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Excel Tables• Purpose of tables– Process data in a group– Used to facilitate calculations– Used to enhance readability of output

• Types of tables – VLOOKUP tables (tutorial #7)– Arrays for functional processing (lab only)– Visual tables (tutorial #5)– Pivot tables (tutorial #5)– What-if tables (tutorial #10)

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Visual Tables• A collection of similar data can be structured

in a range of columns and rows, representing fields and records, respectively

• Of all the tables in Excel, these are most similar to an Access table.

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Creating an Effective Structured Table

• 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

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Planning a Structured Visual Table

• Freezing a row or column keeps headings visible as you work with data in a large worksheet

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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)

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Key table features• Sorting rows by one or more columns• Filtering rows by the contents of one or more

columns• Adding data• Using the total row to calculate summary

statistics

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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 using Subtotal command– It cannot be used in an Excel table– First convert the Excel table to a range

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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

XPXPXPPivot Tables• An information visualization method.• Used for some data on a worksheet; not all.– Not great for lots of columns – must decide what

to include that would be most important for decision making.

– Must have numeric data – not good for character type of data.

• The goal is to summarize data and create information.

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Analyzing Data with PivotTables• Provide ability to “pivot” the table (rearrange,

hide, and display different category fields to provide alternative views of the data)

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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

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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

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Grouping Worksheets• Using multiple worksheets makes it easier to

group and summarize data• Worksheet groups save time and improve

consistency among worksheets–An action performed once affects multiple

worksheets• Grouped worksheets must have exact

same organization and layout (rows and columns)

XPXPXPWorking with Grouped Worksheets

• Excellent way to format and provide calculations for multiple worksheets at the same time.

• Use of “3-D” references can make calculations more effective.

• Must understand what can and can’t be grouped.

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