This chapter discusses how to create, manipulate, sort, query and summarize data in tables in Microsoft Excel. It covers how to create and format tables, add calculated fields, use functions like VLOOKUP to lookup values, apply filters and sorting, extract records based on criteria, use database and conditional functions, insert subtotals and use outlining to view data hierarchically. The chapter aims to teach users how to efficiently organize, analyze and display structured data sets in tables through various table features in Excel.

1. Chapter 6
Creating, Sorting,
and
Querying a Table
Microsoft
Excel 2013

2. • Create and manipulate a table
• Delete duplicate records
• Add calculated columns to a table with structured
references
• Use the VLOOKUP function to look up a value in a
table
• Use icon sets with conditional formatting
• Insert a total row
• Sort a table based on one field or multiple fields
Objectives
Creating, Sorting, and Querying a Table 2

3. • Sort, query, and search a table using AutoFilter
• Remove filters
• Create criteria and extract ranges
• Apply database functions, such as SUMIF and
COUNTIF
• Use the MATCH and INDEX functions to look up a
value in a table
• Display automatic subtotals
• Use outline features to group, hide, and unhide data
Creating, Sorting, and Querying a Table 3
Objectives

4. Creating, Sorting, and Querying a Table 4
Project – Coastal Realty Agent
Commission Table

5. • Create and format a table
• Insert a calculated field using a structured reference
• Use LOOKUP tables in the worksheet
• Apply conditional formatting and icon sets
• Sort tables
• Query a table
• Extract records with criteria ranges
• Use database functions and conditional functions
• Display automatic subtotals and outline
Creating, Sorting, and Querying a Table 5
Roadmap

6. Creating, Sorting, and Querying a Table 6
Formatting a Range as a Table
• Select the range to format
• Tap or click the ‘Format as Table’ button on the
HOME tab to display the Format as Table
gallery
• Tap or click the desired table style

7. Creating, Sorting, and Querying a Table 7
Formatting a Range as a Table

8. Creating, Sorting, and Querying a Table 8
Naming the Table
• Tap or click anywhere in the table and then
display the TABLE TOOLS DESIGN tab
• Tap or click the Table Name text box end enter the
desired table name

9. Creating, Sorting, and Querying a Table 9
Removing Duplicates
• Tap or click the Remove Duplicates button on the
TABLE TOOLS DESIGN tab to display the Remove
Duplicates dialog box
• Tap or click the Select All button to select all
columns
• Tap or click the OK button to remove duplicate
records from the table
• Tap or click the OK button to finish the process

10. Creating, Sorting, and Querying a Table 10
Removing Duplicates

11. Creating, Sorting, and Querying a Table 11
Entering a New Record into a Table
• Select the desired cell
• Type in the information. After typing the
information, tap or click the cell to the right or
press the RIGHT ARROW key to move to the next
field

12. Creating, Sorting, and Querying a Table 12
Centering Across Selection
• Select the desired range. Press and hold or right-
click to display the shortcut menu
• Tap or click Format Cells to display the Format Cells
dialog box
• Tap or click the Alignment tab and then tap or click
the Horizontal button in the Text alignment area
• Tap or click ‘Center Across Selection’ in the
Horizontal list to center the title across the
selection
• Tap of click the OK button to apply the settings

13. Creating, Sorting, and Querying a Table 13
Centering Across Selection

14. Creating, Sorting, and Querying a Table 14
Creating Calculated Fields
• Tap or click the desired cell
• Tap or click the ‘Accounting Number Format’
button on the HOME tab and then tap or click the
Decrease Decimal button on the HOME tab twice
so that data is formatted as whole dollars
• Type =[YTD Sales] * [Commission Rate] to enter
the formula with structured references and then
tap or click the Enter box in the formula bar to
create a calculated column

15. Creating, Sorting, and Querying a Table 15
Creating Calculated Fields

16. Creating, Sorting, and Querying a Table 16
Using the VLOOKUP Function
• With the desired cell selected, type the VLOOKUP
function
– Ex: =vlookup(i9, $l$3:$m$5, 2

