1. Microsoft Excel 2007 – Level 2
Chapter 4
SUMMARIZING AND CONSOLIDATING DATA

2. Performance Objectives
Summarize data by creating formulas with range names that reference other worksheets
Modify the range assigned to a range name
Summarize data by creating 3-D formulas
Create formulas that link to cells in other workbooks
Edit a link to a source workbook
Break a link to an external reference
Use the Consolidate feature to summarize data in multiple worksheets
Create, edit, and format a PivotTable
Create and format a PivotChart
Format the x-, y-, or z-axis in a chart
Modify or remove chart gridlines
Add a trendline to a chart to forecast future values
Modify trendline options

3. Summarizing Data in Multiple Worksheets
3-D reference – formula reference to the same cell address in multiple worksheets
Sheet1
Sheet2
Sheet3
=Sheet1!C3+Sheet2!C3+Sheet3!C3 OR
=sum(Sheet1!C3,Sheet2!C3,Sheet3!C3) OR
=sum(Sheet1:Sheet3!C3)
Use range names OR
=Sales1+Sales2+Sales3
Named ranges use absolute addresses

4. Select the cell or range of cells type the name, and press Enter
Naming a Range
Select the cell or range of cells
to be named
Click the Name box,
type the name, and press Enter OR
Click
Type name and Click OK

5. Modify a Named Range Click Formulas tab, Name Manager button
Select all cells for the range and click
Select the name to modify and click Edit
Click to select cells in the worksheet
Click OK
Then click Close

6. Totaling Named Ranges Sum of ranges for all three sheets
To analyze data in multiple worksheets
using named ranges
Step 1: Make cell active where function will appear
Step 2: Type =SUM(Bryce,Grand,Mesa) and press Enter
Sum of ranges for
all three sheets

7. Data Linked to Other Workbooks
1. Open both workbooks
2. Arrange windows panes to see both
3. Click in formula cell and type =
4. Click desired cell in the other workbook
5. Press the Enter key
='[GroupSalesbyPark-May.xlsx]AttendanceSummary'!$F$7
Workbook name in brackets
Worksheet name followed by !
Cell or range

8. Maintaining External References
External References include drive and folder paths to the source workbook; moving the source workbook breaks the link
Appears when opening a workbook with external references
Click to enable content or change default OR
Select and change as desired
Click

9. Using the Consolidate Feature
To summarize from multiple worksheets or another workbook into a master worksheet
1. Create a range name for each desired range
2. Click the cell to contain the summary
3. Then click
Choose aggregate function
Add ranges from this workbook
Include label ranges or not
or another workbook

10. Creating a PivotTable Report
A PivotTable is an interactive table that organizes and summarizes data
Click
First row of data must have unique column headings; rows or columns may NOT be blank

11. Creating a PivotTable Report../2
List of data for PivotTable
Notice repeated data in columns

12. Creating a PivotTable Report../3
Select a range in this workbook or another workbook
Choose where the PivotTable Report should be placed
Click OK

13. Creating a PivotTable Report../4
Insert tab, PivotTable
Check or drag-drop into appropriate
area

14. Creating a PivotTable Report../5
Filter by clicking arrows
Can change aggregate function
Can format as desired, print unfiltered / filtered view

15. Creating a PivotTable Report../6
Changing the aggregate function
Click then click OR
Click down arrow

16. Creating a PivotChart --from an existing PivotTable--
To display PivotTable data in a chart
--from an existing PivotTable--
Click in the PivotTable, then click
Excel displays the Insert Chart dialog box
--from scratch--
Click in the list of data, then click the PivotTable down arrow and click PivotChart
Excel displays a blank chart with the PivotTable Field list pane

17. Creating a PivotChart ../2
--existing PivotTable--
Click in the PivotTable, then click
Filter by clicking arrows

18. Creating a PivotChart ../3
--from scratch--
Click in the data list, then click
Select a range in this workbook or another workbook
Choose where the PivotChart should be placed
Click OK

19. Creating a PivotChart ../4
--from scratch--
PivotTable created with PivotTable Field List
Filter by clicking arrows

20. Format Chart Axes Two-dimensional chart Three-dimensional chart
Can add or delete chart elements, change scaling, gridlines, fonts, color, size of labels, etc.

21. Format Chart Axes …/2 Right-click vertical (value) axis
Customize minimum, maximum values on y-axis
Right-click vertical (value) axis
Then click Format Axis…
Set these to affect the values on the y-axis

22. Customize the display of gridlines
Format Chart Axes …/3
Customize the display of gridlines
Click on the chart, then click
Choose
Choose

23. Add a Trendline to a Chart
Use to illustrate the direction or trend that the data is presenting in the chart
Trend / Regression Type
Description
Exponential
Curved line to display values that are increasing or decreasing at higher rates
Linear
For values that increase / decrease at a steady rate
(best-fit-straight line)
Logarithmic
For values that increase / decrease quickly and level out (best-fit curved line)
Polynomial
For values that fluctuate (curved line)
Power
For values that increase / decrease at a specific rate
(curved line)
Moving Average
For values with fluctuations smoothed out to show a pattern (curved line)

24. Add a Trendline to a Chart../2
Click on a data series, then click
Choose desired options and click Close
Trendlines cannot be added to 3-D, stacked chart subtypes, doughnut, pie, radar, or surface charts

25. Add a Trendline to a Chart../3
To change its properties, Right-click a trendline and choose Format Trendline…
Choose desired options and click Close

26. Select the range to be named, then type the name, and press Enter
Features Summary
How do you name a range?
Select the range to be named, then
Click the Name box,
type the name, and press Enter

27. Click Formulas tab, Name Manager button
Features Summary
How do you modify a range name?
Click Formulas tab, Name Manager button
Select the name to modify and click Edit

28. Features Summary What is a 3-D reference?
A reference to the same cell in a range that extends over multiple worksheets

29. Features Summary
How do you enter a link to a cell in another worksheet?
1. Open both workbooks
2. Arrange windows panes to see both
3. Click in formula cell and type =
4. Click desired cell in the other workbook
5. Press the Enter key

30. Edit the linked reference
Features Summary
What must you do after moving a file that has been linked with an external reference?
Edit the linked reference
Click

31. Features Summary
How must the data list be set up before you can create a PivotTable?
The first row must contain unique column headings,
There may be no blank rows or columns

32. Features Summary How do you add fields to a PivotTable?
Checkmark each field box in the PivotTable Field List pane or drag the name to the desired area

33. Filter by clicking arrows
Features Summary
How do you filter a PivotTable?
Filter by clicking arrows

34. Filter by clicking arrows
Features Summary
How do you filter a PivotChart?
Filter by clicking arrows

35. Features Summary How do you show gridlines in a chart?
Click on the chart, then click
Choose
Choose

36. Features Summary How do you add a trendline to a chart?
Click on a data series, then click
Then click desired option

37. USING DATA ANALYSIS FEATURES
Coming Next
Chapter 5
USING DATA ANALYSIS FEATURES