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

2. 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
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3. 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
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4. Visual Overview
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5. An Excel Table
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6. 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
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7. 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
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8. 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)
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9. 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
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10. Planning a Structured Range of Data
Freezing a row or column keeps headings visible as you work with data in a large worksheet
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11. 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
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12. Creating an Excel Table
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13. 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
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14. 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
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15. 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
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16. Sorting Data Use sort dialog box to sort multiple columns
Primary and secondary sort fields
Up to 64 sort fields possible
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17. Sorting Multiple Columns Using the Sort Dialog Box
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18. 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
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19. Visual Overview
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20. Filtering Table Data
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21. 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
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22. 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
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23. Filtering Using One Column
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24. 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
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25. 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
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26. 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
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27. Filtering Data
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28. 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
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29. Using the Total Row to Calculate Summary Statistics
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30. Splitting Worksheet Window into Panes
Easily view data from several areas of the worksheet at the same time
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31. 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
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32. Inserting Subtotals
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33. 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
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34. Visual Overview
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35. PivotTable and PivotChart
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36. Analyzing Data with PivotTables
Provide ability to “pivot” the table (rearrange, hide, and display different category fields to provide alternative views of the data)
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37. 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
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38. Creating a PivotTable
Use PivotTable dialog box to select data to analyze and location of the PivotTable report
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39. 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
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40. Adding Fields to a PivotTable
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41. 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
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42. Rearranging a PivotTable
Add, remove, and rearrange fields to change the PivotTable’s layout
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43. 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
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44. 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
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45. 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
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46. Using a Slicer to Filter a PivotTable
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47. 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
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48. Grouping PivotTable Items
Grouping items combines dates or numeric items into larger groups so that the PivotTable can include the desired level of summarization
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49. Creating a PivotChart
A PivotChart allows you to interactively add, remove, filter, and refresh data fields
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