© Paradigm Publishing, Inc. 1. 2 Excel 2013 Level 2 Unit 1Advanced Formatting, Formulas, and Data Management Chapter 3Working with Tables and Data Features

© Paradigm Publishing, Inc. 1 Contents


Excel 2013

Level 2

Unit 1 Advanced Formatting, Formulas,

and Data Management

Chapter 3 Working with Tables andData Features


Working with Tables and Data Features

Create Tables Sort and Filter a Table CHECKPOINT 1 Data Tools Convert a Table to a Normal Range Subtotal Related Data Group and Ungroup Data CHECKPOINT 2

Quick Links to Presentation Contents


Create Tables

Columns are called fields and are used to store a single unit of information about a person, place, or object.

The first row of the table contains column headings and is called the field names row or header row. Each column heading in the table should be unique.

Below the field names, the rows of data are called records. A record contains all of the field values related to one person, place, or object.


Create Tables - continued

To create a table:1. Select desired range.2. Click INSERT tab.3. Click Table button.

continues on next slide…

Table button



4. At Create Table dialog box, click OK.

5. Deselect range.

Create Table dialog box



Once a table has been defined, typing new data in the row immediately below the last row of the table or in the column immediately to the right of the last column causes the table to automatically expand to include the new entries.

Excel displays the AutoCorrect Options button after the table is expanded.

AutoCorrect Options button



The contextual TABLE TOOLS DESIGN tab contains options for formatting the table.

TABLE TOOLS DESIGN tab



To change the Table Style options:1. Make desired cell active within table.2. Click TABLE TOOLS DESIGN tab.3. Click desired style in Table Styles gallery OR click More

button and click desired style at drop-down gallery.

drop-down gallery



To change the table style:1. Make desired cell active

within table.2. Click TABLE TOOLS

DESIGN tab.3. Click desired option in

Table Style Options group. Table Style Options

group



To add a total row:1. Make desired cell active

within table.2. Click TABLE TOOLS DESIGN

tab.3. Click Total Row check box in

Table Style Options group.4. Click in total row in column

where function will be added.

5. Click down-pointing arrow.6. Click desired function.

function


Sort and Filter a Table

To sort a table:1. Click desired filter arrow

button.2. Click desired sort order.3. Click OK.

sort order options


Sort and Filter a Table - continuedTo filter a table:1. Click desired filter arrow

button.2. Click desired filter

options.3. Click OK.

filter arrow button

Contents© Paradigm Publishing, Inc. 14

CHECKPOINT 11) Columns are called this and are

used to store a single unit of information.a. header rowb. recordsc. tablesd. fields

3) Below the field names, data entered in rows are called this.a. header rowb. recordsc. tablesd. fields

2) The first row of the table contains column headings and is called the field names row or this.a. header rowb. recordsc. tablesd. fields

4) This contextual tab contains options for formatting the table.a. TABLE TOOLS FORMATb. TABLE TOOLS DESIGNc. TABLE TOOLS SETUPd. TABLE TOOLS PAGE

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Data Tools

The Data Tools group on the DATA tab includes features useful for working with data in tables.

Data Tools group


Data Tools - continued

To split text into multiple columns:1. Insert blank

column(s) next to source data.

2. Select data to be split.

3. Click DATA tab.4. Click Text to Columns

button.


Text to Columns button



5. At Convert Text to Columns Wizard - Step 1 of 3 dialog box, with Delimited selected in Choose the file type that best describes your data section, click Next button.

continues on next slide… Convert Text to Columns Wizard - Step 1 of 3 dialog box



6. At Convert Text to Columns Wizard - Step 2 of 3 dialog box, click desired check box in Delimiters section.

7. Click Next button.8. At final Convert Text to

Columns Wizard dialog box, click Finish button.

9. Deselect range.Convert Text to Columns Wizard -

Step 2 of 3 dialog box



To extract data usingFlash Fill:1. Insert blank column(s)

next to source data.2. Type first record.3. Press Enter.4. Start typing second

record.5. When grayed-out text

appears, press Enter.

