Excel part 5

Working with Excel Tables, PivotTables, and

PivotCharts
 XP
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
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 XP
Objectives
• Insert subtotals into a range of data
• Use the Outline buttons to show or hide
details
• Create and modify a PivotTable
• Apply PivotTable styles and formatting
• Filter and sort a PivotTable
• Group PivotTable items
• Create a PivotChart
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 Planning a Structured XP
Range of Data
• One of the more common uses of a worksheet
is to manage data.
• Using Excel, you can store and update data,
sort data, search for and retrieve subsets of
data, summarize data, and create reports. In
Excel, a collection of similar data can be
structured in a range of rows and columns.
• Each column in the range represents a field.
• Each row in the range represents a record.
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 XP
Freezing Rows and Columns
• Freezing a row or column lets you keep
headings visible as you work with the data in a
large worksheet
• To freeze a row or column, you select the cell
immediately below the row(s) and to the right
of the column(s) you want to freeze
• Click the View tab on the Ribbon
• In the Window group, click the Freeze Panes
button
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 XP
Freezing Rows and Columns

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Creating an Excel Table
• Click the Insert tab on the ribbon, and then
click the Table button

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 XP
Creating an Excel Table

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Renaming an Excel Table

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Adding a Record to an Excel Table
• Click in the row below the last row of the Excel table
• Type the values for the new record, pressing the Tab
key to move from field to field
• Press the Tab key to create another new record, or
press the Enter key if this is the last record.

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Finding and Editing Records
• In the Editing group on the Home tab, click the
Find & Select button, and then click Find
• Type your search criteria in the Find what box,
and then click the Find & Select button

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Sorting Data
• You can rearrange, or sort, the records in a
table or range based on the data in one or
more fields
• The fields you use to order the data are called
sort fields
• You can sort data in ascending or descending
order

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 XP
Sorting Data

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 Sorting Multiple Columns using the Sort XP
Dialog Box
• Click any cell in a table or range
• In the Sort & Filter group on the Data tab, click the
Sort button to open the Sort dialog box
• If the Sort by row exists, modify the primary sort by
selections; otherwise, click the Add Level button to
insert the Sort by row
• Click the Sort by arrow, select the column heading
that you want to specify as the primary sort field,
click the Sort On arrow to select the type of data,
then click the Order arrow to select the sort order
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 Sorting Multiple Columns XP
using the Sort Dialog Box
• To sort by a second column, click the Add Level button to add
the first Then by row. Click the Sort by arrow, select the
column heading that you want to specify as the secondary
sort field, click the Sort On arrow to select the type of data,
then click the Order arrow to select the sort order
• To sort by additional columns, click the Add Level button and
select appropriate Then by, Sort On, and Order values
• Click the OK button

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 XP
Sorting Using a Custom List
• A custom list indicates the sequence in which you
want data ordered
• In the Sort & Filter group on the Data tab, click the
Sort button
• Click the Order arrow, and then click Custom List
• In the List entries box, type each entry for the custom
list, pressing the Enter key after each entry
• Click the Add button
• Click the OK button

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Sorting Using a Custom List

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 XP
Filtering Using One Column

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 XP
Filtering Using One Column

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Filtering Using Multiple Columns
• If you need to further restrict the records that
appear in a filtered table, you can filter by one
or more of the other columns
• Each additional filter is applied to the
currently filtered data and further reduces the
records that are displayed

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 Creating Criteria Filters to Specify More XP
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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Creating Criteria Filters to Specify More XP
Complex Criteria

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Using the Total Row to Calculate SummaryXP
Statistics
• A Total row, which you can display at the end
of the table, is used to calculate summary
statistics for the columns in an Excel table
• Click the Table Tools Design tab on the
Ribbon, and then, in the Table Style Options
group, click the Total Row check box to insert
a check mark

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 Calculating Subtotals XP
for a Range of Data
• Sort the data by the column for which you want a
subtotal
• If the data is in an Excel table, in the Tools group on
the Table Tools Design tab, click the Convert to Range
button, and then click the Yes button to convert the
Excel table to a range
• In the Outline group on the Data tab, click the
Subtotal button
• Click the At each change in arrow, and then click the
column that contains the group you want to subtotal
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 Calculating Subtotals XP
for a Range of Data
• Click the Use function arrow, and then click the
function you want to use to summarize the data
• In the Add subtotal to box, click the check box for
each column that contains the values you want to
summarize
• To calculate another category of subtotals, click the
Replace current subtotals check box to remove the
check mark, and then repeat the previous three steps
• Click the OK button

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Calculating Subtotals XP
for a Range of Data

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Calculating Subtotals XP
for a Range of Data

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 XP
Using the Subtotal Outline View
• The three Outline buttons at the top of the
outline area allow you to show or hide
different levels of detail in the worksheet

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 XP
Analyzing Data with PivotTables
• A PivotTable is an interactive table that
enables you to group and summarize either a
range of data or an Excel table into a concise,
tabular format for easier reporting and
analysis

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Creating a PivotTable
• Click in the Excel table or select the range of data for the
PivotTable
• In the Tables group on the Insert tab, click the PivotTable button
• Click the Select a table or range option button and verify the
reference in the Table/Range box
• Click the New Worksheet option button or click the Existing
worksheet option button and specify a cell
• Click the OK button
• Click the check boxes for the fields you want to add to the
PivotTable (or drag fields to the appropriate box in the layout
section)
• If needed, drag fields to different boxes in the layout section

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 XP
Creating a PivotTable

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 XP
Creating a PivotTable

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 Adding a Report Filter XP
to a PivotTable
• A report filter allows you to filter the
PivotTable to display summarized data for one
or more field items or all field items in the
Report Filter area

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Filtering PivotTable Fields
• Filtering a field lets you focus on a subset of
items in that field
• You can filter field items in the PivotTable by
clicking the field arrow button in the
PivotTable that represents the data you want
to hide and then uncheck the check box for
each item you want to hide

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 XP
Refreshing a PivotTable
• You cannot change the data directly in the
PivotTable. Instead, you must edit the Excel
table, and then refresh, or update, the
PivotTable to reflect the current state of the
art objects list
• Click the PivotTable Tools Options tab on the
Ribbon, and then, in the Data group, click the
Refresh button

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 XP
Grouping PivotTable Items
• When a field contains numbers, dates, or
times, you can combine items in the rows of a
PivotTable and combine them into groups
automatically

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Creating a PivotChart
• A PivotChart is a graphical representation of
the data in a PivotTable
• A PivotChart allows you to interactively add,
remove, filter, and refresh data fields in the
PivotChart similar to working with a PivotTable
• Click any cell in the PivotTable, then, in the
Tools group on the PivotTable Tools Options
tab, click the PivotChart button

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 XP
Creating a PivotChart

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