The document discusses how to create, manipulate, sort, and query tables in Excel. It provides instructions for formatting tables, entering and modifying data, adding calculated fields, using functions like VLOOKUP, sorting on single or multiple columns, filtering with autofilter or advanced filters, and displaying subtotals. The chapter aims to teach how to create, analyze, and extract information from a table of data.

1. Microsoft
Excel 2010
Chapter 5
Creating, Sorting, and
Querying a Table

2. Objectives
• Create and manipulate a table
• Delete sheets in a workbook
• Add calculated columns to a table
• Use icon sets with conditional formatting
• Use the VLOOKUP function to look up a value in a
table
• Print a table
• Add and delete records and change field values in
a table
Creating, Sorting, and Querying a Table 2

3. Objectives
• Sort a table on one field or multiple fields
• Query a table
• Apply database functions, the SUMIF
function, and the COUNTIF function
• Use the MATCH and INDEX functions to look up a
value in a table
• Display automatic subtotals
• Use Group and Outline features to hide and
unhide data
Creating, Sorting, and Querying a Table 3

4. Project – Kenson College Scholarship
Fundraiser Table
Creating, Sorting, and Querying a Table 4

5. Project – Kenson College Scholarship
Fundraiser Table
Creating, Sorting, and Querying a Table 5

6. General Project Guidelines
• Create and format the table
• Sort the table
• Obtain answers to questions about the data in the
table using a variety of methods to query the
table
• Extract records from the table based on given
criteria
• Display subtotals by grouping data in the table
Creating, Sorting, and Querying a Table 6

7. Guidelines for Creating a Table in Excel
Creating, Sorting, and Querying a Table 7

8. Formatting a Range as a Table
• Select the range to format
• Click the Format as Table button (Home tab |
Styles group) to display the Format as Table
gallery
• Click the desired table style
Creating, Sorting, and Querying a Table 8

9. Formatting a Range as a Table
Creating, Sorting, and Querying a Table 9

10. Modifying a Table Quick Style
• Select a cell to activate the table
• Click the Format as Table button (Home tab | Styles
group) to display the Format as Table gallery and then
right-click the desired table style
• Click Duplicate on the shortcut menu to display the
Modify Table Quick Style dialog box
• Type the desired table style name in the Name text
box to name the new style
• With Whole Table selected in the Table Element
list, click the Format button to display the Format
Cells dialog box
Creating, Sorting, and Querying a Table 10

11. Modifying a Table Quick Style
• Select the desired font, font style, and color in the
Format Cells dialog box
• Click the OK button
• Click the OK button
Creating, Sorting, and Querying a Table 11

12. Entering Records into a Table
Creating, Sorting, and Querying a Table 12

13. Adding New Fields to a Table
• Enter the new column headings
• Select the first cell under the new column
heading, and then enter the desired formula
– Ex: =[@[YTD FundsRaised]] / [@Quota]
• Format the range as desired
Creating, Sorting, and Querying a Table 13

14. Adding New Fields to a Table
Creating, Sorting, and Querying a Table 14

15. Creating a Lookup Table
Creating, Sorting, and Querying a Table 15

16. Using the VLOOKUP Function
• With the desired cell selected, type the VLOOKUP
function
– Ex: =vlookup(i9, $l$3:$m$7, 2
Creating, Sorting, and Querying a Table 16

17. Adding a Conditional Formatting Rule
with an Icon Set
• Select the range to contain the conditional formatting
• Click New Rule in the Conditional Formatting list to
display the New Formatting Rule dialog box
• Click the Format Style box arrow to display the
Format Style list
• Click Icon Sets in the Format Style list to display the
Icon area in the Edit the Rule Description area
• Click the Icon Style box arrow to display the Icon Style
list and then click the desired icon style
Creating, Sorting, and Querying a Table 17

18. Adding a Conditional Formatting Rule
with an Icon Set
• Enter the desired values for each icon in the New
Formatting Rule dialog box
• Click the OK button to display icons in each cell
Creating, Sorting, and Querying a Table 18

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

20. Using the Total Row Check Box
• Make the table active
• Click the Total Row check box (Table Tools Design
tab | Table Style Options group) to add the total
row and display the record count in the far-right
column of the table
• Click the cell in the total row
• Click the arrow on the right side of the cell to
display a list of available statistical functions
• Click the desired function
Creating, Sorting, and Querying a Table 20

21. Using the Total Row Check Box
Creating, Sorting, and Querying a Table 21

22. Printing the Table
• Activate the table, and then click File on the
Ribbon to open the Backstage view
• Click the Print tab to display the Print gallery
• Click the Print Active Sheets in the Settings area to
display a list of parts of the workbook to print
• Select Print Selected Table to choose to print only
the selected table
• If necessary, change the orientation
• Click the Print button to print the table
Creating, Sorting, and Querying a Table 22

23. Printing the Table
Creating, Sorting, and Querying a Table 23

24. Sorting a Table in Ascending Sequence
by Name Using the Sort & Filter Button
• Click a cell in the column to be sorted, and then
click the Sort & Filter button (Home tab | Editing
group) to display the Sort & Filter menu
• Click the Sort A to Z command to sort the table in
ascending sequence by the selected field
Creating, Sorting, and Querying a Table 24

25. Sorting a Table in Ascending Sequence
by Name Using the Sort & Filter Button
Creating, Sorting, and Querying a Table 25

26. Sorting a Table Using the Sort Command
on an AutoFilter Menu
• Click the desired
AutoFilter arrow to
display the AutoFilter
menu for the
selected field
• Click the desired sort
command
Creating, Sorting, and Querying a Table 26

