Excel 2013 Level 2 Unit 1 Advanced Formatting, Formulas, and Data Management

© Paradigm Publishing, Inc. 1 Contents


Excel 2013

Level 2

Unit 1 Advanced Formatting, Formulas,

and Data Management

Chapter 4 Summarizing and Consolidating Data


Summarizing and Consolidating Data

Summarize Data in Multiple Worksheets Using Range Names and 3-D References

Summarize Data by Linking to Ranges in Other Worksheets or Workbooks

Summarize Data Using the Consolidate Feature CHECKPOINT 1 Create a PivotTable Report Create a PivotChart Summarize Data with Sparklines CHECKPOINT 2

Quick Links to Presentation Contents


Summarize Data in Multiple Worksheets Using Range Names and 3-D References A workbook that has been organized with data in

separate worksheets can be summarized by creating formulas that reference cells in other worksheets.

A worksheet reference precedes a cell reference and is separated from the cell reference with an exclamation point.

A formula that references the same cell in a range that extends over two or more worksheets is often called a 3-D reference.


Summarize Data in Multiple Worksheets Using Range Names and 3-D References - continued As an alternative, consider using range names to

simplify formulas that summarize data in multiple worksheets.

A range name includes the worksheet reference by default; therefore, typing the range name in the formula automatically references the correct worksheet.


Summarize Data in Multiple Worksheets Using Range Names and 3-D References -continuedTo sum multiple worksheets using range names:1. Make formula cell active.2. Type =sum(.3. Type first range name.4. Type a comma.5. Type second range name.6. Type a comma.7. Continue typing range names separated

by commas until finished.8. Type ).9. Press Enter.

range names


Summarize Data in Multiple Worksheets Using Range Names and 3-D References -continued

To modify a named range reference:1. Click FORMULAS tab.2. Click Name Manager

button.3. Click range name to

be modified.4. Click Edit button.

continues on next slide…

Edit button


Summarize Data in Multiple Worksheets Using Range Names and 3-D References -continued5. Click in Refers to text

box or click collapse button.

6. Modify range address(es) as required.

7. Click OK.8. Click Close.

Refers to text box


Summarize Data in Multiple Worksheets Using Range Names and 3-D References -continued

A disadvantage to using range names emerges when several worksheets need to be summarized, since the range name reference must be created in each individual worksheet.

If several worksheets need to be summed, a more efficient method is to use a 3-D reference.


Summarize Data in Multiple Worksheets Using Range Names and 3-D References -continuedTo use a 3-D reference formula:1. Make desired cell in

worksheet active.2. Type =sum(.3. Click first sheet tab to

be included.4. Hold down Shift key.5. Click last sheet tab to

be included.6. Select desired range(s).

continues on next slide…the three worksheets grouped

in the 3-D reference


Summarize Data in Multiple Worksheets Using Range Names and 3-D References - continued

7. Type ).8. Press Enter.

3-D formula created using point-and-click approach


Summarize Data by Linking to Ranges in Other Worksheets or Workbooks You can summarize data in one workbook by linking to

a cell, range, or range name in another worksheet or workbook.

When data is linked, a change made in the source cell (the cell in which the original data is stored) is reflected in any other cell to which the source cell has been linked.


Summarize Data by Linking to Ranges in Other Worksheets or Workbooks - continuedTo create a link to an external reference:1. Open source workbook.2. Open destination workbook.3. Arrange windows as desired.4. Make formula cell active in destination workbook.5. Type =.6. Click to activate source workbook.7. Click source cell.8. Press Enter.

source cell destination cell


Summarize Data by Linking to Ranges in Other Worksheets or Workbooks - continued Linking to a cell in another workbook incorporates

external references and requires that a workbook name reference be added to a formula. For example, linking to cell A3 in a sheet named ProductA in a workbook named Sales would require that you enter =[Sales.xlsx]ProductA!A3 in the formula cell.

Notice the workbook reference is entered first in square brackets.

The workbook in which the external reference is added becomes the destination workbook.

The workbook containing the data that is linked to the destination workbook is called the source workbook.


Summarize Data by Linking to Ranges in Other Worksheets or Workbooks - continued When you link to an external reference, Excel includes

the drive and folder names in the path to the source workbook.

