Excel ch06

Chapter 6

Creating, Sorting, and

Querying a Table

MicrosoftExcel 2013

Creating, Sorting, and Querying a Table 2

• Create and manipulate a table• Delete duplicate records• Add calculated columns to a table with structured

references• Use the VLOOKUP function to look up a value in a

table• Use icon sets with conditional formatting• Insert a total row• Sort a table based on one field or multiple fields

Objectives

Creating, Sorting, and Querying a Table 3

• Sort, query, and search a table using AutoFilter• Remove filters• Create criteria and extract ranges• Apply database functions, such as SUMIF and

COUNTIF• Use the MATCH and INDEX functions to look up a

value in a table• Display automatic subtotals• Use outline features to group, hide, and unhide data

Objectives

Creating, Sorting, and Querying a Table 4

Project – Coastal Realty Agent Commission Table

Creating, Sorting, and Querying a Table 5

• Create and format a table• Insert a calculated field using a structured reference• Use LOOKUP tables in the worksheet• Apply conditional formatting and icon sets• Sort tables• Query a table• Extract records with criteria ranges• Use database functions and conditional functions• Display automatic subtotals and outline

Roadmap

Creating, Sorting, and Querying a Table 6

Formatting a Range as a Table

• Select the range to format• Tap or click the ‘Format as Table’ button on the

HOME tab to display the Format as Table gallery• Tap or click the desired table style

Creating, Sorting, and Querying a Table 7

Formatting a Range as a Table

Creating, Sorting, and Querying a Table 8

Naming the Table

• Tap or click anywhere in the table and then display the TABLE TOOLS DESIGN tab

• Tap or click the Table Name text box end enter the desired table name

Creating, Sorting, and Querying a Table 9

Removing Duplicates

• Tap or click the Remove Duplicates button on the TABLE TOOLS DESIGN tab to display the Remove Duplicates dialog box

• Tap or click the Select All button to select all columns

• Tap or click the OK button to remove duplicate records from the table

• Tap or click the OK button to finish the process

Creating, Sorting, and Querying a Table 10

Removing Duplicates

Creating, Sorting, and Querying a Table 11

Entering a New Record into a Table

• Select the desired cell• Type in the information. After typing the

information, tap or click the cell to the right or press the RIGHT ARROW key to move to the next field

Creating, Sorting, and Querying a Table 12

Centering Across Selection

• Select the desired range. Press and hold or right-click to display the shortcut menu

• Tap or click Format Cells to display the Format Cells dialog box

• Tap or click the Alignment tab and then tap or click the Horizontal button in the Text alignment area

• Tap or click ‘Center Across Selection’ in the Horizontal list to center the title across the selection

• Tap of click the OK button to apply the settings

Creating, Sorting, and Querying a Table 13

Centering Across Selection

Creating, Sorting, and Querying a Table 14

Creating Calculated Fields

• Tap or click the desired cell• Tap or click the ‘Accounting Number Format’

button on the HOME tab and then tap or click the Decrease Decimal button on the HOME tab twice so that data is formatted as whole dollars

• Type =[YTD Sales] * [Commission Rate] to enter the formula with structured references and then tap or click the Enter box in the formula bar to create a calculated column

Creating, Sorting, and Querying a Table 15

Creating Calculated Fields

Creating, Sorting, and Querying a Table 16

Using the VLOOKUP Function

• With the desired cell selected, type the VLOOKUP function– Ex: =vlookup(i9, $l$3:$m$5, 2

Creating, Sorting, and Querying a Table 17

Adding a Conditional Formatting Rule with an Icon Set• Select the range to contain the conditional formatting• Tap or click the Conditional Formatting button on the

HOME tab to display the Conditional Formatting gallery

• Tap or click New Rule in the to display the New Formatting Rule dialog box

• Tap or click the Format Style button to display the Format Style list

Creating, Sorting, and Querying a Table 18

Adding a Conditional Formatting Rule with an Icon Set• Tap or click Icon Sets in the Format Style list to display

the icon style area in the Edit the Rule Description area

• Tap or click the Icon Style box arrow to display the Icon Style list and then tap or click the desired icon style

• Enter the desired values for each icon in the Value box

• Tap or click the OK button to display icons in each row of the table

Creating, Sorting, and Querying a Table 19

Adding a Conditional Formatting Rule with an Icon Set

Creating, Sorting, and Querying a Table 20

Inserting a Total Row

• Tap or click the table to make it active• Tap or click the Total Row check box in the TABLE

TOOLS DESIGN tab to add the total row and display the record count in the last column of the table

• Tap or click the cell in the total row• Tap or click the button on the right side of the cell

to display a list of available statistical functions• Tap or click the desired function

Creating, Sorting, and Querying a Table 21

Inserting a Total Row

Creating, Sorting, and Querying a Table 22

Sorting a Table in Ascending Sequence• Tap or click a cell in the column to be sorted, and

then tap or click the Sort & Filter button on the HOME tab to display the Sort & Filter menu

• Tap or click the ‘Sort A to Z’ command to sort the table in ascending sequence by the selected field

Creating, Sorting, and Querying a Table 23

Sorting a Table in Descending Sequence• Tap or click a cell in the column to be sorted and

display the DATA tab • Tap or click the

‘Sort Largest to Smallest’ button to sort the table in descending sequence by the selected field

Creating, Sorting, and Querying a Table 24

Custom Sorting a Table

• With a cell in the table active, click the ‘Sort & Filter’ button on the HOME tab to display the Sort & Filter menu

• Tap or click Custom Sort on the Sort & Filter menu to display the Sort dialog box

