Lesson 13 Working with Tables

Lesson Objectives Prepare a list as a table. Work with the Table Tools Design and Data tabs. Add and filter records in a table. Use COUNTIFS and SUMIFS. Set print areas and print selections. Create a custom view.

Guidelines for Preparing a List as a Table Key field names or descriptive labels in the first row. This is the header row. Do not repeat field names in the header row. Start field names with a letter.

Guidelines for Preparing a List as a Table Do not mix data types in the columns. For example, do not mix currency values and text in the same column. Keep the list on a worksheet by itself. If you place other information on the worksheet, do not place it below the list.

Preparing a List as a Table Each column is a field. Each column label is a field name. Each row is a record.

Creating a Table Select the cells and click the Format as Table button in the Styles group on the Home command tab. Choose a style for the table from the Table Style Gallery. Verify the cell range and that the table has headers.

The Table Styles Gallery

Creating a Table

Using the Data Tab The Sort commands are located on the Data command tab. Records in a table can be sorted in ascending or descending order.

Sorting Records From the Sort dialog box, you can use up to 64 sorting levels.

Adding Records to a Table You can add a record to a table by clicking the last cell and pressing [Tab]. A blank record is ready for your entry. There is a resizing handle at the lower-right corner of a table. You can also use the Resize button on the Table Tools Design tab.

Using Filters A filter is a criteria. A filter hides rows that do not match the criteria. A filter allows you to keep a large list but show only those records you need for a particular task.

Using Filters Using the Filter arrows to show records for only one department.

Using Filters Using the Filter arrow and Date Filters

Using Filters Custom filters allow you to choose the operators and the criteria.

Using COUNTIFS COUNTIFS, in the Statistical category, counts cells based on more than one criteria.

Using SUMIFS SUMIFS is in the Math & Trig category. It sums fields using multiple criteria.

Using the TEXT Function The TEXT function displays a value as a label. The value can then be formatted like any label, and it is not used in calculations.

Setting Print Areas The default print area is the entire worksheet. You can set a range of cells as a print area and save it. Select the range and click the Print Area button on the Page Layout tab. The print area range is outlined with a dashed outline.

Creating Custom Views A view is a set of print and display settings. These settings can be named and saved. One view can be shown at a time.

Converting a Table to List An Excel table can be converted to a simple range of cells. The Convert to Range button is in the Tools group on the Table Tools Design tab.

Summary You can copy data from one workbook to another in tiled windows. Windows can be arranged horizontally or vertically. An Excel table is a list of data with a row of labels as titles, followed by any number of rows of data. A table has a single header row. Each column is a field; each row is a record.

Summary A table is created from the Styles group on the Home tab. The table styles include light, medium, and dark color schemes. Table style options include a header row, banded rows or columns, a total row, and emphasized first and last columns.

Summary A table is automatically named, but you can assign a more descriptive name from the Properties group. The Remove Duplicates command automatically searches for and deletes data rows that are duplicates based on the fields that you specify.

Summary You can sort a table by single or multiple columns. A filter displays certain rows from a table. The Filter arrow lists are quick ways to choose which records should be shown.

Summary COUNTIFS and SUMIFS are functions that count and sum ranges based on multiple criteria. The TEXT function displays a value (or date) as text using the format keyed in the second argument. The value is then not used in calculations and can be formatted with text attributes.

Summary You can set a print area that is different from the entire worksheet. A print area can be saved for future use. A print selection is not saved. If you choose more than one selection, each one prints on a separate page. A custom view is a set of display and print choices for a workbook. You can save views with a workbook.