Tutorial 5: Excel Tables, PivotTables, and Pivot Charts
- 1. Tutorial 5: Working with Excel Tables, PivotTables, and PivotCharts Microsoft Excel 2010 ® ®
- 2. Visual Overview XP New Perspectives on Microsoft Excel 2010 2
- 3. An Excel Table XP New Perspectives on Microsoft Excel 2010 3
- 4. Planning a Structured Range of Data XP • 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 New Perspectives on Microsoft Excel 2010 4
- 5. Planning a Structured Range of Data XP • Data definition table – Documentation that lists the fields to be maintained for each record and a description of the information each field will include New Perspectives on Microsoft Excel 2010 5
- 6. Planning a Structured Range of Data XP • Common operations for working with data – Add, edit, and delete data in the range – Sort the data range – Filter to display only rows that meet specified criteria – Insert formulas to calculate subtotals – Create summary tables based on the data in the range (usually with PivotTables) New Perspectives on Microsoft Excel 2010 6
- 7. Creating an Effective Structured XP 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 New Perspectives on Microsoft Excel 2010 7
- 8. Planning a Structured Range of Data XP • Freezing a row or column keeps headings visible as you work with data in a large worksheet New Perspectives on Microsoft Excel 2010 8
- 9. Save Time with Excel Table Features XP • 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 automatically copied to all other cells in the column • Create formulas that reference cells in a table by using table and column names New Perspectives on Microsoft Excel 2010 9
- 10. Creating an Excel Table XP New Perspectives on Microsoft Excel 2010 10
- 11. Creating an Excel Table XP • 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 New Perspectives on Microsoft Excel 2010 11
- 12. Maintaining Data in an Excel Table XP • Two ways to add records – Enter the data in first blank row below last record; sort the data to arrange the table in any order – To add a record in a specific location, insert a row within the table for the new record • Use the Find command to locate a record quickly and accurately for editing or deletion New Perspectives on Microsoft Excel 2010 12
- 13. Sorting Data XP • 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 New Perspectives on Microsoft Excel 2010 13
- 14. Sorting Data XP • Use sort dialog box to sort multiple columns • Primary and secondary sort fields • Up to 64 sort fields possible New Perspectives on Microsoft Excel 2010 14
- 15. Sorting Multiple Columns Using the XP Sort Dialog Box New Perspectives on Microsoft Excel 2010 15
- 16. Sorting Using a Custom List XP • 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 New Perspectives on Microsoft Excel 2010 16
- 17. Visual Overview XP New Perspectives on Microsoft Excel 2010 17
- 18. Filtering Table Data XP New Perspectives on Microsoft Excel 2010 18
- 19. Filtering Data XP • 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 New Perspectives on Microsoft Excel 2010 19
- 20. Filtering Using One Column XP • Use options on AutoFilter menu to create three types of filters – By cell colors or font colors – By a specific text, number, or date filter – By selecting exact values New Perspectives on Microsoft Excel 2010 20
- 21. Filtering Using One Column XP New Perspectives on Microsoft Excel 2010 21
- 22. Filtering Using Multiple Columns XP • Filter by one or more of the other columns • Further restricts records that appear in a filtered table • Each additional filter is applied to currently filtered data and further reduces records that are displayed New Perspectives on Microsoft Excel 2010 22
- 23. Filtering Data XP • To redisplay all data in a filtered table, clear (or remove) the filters – When one filter is cleared from a column, other filters are still applied • Selecting multiple filter Items – Uses the OR condition, which requires that only one of the selected criteria be true for a record to be displayed New Perspectives on Microsoft Excel 2010 23
- 24. Creating Criteria Filters to Specify XP More Complex Criteria • Criteria filters enable you to specify various conditions in addition to those that are based on an “equals” criterion New Perspectives on Microsoft Excel 2010 24
- 25. Filtering Data XP New Perspectives on Microsoft Excel 2010 25
- 26. Using the Total Row to Calculate XP 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 New Perspectives on Microsoft Excel 2010 26
- 27. Using the Total Row to Calculate XP Summary Statistics New Perspectives on Microsoft Excel 2010 27
- 28. Splitting Worksheet Window into Panes XP • Easily view data from several areas of the worksheet at the same time New Perspectives on Microsoft Excel 2010 28
- 29. Inserting Subtotals XP • 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 New Perspectives on Microsoft Excel 2010 29
- 30. Inserting Subtotals XP New Perspectives on Microsoft Excel 2010 30
- 31. Using the Subtotal Outline View XP • 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 New Perspectives on Microsoft Excel 2010 31
- 32. Visual Overview XP New Perspectives on Microsoft Excel 2010 32
- 33. PivotTable and PivotChart XP New Perspectives on Microsoft Excel 2010 33
- 34. Analyzing Data with PivotTables XP • Provide ability to “pivot” the table (rearrange, hide, and display different category fields to provide alternative views of the data) New Perspectives on Microsoft Excel 2010 34
- 35. Analyzing Data with PivotTables XP • Summarize data into categories using functions (COUNT, SUM, AVERAGE, MAX, MIN) • Values fields contain summary data • Category fields group the values New Perspectives on Microsoft Excel 2010 35
- 36. Creating a PivotTable XP • Use PivotTable dialog box to select data to analyze and location of the PivotTable report New Perspectives on Microsoft Excel 2010 36
- 37. Creating a PivotTable XP • 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 New Perspectives on Microsoft Excel 2010 37
- 38. Adding Fields to a PivotTable XP New Perspectives on Microsoft Excel 2010 38
- 39. Creating a PivotTable XP • 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 New Perspectives on Microsoft Excel 2010 39
- 40. Rearranging a PivotTable XP • Add, remove, and rearrange fields to change the PivotTable’s layout New Perspectives on Microsoft Excel 2010 40
- 41. Changing PivotTable Report Layout XP Options • Compact report layout (default) – Places all fields from row area in a single column – Indents items from each field below outer fields • Outline report layout – Each field in row area takes a column in the PivotTable • Tabular report layout – Displays one column for each field – Leaves space for column headers New Perspectives on Microsoft Excel 2010 41
- 42. Creating a PivotTable XP • Add a report filter to a PivotTable to create a filtered view of the PivotTable report • Filter PivotTable fields to focus on a subset of items in that field • Use Expand and Collapse buttons to view fields at different levels of detail New Perspectives on Microsoft Excel 2010 42
- 43. Creating a PivotTable XP • Sort a PivotTable field either by its own items or by the values in the body of the PivotTable • Expand a PivotTable by adding fields to the Values layout area • Removing a field has no effect on the underlying Excel table • Use a slicer to filter a PivotTable quickly and easily New Perspectives on Microsoft Excel 2010 43
- 44. Using a Slicer to Filter a PivotTable XP New Perspectives on Microsoft Excel 2010 44
- 45. Refreshing a PivotTable XP • 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 New Perspectives on Microsoft Excel 2010 45
- 46. Grouping PivotTable Items XP • Grouping items combines dates or numeric items into larger groups so that the PivotTable can include the desired level of summarization New Perspectives on Microsoft Excel 2010 46
- 47. Creating a PivotChart XP • A PivotChart allows you to interactively add, remove, filter, and refresh data fields New Perspectives on Microsoft Excel 2010 47