Microsoft Office Excel 2013 Core Microsoft Office Excel 2013 Core Courseware # 3253 Lesson 7: Organizing Data

Microsoft Office Excel 2013 Core Lesson Objectives create, modify, and delete range names Use Go To to jump to a cell or named range Convert a range of data to a table Modify a table by adding and deleting rows and columns of data sort data use filtering on data Remove duplicate rows of data Outline and group data using automatic subtotals Outline and group data by manually inserting subtotals © CCI Learning Solutions Inc. 2

Microsoft Office Excel 2013 Core Creating Named Ranges To name a range, select range and then: – On Formulas tab, in Defined Names group, click Define Name; or – click in the Name Box and type the name, or – right-click selected range of cells and then click Define Name Name can be used in formulas Using range help reduce formula errors Range name can be 1 to 255 characters in length Can quickly select the named range by selecting from Name Box list © CCI Learning Solutions Inc. 3

Microsoft Office Excel 2013 Core Modifying and Deleting Named Ranges Use Name Manager to: – update cell range reference – make changes to named range definition – delete named range On Formulas tab, in Defined Names group, click Name Manager © CCI Learning Solutions Inc. 4

Microsoft Office Excel 2013 Core Go To a Cell or Named Range Use Go To to jump to any cell quickly To display Go To dialog box: – press, or – press + Alternatively use Name Box to select the range name or enter the cell address © CCI Learning Solutions Inc. 5

Microsoft Office Excel 2013 Core Creating a Table A rectangular block of data – Rows of data must have a common structure and format – Enables tools such as summary formulas, formatting, sorting, filtering – Can also be done using cell range, but easier to do with tables Not the same as a named range of data When table is created – AutoFilter icon appears in each column header – Theme is applied – Automatic Total row © CCI Learning Solutions Inc. 6

Microsoft Office Excel 2013 Core Modifying Table Data Excel automatically extends table: – For new column of data entered in first blank column to right of table – For new row of data entered below table, as long as Total Row not activated To add new row if table has a Total Row – Press key in bottom right cell above Total Row – In bottom row of data, on the Home tab, in Cells group, click Insert, then click Insert Table Row Below – Enter data into blank row below Total Row, then use resize handle to extend table to this new row Table can be converted back to range of cells © CCI Learning Solutions Inc. 7

Microsoft Office Excel 2013 Core Formatting Table Data Current workbook theme is applied to table Table styles can be changed, added, removed, or customized Table formatting options – Highlight first or last column or both – Banding alternating rows © CCI Learning Solutions Inc. 8

Microsoft Office Excel 2013 Core Single-Level Data Sorting Can sort data in ascending or descending sequence To sort data: – on Home tab, in Editing group, click Sort & Filter, or – On Data tab, in Sort & Filter group, click Sort A to Z or Sort Z to A © CCI Learning Solutions Inc. 9

Microsoft Office Excel 2013 Core Multi-Level Data Sorting Can choose up to 64 columns for sort order Customize each sort level based on data type and sort order © CCI Learning Solutions Inc. 10

Microsoft Office Excel 2013 Core Filtering Information Filtering hides rows that you are not interested in viewing Only displays a row when a value in that row meets specified criteria Can also create more complex criteria: – Numbers: comparison operator (=, >, <), top 10, above or below average, custom filter – Dates: comparison operator, week, month, quarter, year, custom – Text: comparison operator, begins with, contains, custom © CCI Learning Solutions Inc. 11

Microsoft Office Excel 2013 Core Removing Duplicate Rows Useful when data came from multiple sources combined together or the data entry system cannot prevent duplicates from occurring – Another way to validate quality of data in worksheet Can choose to find duplicates based on data in selected columns, or all columns Will only look for identical data, e.g. “1234 Miller Road” vs. “1234 Miller Rd.” © CCI Learning Solutions Inc. 12

