47And now for a breakThe steak sauce cellA1The dog cellK9The fighter jet cellF16The Irish rock group cellU2The explosive cellC4The vegetable juice cellV8

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