1. Importing, Creating Tables, Sorting and Filtering, and Using Conditional Formatting
Sharing data among software programs is essential in work today. You can import data from several sources and export data in a variety of formats.
Chapter 4
McGraw-Hill/Irwin
Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.

2. Student Learning Outcomes
Creating Excel Tables
Importing Data
4.1
4.2
Sorting Data
4.3
Filtering Data
4.4
Using the Subtotal Command and Creating Outlines and Groups
4.5
Applying Conditional Formatting
4.6
Using Goal Seek and Worksheet Protection
4.7
Student Learning Outcomes:
SLO 4.1 Import data into Excel from a text file, database file, or a web site and use Flash Fill and data connections.
SLO 4.2 Create and format an Excel table and a PivotTable and export data for use in other programs.
SLO 4.3 Sort data by text, number, color, or icon.
SLO 4.4 Apply an AutoFilter or an Advanced Filter to data
SLO 4.5 Use the Subtotal command and create groups and outlines.
SLO 4.6 Apply and manage Conditional Formatting using cell rules, Color Scales, Icon Sets, and Data Bars.
SLO 4.7 Use Goal Seek and protect a worksheet.

3. Case Study Paradise Lakes Resort (PLR) Vacation company
Import and sort data from external sources!
Paradise Lakes Resort (PLR)
Vacation company
Four resort chains
In northern Minnesota
Format lists as tables and PivotTables and subtotal data!
Paradise Lakes Resort (PLR) is the case study that will be used throughout the chapter!

4. Importing Data
SLO 4.1 Import data into Excel from a text file, database file, or a web site and use Flash Fill and data connections.
SLO 4.1

5. Importing Data
Obtaining data from another software program, file format, or Internet location
External data
Source
SLO 4.1 Import data into Excel from a text file, database file, or a web site and use Flash Fill and data connections.
Importing data is obtaining data from another software program, file format, or Internet location.
External data is data in a worksheet that originated in another program or format.
Source is where the data is coming from.

6. Importing Data Text Files Access Database Files Web Site Data
SLO 4.1 Import data into Excel from a text file, database file, or a web site and use Flash Fill and data connections.
You can import from many locations including:
Text Files: A document that includes basic data, no formatting and commas or other characters to separate the data into rows and columns. The Text Import Wizard guides you through the data importing steps.
Data tab, Get External Data group, From Text button
Access Database Files: Are collections of related tables, queries, forms, and reports. You can import a table or query from Access.
Data tab, Get External Data group, From Access button
Web Site Data: A list or table that is on the Internet can be imported into Excel.
Data tab, Get External Data group, From Web button

7. Importing Data Flash Fill Data Connections
Recognizes a pattern and duplicates it for matching cells
Data Connections
Connects data that originated outside the workbook
SLO 4.1 Import data into Excel from a text file, database file, or a web site and use Flash Fill and data connections.
Flash Fill recognizes a pattern and duplicates it for matching cells.
Data connections connect data that originated outside the workbook.
Complete Pause & Practice: Excel 4-1.

8. Creating Excel Tables SLO 4.2
SLO 4.2 Create and format an Excel table and a PivotTable and export data for use in other programs.
SLO 4.2

9. Table Header Row Record Field Field Name Table Terminology
SLO 4.2 Create and format an Excel table and a PivotTable and export data for use in other programs.
Table: A list of related pieces of information that is formatted as a title row followed by rows of data
Header Row: The first row of the table with descriptive titles or labels
Record: Each row is a record
Field: Each column is a field
Field Name: The label in the header row is sometimes referred to as a field name

10. Tables Create a table Apply table styles Use the Table Tools group
Table style options
Save a new table style
Use the Table Tools group
View structured references and table name
SLO 4.2 Create and format an Excel table and a PivotTable and export data for use in other programs.
Create a Table
Select cells to format from the Home tab in the Styles group, click the Format as Table button, choose a table style from the gallery, format as necessary for headers, and click OK.
Apply Table Styles
Table styles are pre-designed sets of built-in format options for tables.
Table style options include commands for showing or hiding various parts of the table.
Save a new table style if you have personalized the table style and want to save for future use, save as a new table style and it will be in the Custom group of the gallery.
Use the Table Tools Group
The Tools group has four commands: Summarize with PivotTable, Remove Duplicates, Convert to Range, and Insert Slicer that can be used on a table.
View Structured References and Table Name
By default the table is assigned a name TableN, this can be more descriptively named using the Table Tools Design tab and Properties group.
Each column is assigned a name based on the label in the header row. The name is a structured reference. They are preceded sign. The structured references can be viewed by pointing to them.