If you move the source workbook or change the workbook name, the link will no longer work.

security warning message


Summarize Data by Linking to Ranges in Other Worksheets or Workbooks - continued

To edit a link to an external reference:1. Open destination workbook.2. Click DATA tab.3. Click Edit Links button.4. Click link.5. At Edit Links dialog box, click

Change Source button.6. Navigate to drive and/or folder.7. Double-click source workbook

file name.8. Click Close button.

Edit Links dialog box


Summarize Data by Linking to Ranges in Other Worksheets or Workbook - continuedTo break a link to an external reference:1. Open destination workbook.2. Click DATA tab.3. Click the Edit Links button.4. Click link.5. At Edit Links dialog box, click Break Link button.6. At Microsoft Excel message box, click Break Links button.7. Click Close button.

Break Links button


Summarize Data Using the Consolidate Feature

To consolidate data:1. Make starting cell active.2. Click DATA tab.3. Click Consolidate button.4. If necessary, change Function.5. Enter first range in Reference

text box.6. Click Add button.7. Enter next range.8. Click Add button.9. Repeat steps 7 to 8 until all

ranges have been added.


Reference text box


Summarize Data Using the Consolidate Feature -continued

10. If necessary, select Top row and/or Left column check boxes.

11. If necessary, click Create links to source data check box.

12. Click OK.

Left column check box

Contents© Paradigm Publishing, Inc. 20

CHECKPOINT 11) A formula that references the

same cell over two or more worksheets is often called this.a. 3-D referenceb. 3-D worksheetc. 3-D formulad. 3-D cell

3) Using this key while clicking a sheet tab selects all worksheets from the first sheet tab through to the last.a. Altb. Shiftc. Ctrld. Space bar

2) The Name Manager button is located on this tab.a. FORMULASb. HOMEc. DATAd. INSERT

4) The Consolidate button is located on this tab.a. FORMULASb. HOMEc. DATAd. INSERT

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Create a PivotTable Report

A PivotTable is an interactive table that organizes and summarizes data based on category labels you designate from row and column headings.

A numeric column you select is then grouped by the row and column category and the data summarized using a function such as Sum, Average, or Count.


Create a PivotTable Report - continued Before creating a PivotTable, examine the source data

and determine the following elements: Which rows and columns will define how to format and group

the data? Which numeric field contains the values that should be grouped? Which summary function will be applied to the values? For

example, do you want to sum, average, or count? Do you want to be able to filter the report as a whole, as well as

by columns or rows? Do you want the PivotTable to be beside the source data or in a

new sheet? How many reports do you want to extract from the PivotTable by

filtering fields?


Create a PivotTable Report - continuedTo create a PivotTable:1. Select source range.2. Click INSERT tab.3. Click PivotTable button.


PivotTable button


Create a PivotTable Report - continued4. At Create PivotTable

dialog box, click OK.5. Add fields as needed,

using PivotTable Fields task pane.

6. Modify and/or format as required.

PivotTable Fields task pane


Create a PivotTable Report - continued When the active cell is positioned inside a PivotTable,

the contextual PIVOTTABLE TOOLS ANALYZE and PIVOTTABLE TOOLS DESIGN tabs become available.

PIVOTTABLE TOOLS DESIGN tab


Create a PivotTable Report - continued

Slicers allow you to filter a PivotTable report or PivotChart without opening the Filters list box.

When Slicers are added to a PivotTable or PivotChart, a Slicer pane containing all of the unique values for the specified field is added to the window.

Timelines is a new feature added to Excel 2013 that allows you to group and filter a PivotTable or PivotChart based on specific timeframes.

A date field you select adds a Timeline pane containing a timeline slicer that you can extend or shorten to instantly filter the data by the selected date range.


Create a PivotTable Report - continuedTo add a slicer to a PivotTable report:1. Make any cell with

PivotTable active.2. Click PIVOTTABLE TOOLS

ANALYZE tab.3. Click Insert Slicer button.


Insert Slicer button


Create a PivotTable Report - continued4. At Insert Slicers dialog

box, click check box for desired field.

5. Click OK.

Insert Slicers dialog box


Create a PivotTable Report - continuedTo add a timeline to a PivotTable report:1. Make any cell within

PivotTable active.2. Click PIVOTTABLE TOOLS

ANALYZE tab.3. Click Insert Timeline

button.


