Benchmark Series Microsoft Excel 2013 Level 2

Benchmark Series Microsoft Excel 2013 Level 2
Chapter 3 Working with Tables and Data Features

Unit 1 Advanced Formatting, Formulas, and Data Management Chapter 3 Working with Tables and Data Features A table is a range that can be managed separately from other rows and columns in a worksheet. Data in a table can be sorted, filtered, and totaled as a separate unit. A worksheet can contain more than one table, which allows multiple groups of data to be managed separately within the same workbook. In this chapter, you will learn how to use the table feature to manage a range. You will use tools such as data validation, searching for and removing duplicate records, and converting text to a table. You will also convert a table back to a normal range and use data tools such as grouping related records and calculating subtotals. Chapter 3 Working with Tables and Data Features

Working with Tables and Data Features
Benchmark Series Microsoft Excel 2013 Level 2 Working with Tables and Data Features Quick Links to Presentation Contents Create Tables Sort and Filter a Table CHECKPOINT 1 Data Tools Convert a Table to a Normal Range Subtotal Related Data Group and Ungroup Data CHECKPOINT 2 You can navigate through this presentation while in Slide Show view. Click on an underlined content item on this slide to advance directly to the related topic slide. To return to this slide, click the Contents button located in the bottom right corner of each slide. Alternatively, you can advance through the presentation one slide at a time by clicking the Next button, which appears as a right-pointing arrow in the bottom right corner of each slide. Go back a slide by clicking the Previous button, which appears as a left-pointing arrow in the bottom right corner of each slide. Chapter 3 Working with Tables and Data Features

Create Tables Columns are called fields and are used to store a single unit of information about a person, place, or object. The first row of the table contains column headings and is called the field names row or header row. Each column heading in the table should be unique. Below the field names, the rows of data are called records. A record contains all of the field values related to one person, place, or object. A table in Excel is similar in structure to a database. Chapter 3 Working with Tables and Data Features

Create Tables - continued
Benchmark Series Microsoft Excel 2013 Level 2 Create Tables - continued To create a table: Select desired range. Click INSERT tab. Click Table button. continues on next slide… Table button To create a table in Excel, enter the data in the worksheet and then define the range as a table using the Table button in the Tables group on the INSERT tab, the Format as Table button in the Styles group on the HOME tab, or the Table button on the TABLES tab in the Quick Analysis button located at the bottom right of the selected range. Before converting a range to a table, delete any blank rows between the column headings and the data or within the data range. Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Tables - continued At Create Table dialog box, click OK. Deselect range. This slide continues from the previous slide and lists the steps to create a table. Create Table dialog box Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Tables - continued Once a table has been defined, typing new data in the row immediately below the last row of the table or in the column immediately to the right of the last column causes the table to automatically expand to include the new entries. Excel displays the AutoCorrect Options button after the table is expanded. AutoCorrect Options button Click the button to display a drop-down list with the options Undo Table AutoExpansion and Stop Automatically Expanding Tables. If you want to add data near a table without having the table expand, leave a blank column or row between the table and the new data. Typing a formula in the first record of a new table column automatically creates a calculated column. In a calculated column, Excel copies the formula from the first cell to the remaining cells in the column as soon as you enter the formula. The AutoCorrect Options button appears when Excel converts a column to a calculated column. Click the button to display the options Undo Calculated Column, Stop Automatically Creating Calculated Columns, and Control AutoCorrect Options. Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Tables - continued The contextual TABLE TOOLS DESIGN tab contains options for formatting the table. TABLE TOOLS DESIGN tab Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Tables - continued To change the Table Style options: Make desired cell active within table. Click TABLE TOOLS DESIGN tab. Click desired style in Table Styles gallery OR click More button and click desired style at drop-down gallery. drop-down gallery Apply a different visual style to the table using the Table Styles gallery. Excel provides several table styles categorized by Light, Medium, and Dark color themes. Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Tables - continued To change the table style: Make desired cell active within table. Click TABLE TOOLS DESIGN tab. Click desired option in Table Style Options group. Table Style Options group By default, Excel bands the rows within the table, which means that even-numbered rows are formatted differently from odd- numbered rows. Banding rows or columns makes it easier to read data across a row or down a column in a large table. You can remove the banding from the rows and/or add banding to the columns. Use the First Column and Last Column check boxes in the Table Style Options group to add emphasis to the first or last column in the table by formatting them differently than the rest of the table. The Header Row check box is used to show or hide the column headings row in the table. New to Excel 2013, the Filter Button check box removes the filter arrows from the header row. Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Tables - continued To add a total row: Make desired cell active within table. Click TABLE TOOLS DESIGN tab. Click Total Row check box in Table Style Options group. Click in total row in column where function will be added. Click down-pointing arrow. Click desired function. function Adding a Total row to the table causes Excel to add the word Total in the leftmost cell of a new row at the bottom of the table. A Sum function is added automatically to the last numeric column in the table. Click in a cell in the Total row to display a down-pointing arrow that you can click to display a pop-up list from which you can select a function formula. Chapter 3 Working with Tables and Data Features

