xp. objectives sort data and filter data summarize an excel table insert subtotals into a range of...

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CHAPTER 5: WORKING WITH EXCEL TABLES, PIVOTTABLES, AND PIVOTCHARTS

XPXPXPObjectives• Sort data and filter data• Summarize an Excel table• Insert subtotals into a range of data• Outline buttons to show or hide details• Create and modify a PivotTable and PivotChart

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XPXPXPPlanning 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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XPXPXPCreating 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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XPXPXPPlanning 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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XPXPXPSave 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 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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XPXPXPCreating an Excel Table

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

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XPXPXPSorting 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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XPXPXPFiltering 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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XPXPXPUsing 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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XPXPXPCreating Subtotals (Introduction)• Subtotals can be created on columnar data– The data must be sorted for subtotals to be

created– Column headers must also appear in the data

• 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

XPXPXPInserting Subtotals• 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

• Click SubTotal on the Data ribbon

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XPXPXPInserting Subtotals

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XPXPXPUsing 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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XPXPXPPivot Tables• Interactive table used to group and summarize

either a range of data or an Excel table into a concise, tabular format for easier reporting and analysis

• Dynamic organization; can be “pivoted” to examine data from various perspectives by rearranging its structure

• Best used to analyze data that can be summarized in multiple ways

• Pivot tables can be created from lists or external data sources

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XPXPXPAnalyzing 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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XPXPXPAnalyzing 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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XPXPXPCreating a PivotTable• Use PivotTable dialog box to select data to

analyze and location of the PivotTable report

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XPXPXPCreating 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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XPXPXPAdding Fields to a PivotTable

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XPXPXPCreating 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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XPXPXPRefreshing 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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XPXPXPGrouping 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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XPXPXPFiltering and Slicing a PivotTable• Filters can be applied to a PivotTable• PivotTable filters can be based on:– Field values– Row and column label groupings

• PivotTable filters can be removed

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XPXPXPFiltering and Slicing a PivotTable• Slicer—small window that contains a button

for each item in a field• Slicer—helpful when filtering a PivotTable

based on multiple tables• Slicers can be customized

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XPXPXPFiltering and Slicing a PivotTable

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XPXPXPCreating a Calculated Field• Custom calculation options:– % of Grand Total – % of Column Total– % of Row Total– % of Parent Row Total– Running Total – Rank Smallest to Largest– Rank Largest to Smallest

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XPXPXPCreating a PivotChart• PivotChart—interactive graphical

representation of PivotTable data• Changing the position of a field in the

PivotTable or the PivotChart changes the corresponding object as well

• Create a PivotChart:– Click in the PivotTable– Click PivotChart in the Tools group on the ANALYZE

tab

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XPXPXPCreating a PivotChart

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