Microsoft Excel 2010 ® ® Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts.

Microsoft Excel 2010® ®

Tutorial 5: Working with Excel Tables,

PivotTables, and PivotCharts

XPXPXP

New Perspectives on Microsoft Excel 2010 2

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

XPXPXP


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

XPXPXP


Visual Overview

XPXPXP


An Excel Table

XPXPXP


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

XPXPXP



• Data definition table– Documentation that lists the fields to be

maintained for each record and a description of the information each field will include

XPXPXP



• 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)

XPXPXP


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

XPXPXP



• Freezing a row or column keeps headings visible as you work with data in a large worksheet

XPXPXP


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

XPXPXP


Creating an Excel Table

XPXPXP


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

XPXPXP


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

XPXPXP


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

XPXPXP


Sorting Data• Use sort dialog box to sort multiple columns• Primary and secondary sort fields• Up to 64 sort fields possible

XPXPXP


Sorting Multiple Columns Using the Sort Dialog Box

XPXPXP


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

XPXPXP


Visual Overview

XPXPXP

New Perspectives on Microsoft Excel 2010

Tutorial• Step 1 - 13

20

XPXPXP


Filtering Table Data

XPXPXP


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

XPXPXP


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

XPXPXP


Filtering Using One Column

XPXPXP


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

XPXPXP


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

XPXPXP


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

XPXPXP


Filtering Data

XPXPXP



29

XPXPXP


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

XPXPXP


Using the Total Row to CalculateSummary Statistics

XPXPXP


Splitting Worksheet Window into Panes

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

XPXPXP


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 using Subtotal command– It cannot be used in an Excel table– First convert the Excel table to a range

XPXPXP


Inserting Subtotals

XPXPXP


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

XPXPXP



36

XPXPXP


Visual Overview

XPXPXP


PivotTable and PivotChart

XPXPXP


Analyzing Data with PivotTables• Provide ability to “pivot” the table (rearrange,

hide, and display different category fields to provide alternative views of the data)

XPXPXP


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

XPXPXP


Creating a PivotTable• Use PivotTable dialog box to select data to

analyze and location of the PivotTable report

XPXPXP


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

XPXPXP


Adding Fields to a PivotTable

XPXPXP


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

XPXPXP


Rearranging a PivotTable• Add, remove, and rearrange fields to change

the PivotTable’s layout

XPXPXP



46

XPXPXP


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

XPXPXP


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

XPXPXP


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

XPXPXP



50

XPXPXP


Using a Slicer to Filter a PivotTable

XPXPXP



52

XPXPXP


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

XPXPXP


Grouping PivotTable Items• Grouping items combines dates or numeric

items into larger groups so that the PivotTable can include the desired level of summarization

XPXPXP



55

XPXPXP


Creating a PivotChart• A PivotChart allows you to interactively add,

remove, filter, and refresh data fields

XPXPXP



57

Microsoft Excel 2010 ® ® Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts.

Documents

microsoft excel

xp new perspectives

sorting data sort data

filtering table data

excel tables

filtering data filtering

data range filter

kind of data