27. Sorting a Table on Multiple Fields
Using the Custom Sort Command
• With a cell in the table active, click the Sort & Filter button
(Home tab | Editing group) to display the Sort & Filter
menu
• Click Custom Sort on the Sort & Filter menu to display the
Sort dialog box
• Click the Sort by box arrow to display the field names in the
table
• Click the first field on which to sort to select the first sort
level
• Select the desired options for Sort On and Order
• Click the Add Level button to ask a new sort level, and then
repeat the previous two steps
• Click the OK button to sort the table
Creating, Sorting, and Querying a Table 27

28. Sorting a Table on Multiple Fields
Using the Custom Sort Command
Creating, Sorting, and Querying a Table 28

29. 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
• Click the OK button to apply the AutoFilter criterion
Creating, Sorting, and Querying a Table 29

30. Showing All Records in a Table
• Click the Filter button (Data tab | Sort & Filter
group) to display all of the records in the table
Creating, Sorting, and Querying a Table 30

31. Entering Custom Criteria Using AutoFilter
• Click the Filter button (Data tab | Sort & Filter group)
to display the AutoFilter arrows in the table
• With the table active, click the desired field to display
the AutoFilter menu
• Point to Number Filters to display the Number Filters
submenu
• Click Custom Filter to display the Custom AutoFilter
dialog box
• Select the desired options for the AutoFilter
• Click the OK button
Creating, Sorting, and Querying a Table 31

32. Entering Custom Criteria Using AutoFilter
Creating, Sorting, and Querying a Table 32

33. Creating a Criteria Range
on the Worksheet
• Select the desired range, and then click the Copy
button (Home tab | Clipboard group)
• Select the destination cell, and then press the
ENTER key to paste the contents on the Office
Clipboard to the destination area
• Enter the desired criteria
• Select the range, click the Name box in the
formula bar, type the desired range name, and
then press the ENTER key
Creating, Sorting, and Querying a Table 33

34. Creating a Criteria Range
on the Worksheet
Creating, Sorting, and Querying a Table 34

35. Querying a Table Using the Advanced
Filter Dialog Box
• Activate the table
• Click the Advanced button (Data tab | Sort &
Filter group) to display the Advanced Filter dialog
box
• Click the OK button to hide all records that do not
meet the comparison criteria
Creating, Sorting, and Querying a Table 35

36. Querying a Table Using the Advanced
Filter Dialog Box
Creating, Sorting, and Querying a Table 36

37. Creating an Extract Range
and Extracting Records
• Activate the table
• Click the Advanced button (Data tab | Sort &
Filter group) to display the Advanced Filter dialog
box
• 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
• Click the OK button to copy any records that meet
the comparison criteria in the criteria range from
the table to the extract range
Creating, Sorting, and Querying a Table 37

38. Creating an Extract Range
and Extracting Records
Creating, Sorting, and Querying a Table 38

39. Displaying Automatic Subtotals
in a Table
• Select the cell to display a subtotal
• Right-click anywhere in the table and then point to
the Table command on the shortcut menu to display
the Table submenu
• Click Convert to Range on the Table submenu to
display a Microsoft Excel dialog box
• Click the Yes button to convert a table to a range
• Click the Subtotal button (Data tab | Outline group)
to display the Subtotal dialog box
• Click the ‘At each change in’ box arrow and then click
the column heading on which to create subtotals
Creating, Sorting, and Querying a Table 39

40. Displaying Automatic Subtotals
in a Table
• If necessary, select Sum in the Use function list
• In the ‘Add subtotal to’ list, select the values to
subtotal
• Click the OK button to add subtotals to the range
Creating, Sorting, and Querying a Table 40

41. Displaying Automatic Subtotals
in a Table
Creating, Sorting, and Querying a Table 41

42. Zooming Out on a Subtotaled Table
and Using the Outline Feature
• Click the Zoom Out button as many times as desired
to reduce the zoom percent
• Click the row level symbol 2 on the left side of the
window to hide all detail rows and display only the
subtotal and grand total rows
• Click each of the lower two show detail symbols (+)
on the left side of the window to display detail
Records and to change the show detail symbols to
hide detail symbols
• Click the row level symbol 3 on the left side of the
window to show all detail rows
Creating, Sorting, and Querying a Table 42

43. Zooming Out on a Subtotaled Table
and Using the Outline Feature
Creating, Sorting, and Querying a Table 43

44. Removing Automatic Subtotals
from a Table
• Click the Subtotal button (Data tab | Outline
group) to display the Subtotal dialog box
• Click the Remove All button (Subtotal dialog box)
to remove all subtotals and close the Subtotal
dialog box
Creating, Sorting, and Querying a Table 44

45. Removing Automatic Subtotals
from a Table
Creating, Sorting, and Querying a Table 45

46. Chapter Summary
• Create and manipulate a table
• Delete sheets in a workbook
• Add calculated columns to a table
• Use icon sets with conditional formatting
• Use the VLOOKUP function to look up a value in a
table
• Print a table
• Add and delete records and change field values in
a table
Creating, Sorting, and Querying a Table 46

47. Chapter Summary
• Sort a table on one field or multiple fields
• Query a table
• Apply database functions, the SUMIF function,
and the COUNTIF function
• Use the MATCH and INDEX functions to look up a
value in a table
• Display automatic subtotals
• Use Group and Outline features to hide and
unhide data
Creating, Sorting, and Querying a Table 47

48. Microsoft
Excel 2010
Chapter 5 Complete