Excel recognizes first names from column D



To remove duplicate rows:1. Select desired range or

make cell active in table.2. Click DATA tab.3. Click Remove Duplicates

button in Data Tools group.

4. At Remove Duplicates dialog box, select desired columns to compare.

5. Click OK.


Remove Duplicates dialog box



6. At Microsoft Excel message box, click OK.

Microsoft Excel message box



Consider conditionally formatting duplicate values first to view the records that will be deleted.



Excel’s data validation feature allows you to control the type of data that is accepted for entry in a cell.

You can also set parameters that validate whether the entry is within a certain range of acceptable values, dates, times, or text length.



To create a data validation rule:1. Select desired range.2. Click DATA tab.3. Click Data Validation

button.4. Specify the validation

criteria in Settings tab.5. Click Input Message tab.

continues on next slide… Settings tab



6. Type input message title and text.

7. Click Error Alert tab.


Input Message tab



8. Select error style.9. Type error alert title and

message text.10. Click OK.

Error Alert tab


Data Tools - continuedError Alert Icon

Error Alert Style Description

Stop

Prevent the data from being entered into the cell. The error alert message box provides three buttons to ensure new data is entered.

Warning

Do not prevent the data from being entered into the cell. The error alert message box provides four buttons displayed below the prompt Continue?

Information

Do not prevent the data from being entered into the cell. The error alert message box provides three buttons displayed below the error message.


Convert a Table to a Normal RangeTo convert a table to a range:1. Make a cell active

within table.2. Click TABLE TOOLS

DESIGN tab.3. Click Convert to Range

button.4. At Microsoft Excel

message box, click Yes.

Microsoft Excel message box


Subtotal Related Data

A range of data with a column that contains multiple rows with the same field values can be grouped by those values. Subtotals can then be created for each group automatically.

You can choose from a list of functions for the subtotal, such as Average or Sum, and you can also create multiple subtotal values for each group.

Excel displays a new row with a summary total when the field value for the specified subtotal column changes content.

A grand total is also automatically included at the bottom of the range.


Subtotal Related Data - continuedTo create subtotals:1. Select desired range.2. Click DATA tab.3. Click Subtotal button.


Subtotal button


Subtotal Related Data - continued4. At Subtotal dialog box,

select field to group by in At each change in option box.


At each change in option box


Subtotal Related Data - continued5. Select desired function in

Use function option box.6. Select field(s) to subtotal

in Add subtotal to list box.

7. Click OK.8. Deselect range.

Use function option box


Subtotal Related Data - continued Excel displays the

subtotals with buttons along the left side of the worksheet area used to show or hide the details for each group using Excel’s Outline feature.

Show Detail button


Group and Ungroup Data

To ungroup data by rows:1. Select grouped range

within outlined worksheet.

2. Click Ungroup button.3. At Ungroup dialog box,

click OK.

Ungroup dialog box


Group and Ungroup Data - continuedTo group data by rows:1. Select range to be

grouped within outlined worksheet.

2. Click Group button.3. At Group dialog box, click

OK.

Group dialog box

Contents© Paradigm Publishing, Inc. 36

CHECKPOINT 21) The Text to Columns button is

located on this tab.a. HOMEb. DATAc. INSERTd. PAGE LAYOUT

3) The Subtotal button is located on this tab.a. PAGE LAYOUTb. INSERTc. HOMEd. DATA

2) This feature allows you to control the type of data that is accepted for entry in a cell.a. Formattingb. Conditional Formattingc. Data Validationd. Data Check

4) Excel can create an outline with up to how many levels?a. 8b. 6c. 4d. 2

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Working with Tables and Data Features

Create a table in a worksheet Expand a table to include new rows and columns Add a calculated column in a table Format a table by applying table styles and table style options Add a total row to a table and add formulas to total cells Sort and filter a table Split contents of a cell into separate columns Remove duplicate records Restrict data entry by creating validation criteria Convert a table to a normal range Create subtotals in groups of related data Group and ungroup data

Summary of Presentation Concepts

Documents

© Paradigm Publishing, Inc. 1. 2 Excel 2013 Level 2 Unit 1Advanced Formatting, Formulas, and Data Management Chapter 3Working with Tables and Data Features