11. PivotTables
Summary report based on a list-type range of data in a worksheet
Used for analysis of data
Can be made into PivotCharts
SLO 4.2 Create and format an Excel table and a PivotTable and export data for use in other programs.
Summary report is based on a list-type range of data in a worksheet.
Used for analysis of data. You can drill down into your data and assess various types of results or changes. You can sort, filter, or calculate using the data.
Can be made into PivotCharts for a graphical representation.
Insert tab, Tables group, PivotTable button

12. Text file SharePoint List Exporting Data
SLO 4.2 Create and format an Excel table and a PivotTable and export data for use in other programs.
Text file: You can export the file to a text file to be read by any program that reads text files.
SharePoint List: You can export to a server that facilitates collaboration and simultaneous work
Complete Pause & Practice: Excel 4-2.

13. Sorting Data
SLO 4.3 Sort data by text, number, color, or icon.
SLO 4.3

14. Sorting Data Text Data Data with Values Font or Cell Color Cell Icon
SLO 4.3 Sort data by text, number, color, or icon.
You can choose to sort by one field or multiple fields and using many different sort values.
You can sort based on:
Text Data can be sorted in ascending or descending order (A to Z or Z to A).
Data with Values can be sorted in ascending or descending order (smallest to largest or largest to smallest).
Font or Cell Color can be sorted by color and put a color on the top or bottom.
Cell Icon can be sorted with icons grouped together.

15. Filtering Data
SLO 4.4 Apply an AutoFilter or an Advanced Filter to data.
SLO 4.4

16. Filtering Data AutoFilter Advanced Filter
SLO 4.4 Apply an AutoFilter or an Advanced Filter to data.
A filter specifies which data are shown and which are hidden based on a specified criteria. If it does not meet the criteria, it is temporarily hidden.
AutoFilter: Table automatically shows AutoFilter arrows, but for a range you need to activate them.
Data tab, Sort & Filter group, Filter button
A custom AutoFilter can also be created where you build criteria.
Advanced Filter: Similar to a query in a database. To see an Advanced Filter, create a criteria range, which must be at least two rows. You can also create an extract range if you want the filter results to be copied into another range.
Data tab, Sort & Filter group, Advanced button
To clear filters
Data tab, Sort & Filter group, Clear button

17. Using the Subtotal Command and Creating Outlines and Groups
SLO 4.5 Use the Subtotal command and create groups and outlines.
After completing SLO 4.5, assign Independent Project 4-5, Improve It Project 4-7, and Challenge Project 4-10.
SLO 4.5

18. Subtotal Command with Sum
FIRST:
Sort the rows by the main field to be totaled.
Automatically inserts summary rows for data that are arranged in related groups
Available for a normal range of cells
Lists data as an outline
SLO 4.5 Use the Subtotal command and create groups and outlines.
Automatically inserts summary rows for data that are arranged in related groups
Available for a normal range of cells, but not in Excel tables
Lists data as an outline, which is a summary that groups records so they can be displayed or hidden.
Data tab, Outline group, Subtotal button
FIRST: Sort the rows by the main field to be totaled or the Subtotal command will not work!

19. Outline buttons Auto Outline Define Groups Outlines
SLO 4.5 Use the Subtotal command and create groups and outlines.
Outline buttons: Show increasing level of details. There can be up to eight levels, and each has an Expand/Collapse button.
Auto Outline: If the data is consistently formatted, you can create an automatic outline, which inserts groups based on where the formulas are located in your data.
Data tab, Outline group, Group button
Define Groups: You can create a group by rows or columns for data that does not have totals or formulas. The data must be sorted so you can select a range of cells to indicate the group.
Complete Pause & Practice: Excel 4-3.