17. Creating, Sorting, and Querying a Table 17
Adding a Conditional Formatting Rule
with an Icon Set
• Select the range to contain the conditional formatting
• Tap or click the Conditional Formatting button on the
HOME tab to display the Conditional Formatting
gallery
• Tap or click New Rule in the to display the New
Formatting Rule dialog box
• Tap or click the Format Style button to display the
Format Style list

18. Creating, Sorting, and Querying a Table 18
Adding a Conditional Formatting Rule
with an Icon Set
• Tap or click Icon Sets in the Format Style list to display
the icon style area in the Edit the Rule Description
area
• Tap or click the Icon Style box arrow to display the
Icon Style list and then tap or click the desired icon
style
• Enter the desired values for each icon in the Value
box
• Tap or click the OK button to display icons in each row
of the table

19. Creating, Sorting, and Querying a Table 19
Adding a Conditional Formatting Rule
with an Icon Set

20. Creating, Sorting, and Querying a Table 20
Inserting a Total Row
• Tap or click the table to make it active
• Tap or click the Total Row check box in the TABLE
TOOLS DESIGN tab to add the total row and
display the record count in the last column of the
table
• Tap or click the cell in the total row
• Tap or click the button on the right side of the cell
to display a list of available statistical functions
• Tap or click the desired function

21. Creating, Sorting, and Querying a Table 21
Inserting a Total Row

22. Creating, Sorting, and Querying a Table 22
Sorting a Table in Ascending Sequence
• Tap or click a cell in the column to be sorted, and
then tap or click the Sort & Filter button on the
HOME tab to display the Sort & Filter menu
• Tap or click the ‘Sort A to Z’ command to
sort the table
in ascending
sequence by
the selected
field

23. Creating, Sorting, and Querying a Table 23
Sorting a Table in Descending Sequence
• Tap or click a cell in the column to be sorted and
display the DATA tab
• Tap or click the
‘Sort Largest to
Smallest’ button
to sort the table
in descending
sequence by the
selected field

24. Creating, Sorting, and Querying a Table 24
Custom Sorting a Table
• With a cell in the table active, click the ‘Sort & Filter’ button
on the HOME tab to display the Sort & Filter menu
• Tap or click Custom Sort on the Sort & Filter menu to
display the Sort dialog box
• Tap or click the Column Sort by button to display the field
names in the table
• Tap or click the first field on which to sort to select the first
sort level
• Select the desired options for Sort On and Order
• Tap or click the Add Level button to ask a new sort level,
and then repeat the previous two steps
• Tap or click the OK button to sort the table

25. Creating, Sorting, and Querying a Table 25
Custom Sorting a Table

26. Creating, Sorting, and Querying a Table 26
Sorting a Table Using AutoFilter
• Tap or click the filter button in the desired sort column to
display the filter menu
• Tap or click
‘Sort Oldest to
Newest’ on the filter
menu to sort the
table in ascending
sequence by the
selected field. Tap or
click outside
the column to view
the sorted data

27. Creating, Sorting, and Querying a Table 27
Querying a Table Using AutoFilter
• Display the AutoFilter menu for the field to query
• Remove the check marks next to the fields you wish
to hide
• Tap or click
the OK
button to
apply the
AutoFilter
criterion

28. Creating, Sorting, and Querying a Table 28
Removing Filters
• Display the DATA tab
• Tap or click
the Clear
button on
the DATA
tab to display
all of the
records in the
table

29. Creating, Sorting, and Querying a Table 29
Searching a Table Using AutoFilter
• Tap or click the filter button in the desired column to
display the filter menu
• Tap or click
the Search
box, and
then type
the desired
search
string

30. Creating, Sorting, and Querying a Table 30
Entering Custom Criteria Using
AutoFilter
• Tap or click the filter button in the desired cell to
display the filter menu
• Tap or click Number Filters to display the Number
Filters submenu
• Tap or click Custom Filter to display the Custom
AutoFilter dialog box
• Select the desired options for the AutoFilter
• Tap or click the OK button to display records in the
table that match the custom AutoFilter criteria

