TUTORIAL 5: WORKING WITH EXCEL TABLES,

PIVOTTABLES, AND PIVOTCHARTS

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

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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

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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

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Planning a Structured Range of Data

Freezing a row or column keeps headings visible as you work with data in a large worksheet

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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

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Creating an Excel Table

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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 tableUse check boxes in Table Style

Options group on Design tab to remove table elements or change table’s formatting

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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

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Sorting Data Use sort dialog box to sort multiple

columns Primary and secondary sort fields Up to 64 sort fields possible

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Sorting Multiple Columns Using the Sort Dialog Box

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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

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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

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Using the Total Row to CalculateSummary 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

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Using the Total Row to CalculateSummary Statistics

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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

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

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Inserting Subtotals

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Using the Subtotal Outline View Control the level of detail with buttons

Level 3: Most detailLevel 2: Subtotals and grand total,

but not individual recordsLevel 1: Only the grand total

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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

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Visual Overview

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PivotTable and PivotChart

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Analyzing Data with PivotTables Provide ability to “pivot” the table

(rearrange, hide, and display different category fields to provide alternative views of the data)

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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

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Creating a PivotTable Use PivotTable dialog box to select data

to analyze and location of the PivotTable report

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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

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Adding Fields to a PivotTable

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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

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Rearranging a PivotTable Add, remove, and rearrange fields to

change the PivotTable’s layout

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Using a Slicer to Filter a PivotTable

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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

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Grouping PivotTable Items Grouping items combines dates or

numeric items into larger groups so that the PivotTable can include the desired level of summarization

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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.

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PivotChart

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