1. Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts

2. Objectives 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

3. 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

4. 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

5. Planning a Structured Range of Data
Freezing a row or column keeps headings visible as you work with data in a large worksheet

6. 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 copied to all other cells in the column
Create formulas that reference cells in a table by using table and column names

7. Creating an Excel Table

8. 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

9. 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

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

11. Sorting Multiple Columns Using the Sort Dialog Box

12. 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

13. 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

14. Using the Total Row to Calculate Summary 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

15. Using the Total Row to Calculate Summary Statistics

16. Creating 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
Click SubTotal on the Data ribbon

17. 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

18. Inserting Subtotals

19. 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

20. Pivot 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

21. Visual Overview

22. PivotTable and PivotChart

23. Analyzing Data with PivotTables
Provide ability to “pivot” the table (rearrange, hide, and display different category fields to provide alternative views of the data)

24. 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

25. Creating a PivotTable
Use PivotTable dialog box to select data to analyze and location of the PivotTable report

26. 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

27. Adding Fields to a PivotTable

28. 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

29. Rearranging a PivotTable
Add, remove, and rearrange fields to change the PivotTable’s layout

30. Using a Slicer to Filter a PivotTable

31. 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

32. Grouping PivotTable Items
Grouping items combines dates or numeric items into larger groups so that the PivotTable can include the desired level of summarization

33. Creating a PivotChart
A PivotChart allows you to interactively add, remove, filter, and refresh data fields
A PivotChart is a graphical representation of the data in a PivotTable.

34. PivotChart