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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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Planning a Structured Range of Data
• Data definition table
– Documentation that lists the fields to be
maintained for each record and a description of
the information each field will include
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Planning a Structured Range of Data
• 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)
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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 automatically
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
• 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
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Maintaining Data in an Excel Table
• 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
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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 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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Filtering Using One Column
• 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
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Filtering Using Multiple Columns
• 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
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Filtering Data
• 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
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Creating Criteria Filters to Specify
More Complex Criteria
• Criteria filters enable you to specify various
conditions in addition to those that are based
on an “equals” criterion
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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
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Splitting Worksheet Window into Panes
• Easily view data from several areas of the
worksheet at the same time
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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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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
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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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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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Changing PivotTable Report Layout
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
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Creating a PivotTable
• 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
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Creating a PivotTable
• 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
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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
