EXCEL 2007INTERMEDIATE

TABLES & RANGESCREATING AND FORMATTING

FILTERS & SORTINGSUBTOTAL

Objectives Create / Define / Name an Excel table Explore the Ribbon Table Tab Add and delete records (Rows) and Fields (Columns) Add Formulas and change column formatting Sort data

Single Key Multi Key Custom Sort

Filter data

Use the Styles options

Use the Total Row to summarize a table

Use the Outline buttons to show or hide details

(Subtotal is a special group function that can be done on a Range of data using the [DATA] tab, BUT CANNOT BE USED ON A TABLE!) 2

Structured Range of Data

One of the more common uses of Excel is to manage data – It is not just a calculation tool!

Using Excel, you can:Store and update data

Sort data

Search for and retrieve subsets of data (Filter)

Summarize data

Create reports and graphs

3

Structured Range of Data

In Excel, a collection of similar data can be structured in a range of rows and columnsEach column in the range represents a field

Each row in the range represents a record

You Cannot change the Excel Column Headings (A,B, C…, but you can create Headings to be used with your table)

4

Creating Fields (columns) Keep in mind these best practices Create fields that require the least maintenance

Ex. Hire date vs time with company

Store the smallest unit of data possibleEx. Store City, State, and Zip in separate fields

Apply a text format to fields with numerical text data (esp. if there are leading zeros)Ex. Zip Code, Social Security Number, Product code

5

Structured References

Structured ReferencesYou can reference a specific cell or range in a

table with a structured reference

Uses the field names, as opposed to the cell reference

Similar in functionality to a named cell or range

Easy to understand:=SUM(G20:G123)

=SUM(Employee[Annual Salary])

6

Structured References

To use a structured reference in a formula or function:Type a left bracket - [ - to open the field list

for the table

Double-click the field name

Type a right bracket - ]

7

Structured References Structured References can also use special

qualifiers to refer to special portions of the table, such as the Total Row.

8

Structured Range of Data

9Museum_00

Tables Range of related data, managed separate

from other data on a worksheet

Easy access to data management and analysis tools

Can have multiple tables in a worksheet

10

Table Features Table Formats and Styles (Depending on selected options, you have

different STYLES for Row and Column highlighting) Adding or inserting new rows or columns automatically expands the

table range. Easily add a Total Row to calculate summary statistics (Sum,

Count, Average, etc) Formulas applied in one cell will automatically be applied to all cells

in that field (column) – no need to Copy Down! Formatting can be applied to an entire column Can use the table and field names as a cell reference in a formula. –

(It looks complex when you see the formula – but when using – Point-and-Click it is more clear.) For Example to add a formula to find an increase the Appraised value of

10%: =DATA[[#This Row],[Appraised Value]]*0.1

11

Creating an Excel Table Highlight / Select the range of data to be included in the table.

Tables don’t need “column Headings” but the features are more useful when they are defined.

Ctrl-A is a shortcut to select a range of data

Go to the Insert tab – Tables group Click the Table button

Ctrl-T is a shortcut to create a new table

Verify the RANGE is correct and Check if the table has column headings.

12

Excel will:Create a context Ribbon [Table Design] Tab Add Filter dialog commands to fields (Column Headings)

Enter a Table Name to reference the table (Optional)

Creating an Excel Table

13

14

Using a Structured Table

If you <click> outside the table, the <Table Tools> goes way.Click ANYWHERE on the Table to reactive the [Table Tools]

and then <Click> the {Design Tab}You may NAME the table so you can use the Table Name as a reference in formulas rather than Absolute Cell Addresses:

Inserting a column or row into the table will EXTEND the Table Name Range

Adding an Adjacent Column or Row will also EXTEND the Table Name Range.

(Use Resize if adding nonadjacent columns)

15

The Ribbon <Table Design> Tab GROUPS

Define or Rename a table range

Extend the size of a Table if Nonadjacent columns or rows were added

Pivot Tables are another Topic

Be Careful with REMOVE Duplicates – It actually deletes rows from the Table.

Convert to Range: Un-define the Table: Cell Styles will still be applied!- You must <CLEAR> Formatting. May also cause problems with Defined Formulas

16

The Ribbon <Table Design> Tab GROUPS

External Table Data is an Advanced function

Banded Rows and Columns allow for different Color Styles to be applied

Header Row – Turns on and off the Titles

First and Last Column allow the “MEDIUM” style formatting

Total Row is a fast way to get some Summary Statistics about the table.

Using the Total Row

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

Total rows can be set to display different summary statistics for each field

Total rows usually automatically recalculate as records are added and deleted

17

Using the Total Row

Go to the Table Tools Design tab - Table Style Options group

Click the Total Row check box to insert a check mark

Scroll to the end of the table Set the desired summary function

18

Navigation in a Worksheet - REVIEW <Tab> Move to the right <Shift> <Tab> Move to the left <Enter> Move <DOWN> a row <Home> Move to the start of the Row <Ctrl> <Home> Move to the top of the table <End> <Down> Move to the Last Row <End> <Up> Move to the top Row <Ctrl> <Left> Move to first column <Ctrl> <Right> Move to last column <Up>, <Down>, <Left>, <Right>

19

Finding and Editing Records

Go to the [Home tab] - Editing group, 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

You could also the Table <FILTER> to select certain record items.

20

Exercise – Table #1 – Table Creation

Create a table Renaming a table Formatting a table

STYLES

Column Formats

Adding a Column Adding and Deleting records Adding the TOTAL ROW

21

22

SORTING AND

FILTERING

Sorting and Filtering Allows data to be viewed differently from how it was

entered

Key functionality of Excel when used to manage data

Sort rearranges the data in a table or range, based on the sort criteria(Any SUBTOTALS applied will be reset with a SORT

Filters present the data that meets the filter criteria.

