Tutorial 5: Excel Tables, PivotTables, and Pivot Charts

11,893 views

Published on

Published in: Education

Tutorial 5: Excel Tables, PivotTables, and Pivot Charts

  1. 1. Tutorial 5: Working with Excel Tables,PivotTables, and PivotCharts Microsoft Excel 2010 ® ®
  2. 2. Visual Overview XPNew Perspectives on Microsoft Excel 2010 2
  3. 3. An Excel Table XPNew Perspectives on Microsoft Excel 2010 3
  4. 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 tableNew Perspectives on Microsoft Excel 2010 4
  5. 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 includeNew Perspectives on Microsoft Excel 2010 5
  6. 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. 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 columnNew Perspectives on Microsoft Excel 2010 7
  8. 8. Planning a Structured Range of Data XP • Freezing a row or column keeps headings visible as you work with data in a large worksheetNew Perspectives on Microsoft Excel 2010 8
  9. 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 namesNew Perspectives on Microsoft Excel 2010 9
  10. 10. Creating an Excel Table XPNew Perspectives on Microsoft Excel 2010 10
  11. 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 formattingNew Perspectives on Microsoft Excel 2010 11
  12. 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 deletionNew Perspectives on Microsoft Excel 2010 12
  13. 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 fieldNew Perspectives on Microsoft Excel 2010 13
  14. 14. Sorting Data XP • Use sort dialog box to sort multiple columns • Primary and secondary sort fields • Up to 64 sort fields possibleNew Perspectives on Microsoft Excel 2010 14
  15. 15. Sorting Multiple Columns Using the XP Sort Dialog BoxNew Perspectives on Microsoft Excel 2010 15
  16. 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 defineNew Perspectives on Microsoft Excel 2010 16
  17. 17. Visual Overview XPNew Perspectives on Microsoft Excel 2010 17
  18. 18. Filtering Table Data XPNew Perspectives on Microsoft Excel 2010 18
  19. 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 printedNew Perspectives on Microsoft Excel 2010 19
  20. 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 valuesNew Perspectives on Microsoft Excel 2010 20
  21. 21. Filtering Using One Column XPNew Perspectives on Microsoft Excel 2010 21
  22. 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 displayedNew Perspectives on Microsoft Excel 2010 22
  23. 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 displayedNew Perspectives on Microsoft Excel 2010 23
  24. 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” criterionNew Perspectives on Microsoft Excel 2010 24
  25. 25. Filtering Data XPNew Perspectives on Microsoft Excel 2010 25
  26. 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 rowNew Perspectives on Microsoft Excel 2010 26
  27. 27. Using the Total Row to Calculate XP Summary StatisticsNew Perspectives on Microsoft Excel 2010 27
  28. 28. Splitting Worksheet Window into Panes XP • Easily view data from several areas of the worksheet at the same timeNew Perspectives on Microsoft Excel 2010 28
  29. 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 rangeNew Perspectives on Microsoft Excel 2010 29
  30. 30. Inserting Subtotals XPNew Perspectives on Microsoft Excel 2010 30
  31. 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 totalNew Perspectives on Microsoft Excel 2010 31
  32. 32. Visual Overview XPNew Perspectives on Microsoft Excel 2010 32
  33. 33. PivotTable and PivotChart XPNew Perspectives on Microsoft Excel 2010 33
  34. 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. 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 valuesNew Perspectives on Microsoft Excel 2010 35
  36. 36. Creating a PivotTable XP • Use PivotTable dialog box to select data to analyze and location of the PivotTable reportNew Perspectives on Microsoft Excel 2010 36
  37. 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 fieldsNew Perspectives on Microsoft Excel 2010 37
  38. 38. Adding Fields to a PivotTable XPNew Perspectives on Microsoft Excel 2010 38
  39. 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 formattingNew Perspectives on Microsoft Excel 2010 39
  40. 40. Rearranging a PivotTable XP • Add, remove, and rearrange fields to change the PivotTable’s layoutNew Perspectives on Microsoft Excel 2010 40
  41. 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 headersNew Perspectives on Microsoft Excel 2010 41
  42. 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 detailNew Perspectives on Microsoft Excel 2010 42
  43. 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 easilyNew Perspectives on Microsoft Excel 2010 43
  44. 44. Using a Slicer to Filter a PivotTable XPNew Perspectives on Microsoft Excel 2010 44
  45. 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 dataNew Perspectives on Microsoft Excel 2010 45
  46. 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 summarizationNew Perspectives on Microsoft Excel 2010 46
  47. 47. Creating a PivotChart XP • A PivotChart allows you to interactively add, remove, filter, and refresh data fieldsNew Perspectives on Microsoft Excel 2010 47

×