Microsoft Office Excel 2013 Core Using Automatic Subtotals Useful for worksheets with a lot of data Create subtotals whenever the selected field changes in value Allows you to quickly open and collapse groups of data Data must be organized first - decide which column(s) to subtotal by, then sort data on those columns so that the data is grouped together Subtotals are not only sum, can be any of following types: AverageMaxProduct CountMinStandard deviation Count numbersSumVariance © CCI Learning Solutions Inc. 13

Microsoft Office Excel 2013 Core Using Automatic Subtotals Can create multiple subtotals for same columns, or on multiple layers of columns Can create more complex type of multiple subtotals by nesting Key difference in creating multiple subtotals is how Replace current subtotals used © CCI Learning Solutions Inc. 14

Microsoft Office Excel 2013 Core Manually Grouping and Ungrouping Data Also called Outlining Used to insert summary functions manually when automatic subtotals cannot be set To create outline using manual grouping method, worksheet must adhere to these guidelines: – Worksheet must contain summation formulas, including SUM, SUBTOTAL, or simple addition (+) operators – All summary formulas must be in same direction. – Direction of summary formulas should be above or to left Can override these assumptions by changing the settings On Data tab, in Outline group, click Dialog box launcher – Can only have one outline for each worksheet © CCI Learning Solutions Inc. 15

Microsoft Office Excel 2013 Core Manually Grouping and Ungrouping Data Outlining can be applied to rows or columns or both © CCI Learning Solutions Inc. 16

Microsoft Office Excel 2013 Core Lesson Summary create, modify, and delete range names Use Go To to jump to a cell or named range Convert a range of data to a table Modify a table by adding and deleting rows and columns of data sort data use filtering on data Remove duplicate rows of data Outline and group data using automatic subtotals Outline and group data by manually inserting subtotals © CCI Learning Solutions Inc. 17

Microsoft Office Excel 2013 Core Review Questions 1.Give examples of why you might want to name cell ranges instead of using the cell references. 2.What restrictions are in place regarding range names? 3.What can you use the Name Manager for? 4.To create a table, the following conditions must be met (select all that apply): a)The data in the range of cells must be contiguous. b)All of the data must be of the same type, such as text, numbers, or dates but not a mixture. c)The data can be arranged in row or column order. d)Any range names must be removed first before creating the table. e)There must be a header at the top of each column and the data listed below © CCI Learning Solutions Inc. 18

Microsoft Office Excel 2013 Core Review Questions 5.Banding a table means to (select all that apply): a)Discard the contents of a table. b)Apply a light and dark shade of a color to alternating rows of a table. c)Apply a “band-aid” fix to the table data. d)Apply a light and dark shade of a color to alternating columns of a table. e)Create a musical performing group to headline the latest chart hits. 6.What is the difference between sorting and filtering? 7.Why do you need to tell Excel whether you have headers in the data? 8.Provide an example of when you might set up multiple levels for sorting. © CCI Learning Solutions Inc. 19

Microsoft Office Excel 2013 Core Review Questions 9.Which of the following comparison operators can be used for filtering text, numbers, and dates (select all that apply): a)Above average. b)Greater than. c)Top 10. d)Equals. e)Between. f)Begins with. g)Next month. h)Contains. i)Does not equal. j)Greater than or equal to. © CCI Learning Solutions Inc. 20

Microsoft Office Excel 2013 Core Review Questions 10.The Remove Duplicates feature will reliably delete all rows that contain duplicate data even though the data may have minor variations such as extra blanks, commas, or different spellings. a)True b)False 11.The automatic outline feature allows you to (select all that apply): a)Insert a sum subtotal for one or more columns of data. b)Automatically sort your data. c)Insert one or more subtotals – for example, sum, average, and variance – for the same column of data with each subtotal being in a separate subtotal row. d)Nest your data with multiple subtotal levels. e)Set the filter criteria using a wide variety of different comparison operators © CCI Learning Solutions Inc. 21