Microsoft Office Excel 2003: Tutorial 5 - Working With Excel Lists

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Microsoft Office Excel 2003

Tutorial 5 Working With Excel Lists
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Identify the elements of an Excel list

Excel provides features that allow you to maintain lists of information such as customer lists, telephone lists, inventory lists, and so on. An Excel list is a collection of rows and columns that contain similar data. In a worksheet, each column represents a field of data and each row represents a record of data. The first row of the list always contains the name of the fields and is called a field header row.
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An example of an Excel list
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Freeze rows and columns

When you scroll through large amounts of data in a worksheet, you can move data off the screen. If you prefer to have portions of data remain on the screen at all times, such as the column and/or row headings, you can freeze a portion of the list so that it remains while the rest of the data scrolls. To freeze rows and columns:
Click in a cell to select it Click Window on the menu bar, and then click Freeze Panes to freeze the rows above the selected cell, and the columns to the left of the selected cell Excel will display dark vertical and horizontal lines to indicate the rows and columns that are frozen
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A frozen datasheet
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Find and replace values in a worksheet

The Find command allows you to search through the data in a worksheet for a particular character string. Optionally, you can choose to replace the character string with another string. This procedure is called Find and Replace.
For example, you might want to find every occurrence of ACCT and replace it with Accounting
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The Find and Replace dialog box
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Sort data in a list

Excel makes it easy to sort a list in ascending or descending order based on any field(s) in the list. The field(s) selected on which to sort are called the sort fields or the sort keys. You may choose to sort the data on a single field or on a collection of fields.
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Sort using a single sort key
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Sort using multiple keys
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XP Use a data form to enter, search for, edit, and delete records
Sometimes it is easier to view the data in a list through a data form. A data form is a dialog box that you can use to arrange data to view one record at a time. You can use the data form to display records, to search for records, to modify records, and to delete records from the Excel list.
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An Excel data form
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Filter data in a list using AutoFilters

Sometimes you will want to see a portion of the records instead of all of them. The processing of displaying only those records that meet some criteria is called Filtering. When data in the list is filtered, records that do not meet your criteria are hidden.
These records are not removed from the list and, therefore, can be redisplayed by removing the filter
Simple filters can be specified by clicking the list arrow on any field name cell. More complex filters must be created using the Custom AutoFilters option.
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AutoFilter options
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Apply conditional formatting to a range

There are times when you will want data to have a different appearance if it meets some criteria.
For example, you might want data to appear in red, if the data is more than six months old Or, you might want a value to be black if it is positive and red if it is negative
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This kind of formatting is called conditional formatting. You specify the condition under which you want the formatting to take place and what the formatting should be.
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The Conditional Formatting dialog box
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Insert subtotals into a list

The data in a list can be summarized by adding subtotals to the list. You can include summary information such as a count, a sum, an average, a minimum value, and or a maximum value. When the Subtotals command is applied to the list, a subtotal row is automatically added to the list. You can specify that you want the subtotal(s) to apply to the worksheet and/or groups within the worksheet.
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The Subtotal dialog box
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An Excel datasheet with totals added
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Use the subtotals outline view

Previously you learned about creating subtotal lines within a worksheet. Sometimes, it might be more beneficial to view the summary information only. You can do this by displaying the data in Subtotals Outline View. You may choose from Level 1, Level 2, and Level 3 outline view.
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Totals displayed in Outline view
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XP Summarize a list using a PivotTable and a PivotChart Often, there is so much data in a worksheet that it is difficult to analyze the data. A PivotTable report provides a meaningful summary of the data in an organized manner. In the PivotTable, data is summarized into categories of data. A PivotChart is associated with a PivotTable report. To create the PivotChart you must specify the data fields to be included in the chart as well as the category fields.
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An example of a Pivot Table
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Plan a Pivot Table

Creating a PivotTable requires pre-planning of the data you would like to see summarized in the PivotTable. It is often a good idea to create a plan and even sketch the desired table. This will help you decide which fields should be placed in the row, column, and data placeholders when running the wizard.
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A Pivot Table plan
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Sketch your Pivot Table
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Modify a Pivot Table

After the PivotTable is created you can change the layout of the table. You may want to make changes to the formatting, sort the data, add a field, or add a Page View. You can also easily turn the PivotTable into a chart by clicking the Chart button while the cursor is anywhere in the PivotTable.
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An example of a Pivot Chart
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Microsoft Office Excel 2003

Identify the elements of an Excel list

An example of an Excel list

Freeze rows and columns

Find and replace values in a worksheet

The Find and Replace dialog box

Sort data in a list

Sort using a single sort key

Sort using multiple keys

An Excel data form

Filter data in a list using AutoFilters

Apply conditional formatting to a range

The Conditional Formatting dialog box

Insert subtotals into a list

The Subtotal dialog box

An Excel datasheet with totals added

Use the subtotals outline view

Totals displayed in Outline view

An example of a Pivot Table

Plan a Pivot Table

A Pivot Table plan

Sketch your Pivot Table

Modify a Pivot Table

An example of a Pivot Chart

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