1. XP

2. Objectives Sort data and filter data Summarize an Excel table Insert subtotals into a range of data Outline buttons to show or hide details Create and modify a PivotTable and PivotChart 2

3. XP 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 3

4. XP 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 4

5. XP Planning a Structured Range of Data Freezing a row or column keeps headings visible as you work with data in a large worksheet 5

6. XP 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 copied to all other cells in the column Create formulas that reference cells in a table by using table and column names 6

7. XP Creating an Excel Table 7

8. XP 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 8

9. XP Sorting Data Use sort dialog box to sort multiple columns Primary and secondary sort fields Up to 64 sort fields possible 9

10. XP 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 10

11. XP 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 11

12. XP 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 12

13. XP Creating Subtotals (Introduction) Subtotals can be created on columnar data – The data must be sorted for subtotals to be created – Column headers must also appear in the data 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

14. XP Inserting Subtotals 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 Click SubTotal on the Data ribbon 14

15. XP Inserting Subtotals 15

16. XP 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 16

17. XP Pivot Tables Interactive table used to group and summarize either a range of data or an Excel table into a concise, tabular format for easier reporting and analysis Dynamic organization; can be “pivoted” to examine data from various perspectives by rearranging its structure Best used to analyze data that can be summarized in multiple ways Pivot tables can be created from lists or external data sources 17

18. XP Analyzing Data with PivotTables Provide ability to “pivot” the table (rearrange, hide, and display different category fields to provide alternative views of the data) 18

19. XP 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 19

20. XP Creating a PivotTable Use PivotTable dialog box to select data to analyze and location of the PivotTable report 20

21. XP 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 21

22. XP Adding Fields to a PivotTable 22

23. XP 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 23

24. XP 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 24

25. XP Grouping PivotTable Items Grouping items combines dates or numeric items into larger groups so that the PivotTable can include the desired level of summarization 25

26. XP Filtering and Slicing a PivotTable Filters can be applied to a PivotTable PivotTable filters can be based on: – Field values – Row and column label groupings PivotTable filters can be removed 26

27. XP Filtering and Slicing a PivotTable Slicer—small window that contains a button for each item in a field Slicer—helpful when filtering a PivotTable based on multiple tables Slicers can be customized 27

28. XP Filtering and Slicing a PivotTable 28

29. XP Creating a Calculated Field Custom calculation options: – % of Grand Total – % of Column Total – % of Row Total – % of Parent Row Total – Running Total – Rank Smallest to Largest – Rank Largest to Smallest 29

30. XP Creating a PivotChart PivotChart—interactive graphical representation of PivotTable data Changing the position of a field in the PivotTable or the PivotChart changes the corresponding object as well Create a PivotChart: – Click in the PivotTable – Click PivotChart in the Tools group on the ANALYZE tab 30

31. XP Creating a PivotChart 31