20. Applying Conditional Formatting
SLO 4.6 Apply and manage Conditional Formatting using cell rules, Color Scales, Icon Sets, and Data Bars.
After completing SLO 4.6, assign Guided Project 4-2.
SLO 4.6

21. Conditional Formatting
Applies specified formats to cells only when the cells meet specified criteria
Use rules to highlight, select fill colors, change font styles, add color scales, or even data bars or icons
SLO 4.6 Apply and manage Conditional Formatting using cell rules, Color Scales, Icon Sets, and Data Bars.
Conditional formatting applies specified formats to cells only when the cells meet specified criteria. Rules for conditional formatting can highlight, select fill colors, change font styles, add color scales, or even data bars or icons.

22. Conditional Formatting
Applies formats according to specified criteria (rules)
Highlighting
Data Bars
Color Scales
Icon Sets
SLO 4.6 Apply and manage Conditional Formatting using cell rules, Color Scales, Icon Sets, and Data Bars.
Cell Rules: Uses relational or comparison operators to determine if the value or label in a cell should be formatted.
Data Bars: Put data bars within the cell behind the values that they represent showing growth or reduction
Color Scales: Put a colored fill in the cell with the values based on the number it represents
Icon Sets: Puts icons in the cell with the values based on the number it represents
Once conditional formatting rules are set, they can be managed using the Manage Rules command and Edit Rule.
Formatting rules can be cleared using the Clear Rules option.

23. Rules Manage Rules Clear Rules
SLO 4.6 Apply and manage Conditional Formatting using cell rules, Color Scales, Icon Sets, and Data Bars.
You can modify rules via the Manage Rules dialog box after they are created. You also have the choice to clear rules from selected cells or from the entire sheet.
To manage or clear rules, click the Home tab in the Styles group, Conditional Formatting.

24. Using Goal Seek and Worksheet Protection
SLO 4.7 Use Goal Seek and protect a worksheet.
After completing SLO 4.7, assign Guided Projects 4-1 and 4-3; Independent Projects 4-4 and 4-6; and Challenge Projects 4-8 and 4-9.
SLO 4.6

25. Goal Seek Solves a formula for one cell: one argument in the formula
Available from the What-if Analysis button
SLO 4.7 Use Goal Seek and protect a worksheet.
Goal Seek solves a formula for one cell, one argument in the formula, and is available from the What-if Analysis button.

26. Worksheet Protection SLO 4.7 Use Goal Seek and protect a worksheet.
Unlock Worksheet Cells
Unprotect a Worksheet
SLO 4.7 Use Goal Seek and protect a worksheet.
Protect a Worksheet: Using the Review tab, Changes group, Protect Sheet button. Make the needed choices in the Protect Sheet dialog box and click OK.
Unlock Worksheet Cells: Sometimes you want the sheet protected, but certain cells unlocked. You can do this by using the Locked property. Home tab, Cells group, Format button.
Unprotect a Worksheet: Remove protection from a sheet for modification to all cells. Review tab, Changes group, Unprotect Sheet (enter a password if used).
Complete Pause & Practice: Excel 4-4.