Insert Timeline button


Create a PivotTable Report - continued4. At Insert Slicers

dialog box, click check box for desired field.

5. Click OK.6. Select desired

timeframe in Timeline pane.

Timeline pane


Create a PivotTable Report - continuedTo change the PivotTable summary function:1. Make values in field cell

active.2. Click PIVOTTABLE TOOLS

ANALYZE tab.3. Click Field Settings

button.


Field Settings button


Create a PivotTable Report - continued

4. At Value Field Settings dialog box, click desired function.

5. Click OK.

Value Field Settings dialog box


Create a PivotChart

A PivotChart displays the data from a PivotTable in chart form.

As with a PivotTable, you can filter the data to examine various scenarios between categories.

Excel displays the PivotChart Fields task pane when a PivotChart is active so that you can filter the data as needed.


Create a PivotChart - continuedTo create a PivotChart from a PivotTable:1. Make a cell active within

PivotTable.2. Click PIVOTTABLE TOOLS

ANALYZE tab.3. Click PivotChart button.


PivotChart button


Create a PivotChart - continued4. At Insert Chart dialog

box, select desired chart type.

5. Click OK.

Insert Chart dialog box


Create a PivotChart - continued Before you begin creating a PivotChart from scratch,

examine the source data and determine the following elements: Which fields do you want to display along the x (horizontal)

axis? In other words, how do you want to compare data when viewing the chart: by time period (such as months or years), by salesperson names, by department names, or by some other category?

Which fields do you want to display in the legend? In other words, how many data series (bars in a column chart) do you want to view in the chart: one for each region, product, salesperson, department, or some other category?

Which numeric field contains the values that you want to graph in the chart?


Create a PivotChart - continuedTo create a PivotChart without an existing PivotTable:1. Select range containing

data for chart.2. Click INSERT tab.3. Click down-pointing arrow

on PivotChart button.4. Click PivotChart option.

continues on next slide…PivotChart

option


Create a PivotChart - continued5. Click OK.6. Add fields as needed in

PivotChart Fields list pane to build chart.

7. Modify and/or format as required.

PivotChart Fields list pane


Summarize Data with Sparklines

Sparklines are miniature charts that are embedded into the background of a cell. An entire chart exists in a single cell.

Line or Column Sparklines

Win/Loss Sparklines


Summarize Data with Sparklines - continuedTo create Sparklines:1. Select empty range in

which to insert Sparklines.2. Click INSERT tab.3. Click Line, Column, or

Win/Loss type in Sparklines group.


Sparklines group


Summarize Data with Sparklines -continued4. At Create Sparklines

dialog box, type data range address, or drag to select data range in Data Range text box.

5. Click OK.

Create Sparklines dialog box


Summarize Data with Sparklines -continued Activate any Sparkline cell and the SPARKLINE TOOLS

DESIGN tab becomes visible.

SPARKLINE TOOLS DESIGN tab


Summarize Data with Sparklines - continuedTo customize Sparklines:1. Click in any Sparklines

cell.2. Click SPARKLINE TOOLS

DESIGN tab.3. Change chart type,

show/hide points or markers, change chart style, color, or marker color.

Show group

Contents© Paradigm Publishing, Inc. 44

CHECKPOINT 21) This interactive table organizes

and summarizes data based on category labels.a. PivotChartb. PivotTablec. PivotDatad. PivotLabel

3) This feature allows you to filter a PivotTable report or PivotChart.a. Sparklinesb. Choppersc. Dicersd. Slicers

2) The PivotTable button is located on this tab.a. FORMULASb. DATAc. INSERTd. HOME

4) These miniature charts are embedded into the background of a cell.a. Sparklinesb. Choppersc. Dicersd. Slicers

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Summarizing and Consolidating Data

Summarize data by creating formulas with range names that reference other worksheets

Modify the range assigned to a range name Summarize data by creating 3-D formulas Create formulas that link to cells in other worksheets or workbooks Edit a link to a source workbook Break a link to an external reference Use the Consolidate feature to summarize data in multiple worksheets Create, edit, and format a PivotTable Filter a PivotTable using Slicers and Timelines Create and format a PivotChart Create and format Sparklines

Summary of Presentation Concepts

Documents

Excel 2013 Level 2 Unit 1 Advanced Formatting, Formulas, and Data Management