Tutorial 5 working with excel tables pivottables and pivotcharts
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Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts. 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

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

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Tutorial 5 working with excel tables pivottables and pivotcharts

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


Objectives

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

New Perspectives on Microsoft Excel 2010


Objectives1

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

New Perspectives on Microsoft Excel 2010


Visual overview

Visual Overview

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An excel table

An Excel Table

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Planning a structured range of data

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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Planning a structured range of data1

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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Planning a structured range of data2

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)

New Perspectives on Microsoft Excel 2010


Creating an effective structured range of data

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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Planning a structured range of data3

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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Save time with excel table features

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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Creating an excel table

Creating an Excel Table

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Creating an excel table1

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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Maintaining data in an excel table

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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Sorting data

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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Sorting data1

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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Sorting multiple columns using the sort dialog box

Sorting Multiple Columns Using the Sort Dialog Box

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Sorting using a custom list

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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Visual overview1

Visual Overview

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Tutorial

Tutorial

  • Step 1 - 13

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Filtering table data

Filtering Table Data

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Filtering data

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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Filtering using one column

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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Filtering using one column1

Filtering Using One Column

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Filtering using multiple columns

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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Filtering data1

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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Creating criteria filters to specify more complex criteria

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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Filtering data2

Filtering Data

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Tutorial1

Tutorial

  • Step 14 - 20

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Using the total row to calculate summary statistics

Using the Total Row to CalculateSummary 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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Using the total row to calculate summary statistics1

Using the Total Row to CalculateSummary Statistics

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Splitting worksheet window into panes

Splitting Worksheet Window into Panes

  • Easily view data from several areas of the worksheet at the same time

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Inserting subtotals

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 usingSubtotal command

    • It cannot be used in an Excel table

    • First convert the Excel table to a range

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Inserting subtotals1

Inserting Subtotals

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Using the subtotal outline view

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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Tutorial2

Tutorial

  • Step 21 - 29

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Visual overview2

Visual Overview

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Pivottable and pivotchart

PivotTable and PivotChart

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Analyzing data with pivottables

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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Analyzing data with pivottables1

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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Creating a pivottable

Creating a PivotTable

  • Use PivotTable dialog box to select data to analyze and location of the PivotTable report

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Creating a pivottable1

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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Adding fields to a pivottable

Adding Fields to a PivotTable

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Creating a pivottable2

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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Rearranging a pivottable

Rearranging a PivotTable

  • Add, remove, and rearrange fields to change the PivotTable’s layout

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Tutorial3

Tutorial

  • Step 31 - 34

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Changing pivottable report layout options

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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Creating a pivottable3

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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Creating a pivottable4

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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Tutorial4

Tutorial

  • Step 34 - 44

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Using a slicer to filter a pivottable

Using a Slicer to Filter a PivotTable

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Tutorial5

Tutorial

  • Step 44 - 47

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Refreshing a pivottable

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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Grouping pivottable items

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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Tutorial6

Tutorial

  • Step 48 - 51

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Creating a pivotchart

Creating a PivotChart

  • A PivotChart allows you to interactively add, remove, filter, and refresh data fields

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Tutorial7

Tutorial

  • Step 52 - 53

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