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Microsoft Excel 2010 ® ® Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts.

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Presentation on theme: "Microsoft Excel 2010 ® ® Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts."— Presentation transcript:

1 Microsoft Excel 2010 ® ® Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts

2 XP New Perspectives on Microsoft Excel 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

3 XP New Perspectives on Microsoft Excel 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

4 XP New Perspectives on Microsoft Excel Visual Overview

5 XP New Perspectives on Microsoft Excel An Excel Table

6 XP New Perspectives on Microsoft Excel 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

7 XP New Perspectives on Microsoft Excel 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

8 XP New Perspectives on Microsoft Excel 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)

9 XP New Perspectives on Microsoft Excel 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

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

11 XP New Perspectives on Microsoft Excel 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

12 XP New Perspectives on Microsoft Excel Creating an Excel Table

13 XP New Perspectives on Microsoft Excel 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 tables formatting

14 XP New Perspectives on Microsoft Excel 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

15 XP New Perspectives on Microsoft Excel 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

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

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

18 XP New Perspectives on Microsoft Excel 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

19 XP New Perspectives on Microsoft Excel Visual Overview

20 XP Tutorial Step New Perspectives on Microsoft Excel

21 XP New Perspectives on Microsoft Excel Filtering Table Data

22 XP New Perspectives on Microsoft Excel 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

23 XP New Perspectives on Microsoft Excel 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

24 XP New Perspectives on Microsoft Excel Filtering Using One Column

25 XP New Perspectives on Microsoft Excel 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

26 XP New Perspectives on Microsoft Excel 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

27 XP New Perspectives on Microsoft Excel 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

28 XP New Perspectives on Microsoft Excel Filtering Data

29 XP Tutorial Step New Perspectives on Microsoft Excel

30 XP New Perspectives on Microsoft Excel Using the Total Row to Calculate Summary 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

31 XP New Perspectives on Microsoft Excel Using the Total Row to Calculate Summary Statistics

32 XP New Perspectives on Microsoft Excel Splitting Worksheet Window into Panes Easily view data from several areas of the worksheet at the same time

33 XP New Perspectives on Microsoft Excel 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

34 XP New Perspectives on Microsoft Excel Inserting Subtotals

35 XP New Perspectives on Microsoft Excel 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

36 XP Tutorial Step New Perspectives on Microsoft Excel

37 XP New Perspectives on Microsoft Excel Visual Overview

38 XP New Perspectives on Microsoft Excel PivotTable and PivotChart

39 XP New Perspectives on Microsoft Excel Analyzing Data with PivotTables Provide ability to pivot the table (rearrange, hide, and display different category fields to provide alternative views of the data)

40 XP New Perspectives on Microsoft Excel 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

41 XP New Perspectives on Microsoft Excel Creating a PivotTable Use PivotTable dialog box to select data to analyze and location of the PivotTable report

42 XP New Perspectives on Microsoft Excel 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

43 XP New Perspectives on Microsoft Excel Adding Fields to a PivotTable

44 XP New Perspectives on Microsoft Excel 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

45 XP New Perspectives on Microsoft Excel Rearranging a PivotTable Add, remove, and rearrange fields to change the PivotTables layout

46 XP Tutorial Step New Perspectives on Microsoft Excel

47 XP New Perspectives on Microsoft Excel 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

48 XP New Perspectives on Microsoft Excel 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

49 XP New Perspectives on Microsoft Excel 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

50 XP Tutorial Step New Perspectives on Microsoft Excel

51 XP New Perspectives on Microsoft Excel Using a Slicer to Filter a PivotTable

52 XP Tutorial Step New Perspectives on Microsoft Excel

53 XP New Perspectives on Microsoft Excel 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

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

55 XP Tutorial Step New Perspectives on Microsoft Excel

56 XP New Perspectives on Microsoft Excel Creating a PivotChart A PivotChart allows you to interactively add, remove, filter, and refresh data fields

57 XP Tutorial Step New Perspectives on Microsoft Excel


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