Filters can be applied to multiple columns

When using Filters, care must be taken that you are reporting the data you really want to show!

23

Sorting Data You can rearrange, or sort, the records in a

table or range based on the data in one or more fields (Old Limit was 3 levels of sorting)

The fields you use to order the data are called sort fields

You can sort data in ascending (A-Z) or descending (Z-A) order, unless using a custom list

24

Sorting Single Columns

Click any cell in the column you want to sort by(You used to have to highlight the range of data you wanted to

sort – otherwise it would only sort that column!)

Go to the Data tab Sort & Filter group

Click the desired sorting button○ (Sort A To Z or Sort Z To A)

25

Sorting Multiple Columns Click any cell in a table or range

Go to the Data tab - Sort & Filter group

Click the Multi Sort button to open the Sort dialog box

26

Sorting Multiple Columns Set the primary sort criteria

Click the Sort by arrow and 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

Click the Order arrow to select the sort order

27

To sort by additional columnsClick the Add Level button (additional levels are indicated by the words “Then By”)Click the Sort by arrow and select the column heading that you want to specify as the primary sort fieldClick the Sort On arrow to select the type of dataClick the Order arrow to select the sort order

Sorting Using a Custom List A custom list allows you to indicate the sequence

in which you want data ordered

Used when you want to sort text data outside of the normal Ascending and Descending methods

Can use predefined custom lists or define your own.

IE:Months: Jan, Feb, Mar, April, May, June….

Days: Sun, Mon, Tues, Wed, …

Region: North, West, South, East, South West

Condition: Poor, Fair, Good, Excellent28

Sorting Using a Custom List Go to the Data tab - Sort & Filter group

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

29

Exercise # 2 – Sorting

Sorting by One Column Sorting Data using Multiple Columns Sorting using a custom list

30

31

FILTERING

If the data range is not defined as a table and the column headings do not have the FILTER option, the FILTER Option can be turned on from the HOME tab using the dialog box

This option is also used to CLEAR all applied filters

Filtering

Excel automatically creates filters when a TABLE is created

Clicking the filter arrow in a column opens the Filter menu for that field

Data can be filtered by:Cell or font colors

Apply Text or Numeric Filters and conditional logic

Select specific values

32

Filtering (Example using “Criteria”)

33

Filtering Using Multiple Columns If you need to further restrict the records that appear

in a filtered table, you can filter by additional columns Each additional filter is applied to the currently filtered

data and further reduces the records that are displayed

The Column Heading drop down option indicates if a column has been used to Sort or Filter the data.

34

35

Creating Criteria Filters

Criteria Filters enable you to specify various more complex conditions in addition to those that are based on an “equals” criterion

Different data types have different criteria that can be used in a filter

Criteria Filters and Selection Filters are mutually exclusive. You cannot mix them!

Creating Criteria Filters

36

Creating Criteria Filters

Click on the filter arrow of the field (column) you want to filter by

Select the filter type (usually right above the unique values list). The data type of the field will determine the type of filter available

Select the filter operator If necessary, provide criteria values

37

Exercise #3 - Filters

Filtering by One Column Filtering Data using Multiple Columns Clearing Filters Selecting Multiple Filter Items in One

Column Create a NUMBER Criteria Filter Create a TEXT Criteria Filter

38

Using Subtotals

39

Calculating Subtotals Subtotals are used to summarize a range of data in

Excel Subtotals cannot be applied to an Excel table – if the

data being analyzed is in a Table, it must be removed. (Design – Convert to Range)

The data must be sorted so it is grouped as desired BEFORE applying subtotals to do “Control Breaks” in the correct order: IE:

○ City / Sex / Race Location / Criteria / Artist

○ Race / Grade / Sex Artist / Location / Criteria

○ Sex / Grade / Age

40

Calculating Subtotals Sort the data by the column for which you

want a subtotal FIRST

If the data is in an Excel table, go to the Table Tools Design tab - Tools group, and click the Convert to Range button

Go to the Data tab - Outline group, and click the Subtotal button

Click the At each change in arrow, and then click the column that contains the group you want to subtotal

41

42

Calculating Subtotals Click the Use function arrow, and then click

the summary function you want to use 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

Calculating Subtotals

43

Using the Subtotal Outline View

The Subtotal feature also applies an outline to the data so you can control the level of detail that is displayed

The three Outline buttons at the top of the outline area (left side of the worksheet area) allow you to show or hide different levels of detail in the worksheetLevel 3 – displays the most detail

Level 2 – displays the subtotal rows and the grand total

Level 1 – displays only the grand total

44

Using the Subtotal Outline View

45

Using the Subtotal for Student Grades

46

Name Grade Sex Race Math English Science AverageBill 7M W 86 92 75Amy 7F W 92 81 88Sandy 7F B 97 92 87Carol 8F B 72 75 82David 8M B 96 88 91

This is a subset select of Student Data you have been asked to summarize.

You have been asked to Count and average subject scores and Total Average by Grade, Sex and Race

And now for a break…

Can you name these famous Excel cells?The steak sauce cell

The dog cell

The fighter jet cell

The Irish rock group cell

The explosive cell

The vegetable juice cell

47

And now for a break… The steak sauce cell A1 The dog cell K9 The fighter jet cell F16 The Irish rock group cell U2 The explosive cell C4 The vegetable juice cell V8

48