Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts

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 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Visual Overview New Perspectives on Microsoft Excel 2010

An Excel Table New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

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) New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Planning a Structured Range of Data Freezing a row or column keeps headings visible as you work with data in a large worksheet New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Creating an Excel Table New Perspectives on Microsoft Excel 2010

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 table’s formatting New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Sorting Data Use sort dialog box to sort multiple columns Primary and secondary sort fields Up to 64 sort fields possible New Perspectives on Microsoft Excel 2010

Sorting Multiple Columns Using the Sort Dialog Box New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Visual Overview New Perspectives on Microsoft Excel 2010

Tutorial Step 1 - 13 New Perspectives on Microsoft Excel 2010

Filtering Table Data New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Filtering Using One Column New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Filtering Data New Perspectives on Microsoft Excel 2010

Tutorial Step 14 - 20 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Using the Total Row to Calculate Summary Statistics New Perspectives on Microsoft Excel 2010

Splitting Worksheet Window into Panes Easily view data from several areas of the worksheet at the same time New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Inserting Subtotals New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Tutorial Step 21 - 29 New Perspectives on Microsoft Excel 2010

Visual Overview New Perspectives on Microsoft Excel 2010

PivotTable and PivotChart New Perspectives on Microsoft Excel 2010

Analyzing Data with PivotTables Provide ability to “pivot” the table (rearrange, hide, and display different category fields to provide alternative views of the data) New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Creating a PivotTable Use PivotTable dialog box to select data to analyze and location of the PivotTable report New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Adding Fields to a PivotTable New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Rearranging a PivotTable Add, remove, and rearrange fields to change the PivotTable’s layout New Perspectives on Microsoft Excel 2010

Tutorial Step 31 - 34 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Tutorial Step 34 - 44 New Perspectives on Microsoft Excel 2010

Using a Slicer to Filter a PivotTable New Perspectives on Microsoft Excel 2010

Tutorial Step 44 - 47 New Perspectives on Microsoft Excel 2010

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 New Perspectives on Microsoft Excel 2010

Grouping PivotTable Items Grouping items combines dates or numeric items into larger groups so that the PivotTable can include the desired level of summarization New Perspectives on Microsoft Excel 2010

Tutorial Step 48 - 51 New Perspectives on Microsoft Excel 2010

Creating a PivotChart A PivotChart allows you to interactively add, remove, filter, and refresh data fields New Perspectives on Microsoft Excel 2010

Tutorial Step 52 - 53 New Perspectives on Microsoft Excel 2010