Microsoft Excel 2010

Chapter 5 Creating, Sorting, and Querying a Table

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

• • • • • • • 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

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

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

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

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

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

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

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

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

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

• • • • 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

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

• • • • • • 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

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

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

• • • • 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

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

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

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

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

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

Microsoft Excel 2010

Chapter 5 Complete