Sort and Filter a Table To sort a table: Click desired filter arrow button. Click desired sort order. Click OK. sort order options By default, Excel displays a filter arrow next to each label in the table header row. Click the filter arrow to display a drop-down list with the same sort and filter options you used in Chapter 1. Chapter 3 Working with Tables and Data Features

Sort and Filter a Table - continued
Benchmark Series Microsoft Excel 2013 Level 2 Sort and Filter a Table - continued To filter a table: Click desired filter arrow button. Click desired filter options. Click OK. filter arrow button Chapter 3 Working with Tables and Data Features

CHECKPOINT 1 Benchmark Series Microsoft Excel 2013 Level 2 Columns are called this and are used to store a single unit of information. header row records tables fields Below the field names, data entered in rows are called this. header row records tables fields Answer Answer Next Question Next Question The first row of the table contains column headings and is called the field names row or this. header row records tables fields This contextual tab contains options for formatting the table. TABLE TOOLS FORMAT TABLE TOOLS DESIGN TABLE TOOLS SETUP TABLE TOOLS PAGE In Slide Show view, read Question 1 and choose the best answer. Click the Answer button to verify your response. Click the Next Question button to display Question 2. Repeat these steps for the remaining questions. After you have clicked the Answer button for Question 4, the Next Slide button will appear. Click this button to advance to the next slide. Answer Answer Next Question Next Slide Chapter 3 Working with Tables and Data Features

Data Tools The Data Tools group on the DATA tab includes features useful for working with data in tables. Data Tools group Chapter 3 Working with Tables and Data Features

Data Tools - continued To split text into multiple columns: Insert blank column(s) next to source data. Select data to be split. Click DATA tab. Click Text to Columns button. continues on next slide… Text to Columns button A worksheet in which more than one field has been entered into the same column can be separated into multiple columns using the Text to Columns feature. For example, a column that has first and last names in the same cell can be split so that the first name appears in one column and the last name appears in a separate column. Breaking up the data into separate columns better facilitates sorting and other data management tasks. Before using the Text to Columns feature, insert the number of blank columns you will need to separate the data immediately to the right of the column to be split. Next, select the column to be split and then click the Text to Columns button to start the Convert Text to Columns Wizard. The wizard contains three dialog boxes to guide you through the steps of separating the data. Chapter 3 Working with Tables and Data Features

Data Tools - continued At Convert Text to Columns Wizard - Step 1 of 3 dialog box, with Delimited selected in Choose the file type that best describes your data section, click Next button. continues on next slide… This slide continues from the previous slide and lists the steps to split text into multiple columns. At the Convert Text to Columns Wizard - Step 1 of 3 dialog box, with Delimited selected in the Choose the file type that best describes your data section, click the Next button. Convert Text to Columns Wizard - Step 1 of 3 dialog box Chapter 3 Working with Tables and Data Features

Data Tools - continued At Convert Text to Columns Wizard - Step 2 of 3 dialog box, click desired check box in Delimiters section. Click Next button. At final Convert Text to Columns Wizard dialog box, click Finish button. Deselect range. This slide continues from the previous slide and lists the steps to split text into multiple columns. At the Convert Text to Columns Wizard - Step 2 of 3 dialog box, click the Space check box in the Delimiters section and then click the Next button. The Data preview section of the dialog box updates after you click the Space check box to show the names split into two columns. Click the Finish button at the final Convert Text to Columns Wizard dialog box to accept the default General data format for both columns. Convert Text to Columns Wizard - Step 2 of 3 dialog box Chapter 3 Working with Tables and Data Features

