Microsoft Excel Working with Excel Lists, Subtotals and Pivot Tables

Excel Lists §A common use of a spreadsheet is to manage lists of data. Excel lists can be used to replicate a database (each column in Excel is a field, and each row is a record) l Create a list range l Sort data (primary sort key, secondary sort key, third sort key) l AutoFilter lets you search for exact matches (like Access Filters). l Custom AutoFilter lets you search using complex criteria (just like queries in Access) l Conditional formatting highlights information that meets the criteria you specify. When viewing all of the data, certain items are brought to your attention by the use of conditional formats. (so you need to sort your data prior to applying subtotals). §Excel can summarize data in a list by inserting subtotals (sums, counts, averages, maximums, minimums) for groups of data in a list. A subtotal is inserted when a specified field changes (so you need to sort your data prior to applying subtotals). Have students Open Word

Pivot Tables §Excel lists often contain a wealth of information, but because there is so much detailed data present, it is often difficult to form a clear overall view of the information. §A Pivot Table is an interactive report that enables you to group and summarize an Excel list into a concise table format for easier reporting and analysis. l Can be used to summarize data into different categories using functions such as COUNT, SUM, AVERAGE, MAX, and MIN.

Pivot Tables §To generate a Pivot Table, you can specify the dimensions by which you wish to view the data (one factor or multiple factors), which allows you to see relationships in the data. §Using the data fields, you specify l What field is to be used to create row items l What field is to be used to create column headings. l What field or fields are to be used data area/data items l Report Filters (Page fields) can be used to filter the Pivot Table

Pivot Tables can help you see relationships in the data

Pivot Tables need to be formatted §Labels and numbers need to be in alignment §Columns need to be narrower §Numbers should be properly formatted ($, decimals, commas, etc.) §You can even change the mathematical operation used and the label text that is displayed.

Pivot Tables can help you see relationships in the data

Pivot Tables can help you see relationships in the data. If you want to take a picture of what is on your computer screen, use the PrtScn button (typically found on the top row of your keyboard) and then

§Report Filters (Page fields) can be used to filter the Pivot Table

Multi-factor Pivot Tables use multiple data fields I want to see the average amount purchased, the average number in the household and the average number of purchases made by each household, by region and “rent vs own” (multiple factors) Pivot Tables can help you see relationships in the data Don’t hand in something like this. It looks BAD and is hard to read.

§Select what you want to move (Values), right-click, select “Move Values to” and you want to “Move Values to Rows”