31. Creating, Sorting, and Querying a Table 31
Entering Custom Criteria Using
AutoFilter

32. Creating, Sorting, and Querying a Table 32
Turing Off AutoFilter
• Display the DATA tab
• Tap or click the Filter button on the DATA tab to turn
off the filter
buttons in
the table
• Tap or click the
Filter button on the DATA
tab again to show
the filter buttons in
the table

33. Creating, Sorting, and Querying a Table 33
Querying Using a Criteria Range
• Enter the criteria data in the desired cells
• Tap or click the table to make it active
• Display the DATA tab and then tap or click the
Advanced button to display the Advanced Filter
dialog box
• Tap or click the OK button to hide all records that
do not meet the comparison criteria

34. Creating, Sorting, and Querying a Table 34
Querying Using a Criteria Range

35. Creating, Sorting, and Querying a Table 35
Extracting Records
• Activate the table
• Tap or click the Advanced button on the DATA tab
to display the Advanced Filter dialog box
• Tap or click ‘Copy to another location’ in the
Action area to cause the records that meet the
criteria to be copied to a different location on the
worksheet
• Tap or click the OK button to copy any records
that meet the comparison criteria in the criteria
range from the table to the extract range

36. Creating, Sorting, and Querying a Table 36
Extracting Records

37. Creating, Sorting, and Querying a Table 37
Using the DAVERAGE and DCOUNT
Database Functions
• With the desired cell selected, type the DAVERAGE
function or DCOUNT function
– Ex: =daverage(a8:j21, “Experience”,o2:o3)
– Ex: =dcont (a8:j21, “Experience” q2:q3)

38. Creating, Sorting, and Querying a Table 38
Using the SUMIF Function
• With the desired cell selected, type the SUMIF
Function
– Ex: =sumif(j9:j21, ”Gold”, h9:h21)

39. Creating, Sorting, and Querying a Table 39
Using the COUNTIF Function
• With the desired cell selected, type the COUNTIF
function
– Ex: =countif(b9:b21, ”Residential”)

40. Creating, Sorting, and Querying a Table 40
Using the MATCH and INDEX Functions
• With the desired cell selected, type a lookup value
– Ex: =index (a9:j21, match(q10, a9:a21, 0), 8)

41. Creating, Sorting, and Querying a Table 41
Converting a Table to a Range
• Tap or click the filter button in the desired column
and then tap or click ‘Sort A to Z’ to sort by
category
• Press and hold or right-click anywhere in the table
and then tap or click Table on the shortcut menu
to display the Table submenu
• Tap or click ‘Convert to Range’ to display a
Microsoft Excel dialog box
• Tap or click the Yes button to convert a table to a
range

42. Creating, Sorting, and Querying a Table 42
Converting a Table to a Range

43. Creating, Sorting, and Querying a Table 43
Displaying Subtotals
• Tap or click in the desired criterion field
• Tap or click the Subtotal button on the DATA tab to
display the Subtotal dialog box
• Tap or click the ‘At each change in’ button and then tap
or click Category to select a column heading on which to
create subtotals
• If necessary, tap or click the Use function button and
then select Sum in the Use function list
• In the ‘Add subtotal to’ list , tap or click desired values to
subtotal
• Tap or click the OK button to add subtotals to the range

44. Creating, Sorting, and Querying a Table 44
Displaying Subtotals

45. Using the Outline Feature
Creating, Sorting, and Querying a Table 45
• Tap or click the desired column heading
• One at a time, tap or click each of the plus signs
(+) in column two on the left side of the window
to display detail records for each category

46. Chapter Summary
Creating, Sorting, and Querying a Table 46
• Create and manipulate a table
• Delete duplicate records
• Add calculated columns to a table with structured
references
• Use the VLOOKUP function to look up a value in a
table
• Use icon sets with conditional formatting
• Insert a total row
• Sort a table based on one field or multiple fields

47. Chapter Summary
Creating, Sorting, and Querying a Table 47
• Sort, query, and search a table using AutoFilter
• Remove filters
• Create criteria and extract ranges
• Apply database functions, such as SUMIF and
COUNTIF
• Use the MATCH and INDEX functions to look up a
value in a table
• Display automatic subtotals
• Use outline features to group, hide, and unhide data

48. Chapter 6
Complete
Microsoft
Excel 2013