Excel 2013 Level 2 Unit 1 Advanced Formatting, Formulas, and Data Management

2. Excel 2013 Level 2 Unit 1Advanced Formatting, Formulas, and Data Management Chapter 3 Working with Tables and Data Features

3. Working with Tables and Data Features Quick Links to Presentation Contents • Create Tables • Sort and Filter a Table • CHECKPOINT 1 • Data Tools • Convert a Table to a Normal Range • Subtotal Related Data • Group and Ungroup Data • CHECKPOINT 2

4. Create Tables • Columns are called fields and are used to store a single unit of information about a person, place, or object. • The first row of the table contains column headings and is called the field names row or header row. Each column heading in the table should be unique. • Below the field names, the rows of data are called records. A record contains all of the field values related to one person, place, or object.

5. Create Tables - continued To create a table: • Select desired range. • Click INSERT tab. • Click Table button. continues on next slide… Table button

6. Create Tables - continued • At Create Table dialog box, click OK. • Deselect range. Create Table dialog box

7. Create Tables - continued • Once a table has been defined, typing new data in the row immediately below the last row of the table or in the column immediately to the right of the last column causes the table to automatically expand to include the new entries. • Excel displays the AutoCorrect Options button after the table is expanded. AutoCorrect Options button

8. Create Tables - continued • The contextual TABLE TOOLS DESIGN tab contains options for formatting the table. TABLE TOOLS DESIGN tab

9. Create Tables - continued To change the Table Style options: • Make desired cell active within table. • Click TABLE TOOLS DESIGN tab. • Click desired style in Table Styles gallery OR click More button and click desired style at drop-down gallery. drop-down gallery

10. Create Tables - continued To change the table style: • Make desired cell active within table. • Click TABLE TOOLS DESIGN tab. • Click desired option in Table Style Options group. Table Style Options group

11. Create Tables - continued To add a total row: • Make desired cell active within table. • Click TABLE TOOLS DESIGN tab. • Click Total Row check box in Table Style Options group. • Click in total row in column where function will be added. • Click down-pointing arrow. • Click desired function. function

12. Sort and Filter a Table To sort a table: • Click desired filter arrow button. • Click desired sort order. • Click OK. sort order options

13. Sort and Filter a Table - continued To filter a table: • Click desired filter arrow button. • Click desired filter options. • Click OK. filter arrow button

14. CHECKPOINT 1 • Columns are called this and are used to store a single unit of information. • header row • records • tables • fields • Below the field names, data entered in rows are called this. • header row • records • tables • fields Answer Answer Next Question Next Question • The first row of the table contains column headings and is called the field names row or this. • header row • records • tables • fields • This contextual tab contains options for formatting the table. • TABLE TOOLS FORMAT • TABLE TOOLS DESIGN • TABLE TOOLS SETUP • TABLE TOOLS PAGE Answer Answer Next Question Next Slide

15. Data Tools • The Data Tools group on the DATA tab includes features useful for working with data in tables. Data Tools group

16. Data Tools - continued To split text into multiple columns: • Insert blank column(s) next to source data. • Select data to be split. • Click DATA tab. • Click Text to Columns button. continues on next slide… Text to Columns button

17. Data Tools - continued • At Convert Text to Columns Wizard - Step 1 of 3 dialog box, with Delimited selected in Choose the file type that best describes your data section, click Next button. continues on next slide… Convert Text to Columns Wizard - Step 1 of 3 dialog box

18. Data Tools - continued • At Convert Text to Columns Wizard - Step 2 of 3 dialog box, click desired check box in Delimiterssection. • Click Next button. • At final Convert Text to Columns Wizard dialog box, click Finish button. • Deselect range. Convert Text to Columns Wizard - Step 2 of 3 dialog box

19. Data Tools - continued To extract data usingFlash Fill: • Insert blank column(s) next to source data. • Type first record. • Press Enter. • Start typing second record. • When grayed-out text appears, press Enter. Excel recognizes first names from column D

20. Data Tools - continued To remove duplicate rows: • Select desired range or make cell active in table. • Click DATA tab. • Click Remove Duplicates button in Data Tools group. • At Remove Duplicates dialog box, select desired columns to compare. • Click OK. continues on next slide… Remove Duplicates dialog box

21. Data Tools - continued • At Microsoft Excel message box, click OK. Microsoft Excel message box

22. Data Tools - continued • Consider conditionally formatting duplicate values first to view the records that will be deleted.

23. Data Tools - continued • Excel’s data validation feature allows you to control the type of data that is accepted for entry in a cell. • You can also set parameters that validate whether the entry is within a certain range of acceptable values, dates, times, or text length.

24. Data Tools - continued To create a data validation rule: • Select desired range. • Click DATA tab. • Click Data Validation button. • Specify the validation criteria in Settings tab. • Click Input Message tab. continues on next slide… Settings tab

25. Data Tools - continued • Type input message title and text. • Click Error Alert tab. continues on next slide… Input Message tab

26. Data Tools - continued • Select error style. • Type error alert title and message text. • Click OK. Error Alert tab

27. Data Tools - continued

28. Convert a Table to a Normal Range To convert a table to a range: • Make a cell active within table. • Click TABLE TOOLS DESIGN tab. • Click Convert to Range button. • At Microsoft Excel message box, click Yes. Microsoft Excel message box

29. Subtotal Related Data • A range of data with a column that contains multiple rows with the same field values can be grouped by those values. Subtotals can then be created for each group automatically. • You can choose from a list of functions for the subtotal, such as Average or Sum, and you can also create multiple subtotal values for each group. • Excel displays a new row with a summary total when the field value for the specified subtotal column changes content. • A grand total is also automatically included at the bottom of the range.

30. Subtotal Related Data - continued To create subtotals: • Select desired range. • Click DATA tab. • Click Subtotal button. continues on next slide… Subtotal button

31. Subtotal Related Data - continued • At Subtotal dialog box, select field to group by in At each change in option box. continues on next slide… At each change in option box

32. Subtotal Related Data - continued • Select desired function in Use functionoption box. • Select field(s) to subtotal in Add subtotal to list box. • Click OK. • Deselect range. Use function option box

33. Subtotal Related Data - continued • Excel displays the subtotals with buttons along the left side of the worksheet area used to show or hide the details for each group using Excel’s Outline feature. Show Detail button

34. Group and Ungroup Data To ungroup data by rows: • Select grouped range within outlined worksheet. • Click Ungroup button. • At Ungroup dialog box, click OK. Ungroup dialog box

35. Group and Ungroup Data - continued To group data by rows: • Select range to be grouped within outlined worksheet. • Click Group button. • At Group dialog box, click OK. Group dialog box

36. CHECKPOINT 2 • The Text to Columns button is located on this tab. • HOME • DATA • INSERT • PAGE LAYOUT • The Subtotal button is located on this tab. • PAGE LAYOUT • INSERT • HOME • DATA Answer Answer Next Question Next Question • This feature allows you to control the type of data that is accepted for entry in a cell. • Formatting • Conditional Formatting • Data Validation • Data Check • Excel can create an outline with up to how many levels? • 8 • 6 • 4 • 2 Answer Answer Next Question Next Slide

37. Working with Tables and Data Features Summary of Presentation Concepts • Create a table in a worksheet • Expand a table to include new rows and columns • Add a calculated column in a table • Format a table by applying table styles and table style options • Add a total row to a table and add formulas to total cells • Sort and filter a table • Split contents of a cell into separate columns • Remove duplicate records • Restrict data entry by creating validation criteria • Convert a table to a normal range • Create subtotals in groups of related data • Group and ungroup data