1. Chapter 6 Creating, Sorting, and Querying a Table
Microsoft Excel 2013
Chapter 6
Creating, Sorting, and
Querying a Table

2. Objectives Create and manipulate a table Delete duplicate records
Add calculated columns to a table with structured references
Use the VLOOKUP function to look up a value in a table
Use icon sets with conditional formatting
Insert a total row
Sort a table based on one field or multiple fields
Creating, Sorting, and Querying a Table

3. Objectives Sort, query, and search a table using AutoFilter
Remove filters
Create criteria and extract ranges
Apply database functions, such as SUMIF and COUNTIF
Use the MATCH and INDEX functions to look up a value in a table
Display automatic subtotals
Use outline features to group, hide, and unhide data
Creating, Sorting, and Querying a Table

4. Project – Coastal Realty Agent Commission Table
Creating, Sorting, and Querying a Table

5. Creating a Table
A table, also called a database, is an organized collection of data
The data related to each person or item is called a record, and the individual data items that make up a record are called fields
When creating a table in Excel, you should not enter more than one table per worksheet.
Creating, Sorting, and Querying a Table

6. Formatting a Range as a Table
Creating, Sorting, and Querying a Table

7. Formatting a Table
Row banding causes adjacent rows to have different formatting so that each row in the table is distinguished from surrounding rows
Creating, Sorting, and Querying a Table

8. Using a LOOKUP Table
Excel contains functions that allow you to search for values in a secondary, or lookup table.
Creating, Sorting, and Querying a Table

9. Using a LOOKUP Table
The two most widely used lookup functions are HLOOKUP and VLOOKUP
Both functions look up a value in a lookup table and return a corresponding value from the table to the cell containing the function
The HLOOKUP function is used when the table direction is horizontal, or across the worksheet
The VLOOKUP function is used when a table direction is vertical, or down the worksheet
Creating, Sorting, and Querying a Table

10. Adding Conditional Formatting
Conditional Formatting allows you to create rules that change the formatting of a cell or range of cells based on the value of a particular cell
Excel includes five types of conditional formats: highlight, top and bottom rules, data bars, color scales, and icon sets.
Creating, Sorting, and Querying a Table

11. The Conditional Formatting Rules Manager
The Conditional Formatting Rules Manager dialog box allows you to view all of the rules for the current selection or for an entire worksheet and change the order in which the rules are applied to a cell or range
Creating, Sorting, and Querying a Table

12. Inserting a Total Row
The Total Row check box, found in the Table Tools Design tab, allows you to insert a total row at the bottom of the table
The default setting creates a total in the column, however, total rows display a button beside each cell to create other totals and functions
Creating, Sorting, and Querying a Table

13. Inserting a Total Row
Creating, Sorting, and Querying a Table

14. Sorting a Table in Ascending Sequence
Arranging records in a specific sequence is called sorting
Data is in ascending order if it is sorted from lowest to highest, earliest to most recent, or alphabetically from A to Z
Creating, Sorting, and Querying a Table

15. Sorting a Table in Descending Sequence
Data is in descending order if it is sorted from highest to lowest, most recent to earliest, or alphabetically from Z to A
Creating, Sorting, and Querying a Table

16. Custom Sorting a Table
If the column you choose to sort includes numeric data, then the Sort & Filter menu would show the ‘Sort Smallest to Largest’ and ‘Sort Largest to Smallest’ commands instead of the ‘Sort A to Z’ and ‘Sort to A’ commands
Creating, Sorting, and Querying a Table

17. Sorting a Table Using AutoFilter
When you first create a table, Excel automatically enables AutoFilter, a method to sort, query, and filter the records in the table
Filter buttons appear to the right of the column headings
Clicking a button displays the filter menu for the column with various commands and a list of all items in the field
Creating, Sorting, and Querying a Table

18. Querying a Table Using AutoFilter
The process of filtering activity based on one or more filter criteria is called a query
You can apply more than one filter at a time
When you apply a second filter criterion, Excel adds it to the first and now each record must pass two tests to appear as part of the final subset of the table
Creating, Sorting, and Querying a Table

19. Searching a Table Using AutoFilter
You can search a table using wildcard characters
In the Search box, you can type a ? (question mark) to represent any single character
For example, type answer? to display results such as answer1, answer2, and answer3
Another way to search includes using an * (asterisk) to represent a series of characters
For example, type *drive* to display results such as flash drives, CD-R drive, and drivers
Creating, Sorting, and Querying a Table

20. Querying Using a Criteria Range
Another advanced filter technique called a criteria range manipulates records that pass comparison criteria
Like a custom filter, a criteria range compares entered data with a list or table, based on column headings and then extracts those records
Creating, Sorting, and Querying a Table

21. Querying Using a Criteria Range
Creating, Sorting, and Querying a Table

22. Extracting Records
You also can create an extract range in which Excel copies the records that meet the comparison criteria in the criteria range to another part of the worksheet
Extracting records allows you to pull data from a table so that you can analyze or manipulate the data further
Creating, Sorting, and Querying a Table

23. Extracting Records
Creating, Sorting, and Querying a Table

24. Different Comparison Criteria
If the criteria range contains a blank row, it means that no comparison criteria have been defined. Thus, all records in the table pass the test and will be displayed.
If you want an OR operator in the same field, your criteria range must contain two (or more) data rows. Enter the criteria data on separate rows. Records that pass either comparison criterion will be displayed.
If you want an AND operator in the same field name, you must add a column in the criteria range and duplicate the column heading.
If you want an OR operator on two different fields, your criteria range must contain two (or more) data rows. Enter the criteria for each field on a separate row. Records will display that pass either comparison criterion.
When the comparison criteria below different field names are in the same row, then records pass the test only if they pass all the comparison criteria. If the comparison criteria for the field names are in different rows, then the records must pass only one of the tests.
Creating, Sorting, and Querying a Table

25. Using the DAVERAGE and DCOUNT Database Functions
The DAVERAGE function finds the average of numbers in a table field that pass a test
The DCOUNT function will count the number of numeric entries in a table field that pass a test
With the desired cell selected, type the DAVERAGE function or DCOUNT function
Ex: =daverage(a8:j21, “Experience”,o2:o3)
Ex: =dcount (a8:j21, “Experience” q2:q3)
Creating, Sorting, and Querying a Table

26. Using the SUMIF Function
The SUMIF function sums values in a range only if they meet the criteria
With the desired cell selected, type the SUMIF Function
Ex: =sumif(j9:j21, ”Gold”, h9:h21)
Creating, Sorting, and Querying a Table

27. Using the COUNTIF Function
The COUNTIF function counts values in a range only if they meet the criteria
With the desired cell selected, type the COUNTIF function
Ex: =countif(b9:b21, ”Residential”)
Creating, Sorting, and Querying a Table

28. Using the MATCH and INDEX Functions
The MATCH function tells you the relative position of an item in a range or table, which matches a specified value in a specified order
The INDEX function returns the value or reference of the cell at the intersection of a particular row and column in a table or range
Creating, Sorting, and Querying a Table

29. Using the MATCH and INDEX Functions
Creating, Sorting, and Querying a Table

30. Displaying Subtotals
Another way to summarize data is by using subtotals. A subtotal is the sum of a subset of data, and a grand total sums all of the data in a row or column
Creating, Sorting, and Querying a Table

31. Using the Outline Feature
The subtotal command displays outline symbols beside the rows or above the columns of the data you want to group
The outline symbols include plus and minus signs for showing and hiding portion of the spreadsheet, as well as brackets identifying the groups
Excel turns on the outline feature automatically when you create subtotals
Creating, Sorting, and Querying a Table