27. Chapter Summary SLO Summary 4.1
Import data into Excel from a text file, database file, or a web site and use Flash Fill and data connections.
4.2
Create and format an Excel table and a PivotTable and export data for use in other programs.
4.3
Sort data by text, number, color, or icon.
4.4
Apply an AutoFilter or an Advanced Filter to data.
4.5
Use the Subtotal command and create groups and outlines.
4.6
Apply and manage Conditional Formatting using cell rules, Color Scales, Icon Sets, and Data Bars.
4.7
Use Goal Seek and protect a worksheet.
Chapter Summary – Pages E4-227-E4-228
Import data into Excel from a text file, database file, or a web site and use Flash Fill and data connections.
You can import text files in Excel including .txt (text) documents, .csv (comma separated values) files, and .prn (printer) files.
The From Text button is in the Get External Data group on the Data tab.
The Text Import Wizard guides you through the steps of importing the data.
You can import data from a Word document and tables and queries in a Microsoft Access database into a worksheet.
You can import table-formatted data on a web site into a worksheet using the From Web button on the Data tab.
Imported data establishes a data connection in the workbook.
The Flash Fill command copies your typing actions from nearby cells.
Create and format an Excel table and a PivotTable and export data for use in other programs.
There are several methods for sorting, filtering, and calculating rows of data in Excel tables.
Data that is set up like a list with a header row and the same type of data in each column can be formatted as a table.
Create a table by clicking the Format as Table button in the Styles group on the Home tab or by clicking the Quick Analysis tool and choosing Tables.
An AutoFilter button accompanies each label in the header row of an Excel table.
When any cell in a table is selected, the Table Tools Design tab is available.
Apply a table style by clicking the More button in the Table Styles group on the Table Tools Design tab.
Save a customized table style with the New Table Style button in the Table Styles gallery in the Table Styles group on the Table Tools Design tab.
Table Tools include commands to remove duplicate rows and to convert a table to a normal cell range. The Tools group is on the Table Tools Design tab.
An Excel table is named and uses structured references (names) for each column and other predefined parts.
A PivotTable is a summary report based on a cell range in the worksheet.
For a selected cell range, use the Recommended PivotTables button on the Insert tab in the Tables group.
In a PivotTable, fields can be repositioned to display different views of the data.
Use the PivotTable Fields pane to reposition fields in a PivotTable report.
Use the Export command in the Backstage view to save data in a different format.
Sort data by text, number, color, or icon.
List-type data can be sorted alphabetically or by value by one or more columns.
Sorts can be ascending order (A to Z) or descending (Z to A).
Values can be sorted smallest to largest (A to Z) or largest to smallest (Z to A).
To sort a single column, use the Sort A to Z or Sort Z to A buttons in the Sort & Filter group on the Data tab.
To sort by multiple columns, open the Sort dialog box by clicking the Sort button on the Data tab.
In the Sort dialog box, you can choose to sort by font color, cell color, or cell icon when this type of formatting is used in the data.
Apply an AutoFilter or an Advanced Filter to data.
The AutoFilter command displays an AutoFilter button arrow in each column heading.
Click the AutoFilter button to select which records are shown or hidden.
You can build a custom AutoFilter using operators such as Equals. There are different operators for text, number, and date filters.
An Advanced Filter provides sophisticated filter options such as using a formula in the filter definition.
An Advanced Filter requires a criteria range in the same workbook to define the criteria.
An Advanced Filter can show the filtered results separate from the actual data.
The Advanced button is in the Sort & Filter group on the Data tab.
Use the Subtotal command and create groups and outlines.
The Subtotal command inserts summary rows using a function such as SUM, AVERAGE, MAX, or MIN in a normal cell range.
The Subtotal command requires that the data be sorted by at least one column.
The Subtotal command formats the results as an outline. An outline groups records so that they can be displayed or hidden.
The Subtotal button is in the Outline group on the Data tab.
The Auto Outline command creates groups based on formulas that are located in a consistent pattern in the data.
The Auto Outline command is available from the Group button in the Outline group on the Data tab.
You can manually define groups by sorting the data, inserting blank rows, and using the Group button in the Outline group on the Data tab.
Apply and manage Conditional Formatting using cell rules, Color Scales, Icon Sets, and Data Bars.
Conditional formatting formats only cells that meet specified criteria.
Cells rules formatting uses relational or comparison operators such as Greater Than or Equals.
In the rule dialog box, you define the rule and choose the format.
You can create your own conditional formatting rule as well as edit existing rules with the Manage Rules command.
Conditional formatting commands include Icon Sets, Color Scales, and Data Bars.
An icon, color, or data bar represents a value in relation to other values in the range.
You can Clear Rules from a selected cell range or from an entire sheet.
Use Goal Seek and protect a worksheet.
Goal Seek is a command that finds a solution for one of the arguments in a formula.
In a Goal Seek command, you set the desired result for the formula to a value and find out how to arrive at that result by changing one cell.
The Goal Seek command is part of the What-lf Analysis button options on the Data tab.
Worksheet protection is a first step in prohibiting unwanted changes to your work.
The Protect Sheet button is in the Changes group in the Review tab; it is the Unprotect Sheet button when the worksheet is protected.
To allow cell editing in a protected worksheet, you must disable or remove the Locked property for the cells you want to be able to edit.
The Locked property is toggled off and on in the Format Cells dialog box on the Protection tab.
Worksheet protection can be set with or without a password.
Worksheet protection must be removed or turned off before the worksheet can be edited.