Data Tools - continued To extract data using Flash Fill: Insert blank column(s) next to source data. Type first record. Press Enter. Start typing second record. When grayed-out text appears, press Enter. Flash Fill is a new feature added to Excel 2013 that extracts, joins, and inserts text, numbers, dates, and times. This feature is useful for organizing data that has been pasted or imported from other sources. You can join all or extract part of the contents of cells. Flash Fill analyzes adjacent columns while entering data, detects any patterns, and suggests how the rest of the column should be completed. Instead of using Text to Columns to split the client names into two columns, you could use Flash Fill. Excel recognizes first names from column D Chapter 3 Working with Tables and Data Features

Data Tools - continued To remove duplicate rows: Select desired range or make cell active in table. Click DATA tab. Click Remove Duplicates button in Data Tools group. At Remove Duplicates dialog box, select desired columns to compare. Click OK. continues on next slide… Excel can compare records within a worksheet and automatically delete duplicate rows based on the columns you select that might contain duplicate values. When you open the Remove Duplicates dialog box, shown on this slide, all columns are selected by default. If you do not want Excel to check for duplicates in every column, click the Unselect All button to remove the check marks from all of the columns, click the individual columns you want to compare, and then click OK. Remove Duplicates dialog box Chapter 3 Working with Tables and Data Features

Data Tools - continued At Microsoft Excel message box, click OK. Microsoft Excel message box This slide continues from the previous slide. When you click OK, Excel performs an automatic deletion of rows containing duplicate values. When the operation is complete, the program displays a message box informing you of the number of rows that were removed from the worksheet or table and the number of unique values that remain. Chapter 3 Working with Tables and Data Features

Data Tools - continued Consider conditionally formatting duplicate values first to view the records that will be deleted. Consider conditionally formatting duplicate values first to view the records that will be deleted. To do this, use the Duplicate Values option, which can be accessed by pointing to Highlight Cells Rules at the Conditional Formatting drop- down list. (Display the Conditional Formatting drop-down list by clicking the Conditional Formatting button in the Styles group on the HOME tab.) Excel includes the Remove Duplicates button in the Data Tools group on the DATA tab and in the Tools group on the TABLE TOOLS DESIGN tab. Click Undo to restore any duplicate rows you remove by mistake. Chapter 3 Working with Tables and Data Features

Data Tools - continued Excel’s data validation feature allows you to control the type of data that is accepted for entry in a cell. You can also set parameters that validate whether the entry is within a certain range of acceptable values, dates, times, or text length. You can also set up a list of acceptable values that display in a drop-down list when the cell is made active. Chapter 3 Working with Tables and Data Features

Data Tools - continued To create a data validation rule: Select desired range. Click DATA tab. Click Data Validation button. Specify the validation criteria in Settings tab. Click Input Message tab. continues on next slide… At the Data Validation dialog box (shown in this slide), begin by choosing the type of data that you want to validate in the Allow list box in the Settings tab. Additional list or text boxes appear in the dialog box depending on the active option in the Allow list. Settings tab Chapter 3 Working with Tables and Data Features

Data Tools - continued Type input message title and text. Click Error Alert tab. continues on next slide… Input Message tab This slide continues from the previous slide and lists the steps to create a data validation rule. As well as defining acceptable data entry parameters, you have the option of adding an input message and an error alert message to the range. You define the text that appears in these messages. The input message displays when the cell for which data validation rules apply is made active. These messages are informational in nature. Chapter 3 Working with Tables and Data Features

Data Tools - continued Select error style. Type error alert title and message text. Click OK. This slide continues from the previous slide and lists the steps to create a data validation rule. Error alerts are messages that appear if incorrect data is entered in the cell. Three styles of error alerts are available. A description and example for each type of alert are described in the table in the next slide. If an error alert message has not been defined, Excel displays the Stop error alert with a default error message of The value you entered is not valid. A user has restricted values that can be entered into this cell. Error Alert tab Chapter 3 Working with Tables and Data Features

Data Tools - continued Error Alert Icon Error Alert Style Description Stop Prevent the data from being entered into the cell. The error alert message box provides three buttons to ensure new data is entered. Warning Do not prevent the data from being entered into the cell. The error alert message box provides four buttons displayed below the prompt Continue? Information Do not prevent the data from being entered into the cell. The error alert message box provides three buttons displayed below the error message. A description and example of each type of error alert are shown in the table in this slide. Chapter 3 Working with Tables and Data Features

Convert a Table to a Normal Range
Benchmark Series Microsoft Excel 2013 Level 2 Convert a Table to a Normal Range To convert a table to a range: Make a cell active within table. Click TABLE TOOLS DESIGN tab. Click Convert to Range button. At Microsoft Excel message box, click Yes. Microsoft Excel message box A table can be converted to a normal range using the Convert to Range button in the Tools group on the TABLE TOOLS DESIGN tab. Convert a table to a range to use the Subtotal feature or if you no longer need to treat the table data as a range independent of data in the rest of the worksheet. Chapter 3 Working with Tables and Data Features

