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Microsoft Excel 2010 ® ® Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts
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Excel2010 05-130206153751-phpapp01

Jul 20, 2015

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Vishal Kumar
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Page 1: Excel2010 05-130206153751-phpapp01

Microsoft Excel 2010® ®

Tutorial 5: Working with Excel Tables,

PivotTables, and PivotCharts

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New Perspectives on Microsoft Excel 2010 2

Visual Overview

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New Perspectives on Microsoft Excel 2010 3

An Excel Table

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New Perspectives on Microsoft Excel 2010 4

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 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 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)

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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 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

• 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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New Perspectives on Microsoft Excel 2010 10

Creating an Excel Table

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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

• 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

• 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 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

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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 Overview

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New Perspectives on Microsoft Excel 2010 18

Filtering Table Data

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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

• 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 Column

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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 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• Criteria filters enable you to specify various

conditions in addition to those that are based on an “equals” criterion

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Filtering Data

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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 CalculateSummary Statistics

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Splitting Worksheet Window into Panes

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

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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 Subtotals

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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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Visual Overview

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PivotTable and PivotChart

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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 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

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

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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

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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

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

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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 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 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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Using a Slicer to Filter a PivotTable

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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 items combines dates or numeric items into larger groups so that the PivotTable can include the desired level of summarization

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Creating a PivotChart

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