• Tap or click the Column Sort by button to display the field names in the table

• Tap or click the first field on which to sort to select the first sort level

• Select the desired options for Sort On and Order• Tap or click the Add Level button to ask a new sort level, and then

repeat the previous two steps• Tap or click the OK button to sort the table

Creating, Sorting, and Querying a Table 25

Custom Sorting a Table

Creating, Sorting, and Querying a Table 26

Sorting a Table Using AutoFilter

• Tap or click the filter button in the desired sort column to display the filter menu

• Tap or click ‘Sort Oldest to Newest’ on the filter menu to sort the table in ascending sequence by the selected field. Tap or click outside the column to view the sorted data

Creating, Sorting, and Querying a Table 27

Querying a Table Using AutoFilter

• Display the AutoFilter menu for the field to query• Remove the check marks next to the fields you wish

to hide• Tap or click

the OK button to apply the AutoFilter criterion

Creating, Sorting, and Querying a Table 28

Removing Filters

• Display the DATA tab• Tap or click

the Clear button on the DATA tab to display all of the records in the table

Creating, Sorting, and Querying a Table 29

Searching a Table Using AutoFilter

• Tap or click the filter button in the desired column to display the filter menu

• Tap or click the Search box, and then type the desired search string

Creating, Sorting, and Querying a Table 30

Entering Custom Criteria Using AutoFilter• Tap or click the filter button in the desired cell to

display the filter menu • Tap or click Number Filters to display the Number

Filters submenu• Tap or click Custom Filter to display the Custom

AutoFilter dialog box• Select the desired options for the AutoFilter• Tap or click the OK button to display records in the

table that match the custom AutoFilter criteria

Creating, Sorting, and Querying a Table 31

Entering Custom Criteria Using AutoFilter

Creating, Sorting, and Querying a Table 32

Turing Off AutoFilter

• Display the DATA tab• Tap or click the Filter button on the DATA tab to turn

off the filter buttons in the table

• Tap or click the Filter button on the DATA tab again to show the filter buttons in the table

Creating, Sorting, and Querying a Table 33

Querying Using a Criteria Range

• Enter the criteria data in the desired cells• Tap or click the table to make it active• Display the DATA tab and then tap or click the

Advanced button to display the Advanced Filter dialog box

• Tap or click the OK button to hide all records that do not meet the comparison criteria

Creating, Sorting, and Querying a Table 34

Querying Using a Criteria Range

Creating, Sorting, and Querying a Table 35

Extracting Records

• Activate the table• Tap or click the Advanced button on the DATA tab to

display the Advanced Filter dialog box• Tap or click ‘Copy to another location’ in the Action

area to cause the records that meet the criteria to be copied to a different location on the worksheet

• Tap or click the OK button to copy any records that meet the comparison criteria in the criteria range from the table to the extract range

Creating, Sorting, and Querying a Table 36

Extracting Records

Creating, Sorting, and Querying a Table 37

Using the DAVERAGE and DCOUNT Database Functions• With the desired cell selected, type the DAVERAGE

function or DCOUNT function– Ex: =daverage(a8:j21, “Experience”,o2:o3) – Ex: =dcont (a8:j21, “Experience” q2:q3)

Creating, Sorting, and Querying a Table 38

Using the SUMIF Function

• With the desired cell selected, type the SUMIF Function– Ex: =sumif(j9:j21, ”Gold”, h9:h21)

Creating, Sorting, and Querying a Table 39

Using the COUNTIF Function

• With the desired cell selected, type the COUNTIF function– Ex: =countif(b9:b21, ”Residential”)

Creating, Sorting, and Querying a Table 40

Using the MATCH and INDEX Functions• With the desired cell selected, type a lookup value– Ex: =index (a9:j21, match(q10, a9:a21, 0), 8)

Creating, Sorting, and Querying a Table 41

Converting a Table to a Range

• Tap or click the filter button in the desired column and then tap or click ‘Sort A to Z’ to sort by category

• Press and hold or right-click anywhere in the table and then tap or click Table on the shortcut menu to display the Table submenu

• Tap or click ‘Convert to Range’ to display a Microsoft Excel dialog box

• Tap or click the Yes button to convert a table to a range

Creating, Sorting, and Querying a Table 42

Converting a Table to a Range

Creating, Sorting, and Querying a Table 43

Displaying Subtotals

• Tap or click in the desired criterion field• Tap or click the Subtotal button on the DATA tab to

display the Subtotal dialog box• Tap or click the ‘At each change in’ button and then tap or

click Category to select a column heading on which to create subtotals

• If necessary, tap or click the Use function button and then select Sum in the Use function list

• In the ‘Add subtotal to’ list , tap or click desired values to subtotal

• Tap or click the OK button to add subtotals to the range

Creating, Sorting, and Querying a Table 44

Displaying Subtotals

Creating, Sorting, and Querying a Table 45

Using the Outline Feature

• Tap or click the desired column heading• One at a time, tap or click each of the plus signs

(+) in column two on the left side of the window to display detail records for each category

Creating, Sorting, and Querying a Table 46

Chapter Summary

• Create and manipulate a table• Delete duplicate records• Add calculated columns to a table with structured

references• Use the VLOOKUP function to look up a value in a

table• Use icon sets with conditional formatting• Insert a total row• Sort a table based on one field or multiple fields

Creating, Sorting, and Querying a Table 47

Chapter Summary

• Sort, query, and search a table using AutoFilter• Remove filters• Create criteria and extract ranges• Apply database functions, such as SUMIF and

COUNTIF• Use the MATCH and INDEX functions to look up a

value in a table• Display automatic subtotals• Use outline features to group, hide, and unhide data

Chapter 6Complete

MicrosoftExcel 2013