Chapter 6 Creating, Sorting, and Querying a Table Microsoft Excel 2013 Chapter 6 Creating, Sorting, and Querying a Table

Objectives 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

Objectives 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 Creating, Sorting, and Querying a Table

Project – Coastal Realty Agent Commission Table Creating, Sorting, and Querying a Table

Creating a Table A table, also called a database, is an organized collection of data The data related to each person or item is called a record, and the individual data items that make up a record are called fields When creating a table in Excel, you should not enter more than one table per worksheet. Creating, Sorting, and Querying a Table

Formatting a Range as a Table Creating, Sorting, and Querying a Table

Formatting a Table Row banding causes adjacent rows to have different formatting so that each row in the table is distinguished from surrounding rows Creating, Sorting, and Querying a Table

Using a LOOKUP Table Excel contains functions that allow you to search for values in a secondary, or lookup table. Creating, Sorting, and Querying a Table

Using a LOOKUP Table The two most widely used lookup functions are HLOOKUP and VLOOKUP Both functions look up a value in a lookup table and return a corresponding value from the table to the cell containing the function The HLOOKUP function is used when the table direction is horizontal, or across the worksheet The VLOOKUP function is used when a table direction is vertical, or down the worksheet Creating, Sorting, and Querying a Table

Adding Conditional Formatting Conditional Formatting allows you to create rules that change the formatting of a cell or range of cells based on the value of a particular cell Excel includes five types of conditional formats: highlight, top and bottom rules, data bars, color scales, and icon sets. Creating, Sorting, and Querying a Table

The Conditional Formatting Rules Manager The Conditional Formatting Rules Manager dialog box allows you to view all of the rules for the current selection or for an entire worksheet and change the order in which the rules are applied to a cell or range Creating, Sorting, and Querying a Table

Inserting a Total Row The Total Row check box, found in the Table Tools Design tab, allows you to insert a total row at the bottom of the table The default setting creates a total in the column, however, total rows display a button beside each cell to create other totals and functions Creating, Sorting, and Querying a Table

Inserting a Total Row Creating, Sorting, and Querying a Table

Sorting a Table in Ascending Sequence Arranging records in a specific sequence is called sorting Data is in ascending order if it is sorted from lowest to highest, earliest to most recent, or alphabetically from A to Z Creating, Sorting, and Querying a Table

Sorting a Table in Descending Sequence Data is in descending order if it is sorted from highest to lowest, most recent to earliest, or alphabetically from Z to A Creating, Sorting, and Querying a Table

Custom Sorting a Table If the column you choose to sort includes numeric data, then the Sort & Filter menu would show the ‘Sort Smallest to Largest’ and ‘Sort Largest to Smallest’ commands instead of the ‘Sort A to Z’ and ‘Sort to A’ commands Creating, Sorting, and Querying a Table

Sorting a Table Using AutoFilter When you first create a table, Excel automatically enables AutoFilter, a method to sort, query, and filter the records in the table Filter buttons appear to the right of the column headings Clicking a button displays the filter menu for the column with various commands and a list of all items in the field Creating, Sorting, and Querying a Table

Querying a Table Using AutoFilter The process of filtering activity based on one or more filter criteria is called a query You can apply more than one filter at a time When you apply a second filter criterion, Excel adds it to the first and now each record must pass two tests to appear as part of the final subset of the table Creating, Sorting, and Querying a Table

Searching a Table Using AutoFilter You can search a table using wildcard characters In the Search box, you can type a ? (question mark) to represent any single character For example, type answer? to display results such as answer1, answer2, and answer3 Another way to search includes using an * (asterisk) to represent a series of characters For example, type *drive* to display results such as flash drives, CD-R drive, and drivers Creating, Sorting, and Querying a Table

Querying Using a Criteria Range Another advanced filter technique called a criteria range manipulates records that pass comparison criteria Like a custom filter, a criteria range compares entered data with a list or table, based on column headings and then extracts those records Creating, Sorting, and Querying a Table

Querying Using a Criteria Range Creating, Sorting, and Querying a Table

Extracting Records You also can create an extract range in which Excel copies the records that meet the comparison criteria in the criteria range to another part of the worksheet Extracting records allows you to pull data from a table so that you can analyze or manipulate the data further Creating, Sorting, and Querying a Table

Extracting Records Creating, Sorting, and Querying a Table

Different Comparison Criteria If the criteria range contains a blank row, it means that no comparison criteria have been defined. Thus, all records in the table pass the test and will be displayed. If you want an OR operator in the same field, your criteria range must contain two (or more) data rows. Enter the criteria data on separate rows. Records that pass either comparison criterion will be displayed. If you want an AND operator in the same field name, you must add a column in the criteria range and duplicate the column heading. If you want an OR operator on two different fields, your criteria range must contain two (or more) data rows. Enter the criteria for each field on a separate row. Records will display that pass either comparison criterion. When the comparison criteria below different field names are in the same row, then records pass the test only if they pass all the comparison criteria. If the comparison criteria for the field names are in different rows, then the records must pass only one of the tests. Creating, Sorting, and Querying a Table

Using the DAVERAGE and DCOUNT Database Functions The DAVERAGE function finds the average of numbers in a table field that pass a test The DCOUNT function will count the number of numeric entries in a table field that pass a test With the desired cell selected, type the DAVERAGE function or DCOUNT function Ex: =daverage(a8:j21, “Experience”,o2:o3) Ex: =dcount (a8:j21, “Experience” q2:q3) Creating, Sorting, and Querying a Table

Using the SUMIF Function The SUMIF function sums values in a range only if they meet the criteria With the desired cell selected, type the SUMIF Function Ex: =sumif(j9:j21, ”Gold”, h9:h21) Creating, Sorting, and Querying a Table

Using the COUNTIF Function The COUNTIF function counts values in a range only if they meet the criteria With the desired cell selected, type the COUNTIF function Ex: =countif(b9:b21, ”Residential”) Creating, Sorting, and Querying a Table

Using the MATCH and INDEX Functions The MATCH function tells you the relative position of an item in a range or table, which matches a specified value in a specified order The INDEX function returns the value or reference of the cell at the intersection of a particular row and column in a table or range Creating, Sorting, and Querying a Table

Using the MATCH and INDEX Functions Creating, Sorting, and Querying a Table

Displaying Subtotals Another way to summarize data is by using subtotals. A subtotal is the sum of a subset of data, and a grand total sums all of the data in a row or column Creating, Sorting, and Querying a Table

Using the Outline Feature The subtotal command displays outline symbols beside the rows or above the columns of the data you want to group The outline symbols include plus and minus signs for showing and hiding portion of the spreadsheet, as well as brackets identifying the groups Excel turns on the outline feature automatically when you create subtotals Creating, Sorting, and Querying a Table