Subtotal Related Data A range of data with a column that contains multiple rows with the same field values can be grouped by those values. Subtotals can then be created for each group automatically. You can choose from a list of functions for the subtotal, such as Average or Sum, and you can also create multiple subtotal values for each group. Excel displays a new row with a summary total when the field value for the specified subtotal column changes content. A grand total is also automatically included at the bottom of the range. For example, a worksheet with multiple records with the same department name in a field can be grouped by the department names and a subtotal of a numeric field will be calculated for each department. Chapter 3 Working with Tables and Data Features

Subtotal Related Data - continued
Benchmark Series Microsoft Excel 2013 Level 2 Subtotal Related Data - continued To create subtotals: Select desired range. Click DATA tab. Click Subtotal button. continues on next slide… Prior to creating subtotals, sort the data by the fields in which you want the records grouped. In addition, make sure no blank rows exist within the range. Subtotal button Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Subtotal Related Data - continued At Subtotal dialog box, select field to group by in At each change in option box. continues on next slide… At each change in option box This slide continues from the previous slide and lists the steps to create subtotals. Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Subtotal Related Data - continued Select desired function in Use function option box. Select field(s) to subtotal in Add subtotal to list box. Click OK. Deselect range. This slide continues from the previous slide and lists the steps to create subtotals. Use function option box Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2 Subtotal Related Data - continued Excel displays the subtotals with buttons along the left side of the worksheet area used to show or hide the details for each group using Excel’s Outline feature. Show Detail button Excel can create an outline with up to eight levels. Chapter 3 Working with Tables and Data Features

Group and Ungroup Data To ungroup data by rows: Select grouped range within outlined worksheet. Click Ungroup button. At Ungroup dialog box, click OK. Use the Group and Ungroup buttons in the Outline group on the DATA tab to individually manage collapsing and expanding groups of records at the various levels. For example, in an outlined worksheet with detailed rows displayed, selecting a group of records and clicking the Ungroup button opens the Ungroup dialog box, shown in tis slide. Clicking OK with Rows selected removes the group feature applied to the selection and removes the Hide Detail button so the records remain displayed at the outline level. Selecting records that have been ungrouped and clicking the Group button reattaches the group feature to the selection and redisplays the Hide Detail button. Ungroup dialog box Chapter 3 Working with Tables and Data Features

Group and Ungroup Data - continued
Benchmark Series Microsoft Excel 2013 Level 2 Group and Ungroup Data - continued To group data by rows: Select range to be grouped within outlined worksheet. Click Group button. At Group dialog box, click OK. Selecting records that have been ungrouped and clicking the Group button reattaches the group feature to the selection and redisplays the Hide Detail button. Columns can also be grouped and ungrouped. The outline section with the level numbers and Show and Hide Detail buttons displays across the top of the worksheet area. For example, in a worksheet in which two columns are used to arrive at a formula, the source columns can be grouped and the details hidden so that only the formula column with the calculated results is displayed in an outlined worksheet. Group dialog box Chapter 3 Working with Tables and Data Features

CHECKPOINT 2 Benchmark Series Microsoft Excel 2013 Level 2 The Text to Columns button is located on this tab. HOME DATA INSERT PAGE LAYOUT The Subtotal button is located on this tab. PAGE LAYOUT INSERT HOME DATA Answer Answer Next Question Next Question This feature allows you to control the type of data that is accepted for entry in a cell. Formatting Conditional Formatting Data Validation Data Check Excel can create an outline with up to how many levels? 8 6 4 2 Answer Answer Next Question Next Slide Chapter 3 Working with Tables and Data Features

Working with Tables and Data Features
Benchmark Series Microsoft Excel 2013 Level 2 Working with Tables and Data Features Summary of Presentation Concepts Create a table in a worksheet Expand a table to include new rows and columns Add a calculated column in a table Format a table by applying table styles and table style options Add a total row to a table and add formulas to total cells Sort and filter a table Split contents of a cell into separate columns Remove duplicate records Restrict data entry by creating validation criteria Convert a table to a normal range Create subtotals in groups of related data Group and ungroup data Chapter 3 Working with Tables and Data Features

Benchmark Series Microsoft Excel 2013 Level 2

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