com
Microsoft® Excel® 2013: Working with Data Ranges
and Tables
Ollie N. Rivers
ISBN: 978-1-940079-13-4
©2015 Napier-Rivers, LLC.
Please email us at: support@ebooksforoffice.com to provide feedback.
Microsoft® Excel® 2013:
Working with Data Ranges and Tables
H. Albert Napier, Ph.D. and Ollie N. Rivers
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Course Description
Microsoft® Excel® 2013: Working with Data Ranges and Tables is a two-lesson
intermediate level course that guides you through organizing, entering and
validating worksheet data and then effectively sorting, filtering, subtotaling, and
outlining the data. You also learn how to define well-organized data as an Excel
table; then use Table features to work with the data.
In Lesson 1 you learn how to organize columns and rows of data into a range so
that you can effectively sort, filter, subtotal, and outline the data. Then you learn
how to protect the data from invalid data entry by setting data validation rules for
specific cells. You learn how to copy these validation rules to other cells, how to
remove validation rules from cells and how to use the Data Form dialog box to
enter and locate data in a range.
Next you learn how to sort a data range on one column or on multiple columns
and how to use a custom sort order, the Filter (AutoFilter) feature and the
Advanced Filter feature to view data that meets specific criteria. Then you learn
how to add and remove subtotals from a data range while viewing the data range
in outline form. You also learn how to create a chart using an outline’s subtotals.
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Data Files
If you have not yet downloaded the data files, visit
http://ebooksforoffice.com/datafiles, locate Microsoft® Excel® 2013: Working with
Data Ranges and Tables book title, and then click the ‘Download data files’ link.
Learning Objectives
After completing this course you will be able to:
identify the guidelines for a well-organized data range; select ways to
create and test validation rules; select the Data Form for data entry,
recognize ways to sort and filter a data range,
identify the main differences between a data range and a table,
select ways to add subtotals, a Grand Total and data grouping to a data
range,
identify multiple ways to define an Excel table using buttons on the
HOME and INSERT tabs, the Quick Analysis feature, a keyboard
shortcut and by formatting a data range as a table, and
recognize ways to enter data and formulas in a table; change table
formatting; resize a table; scroll, sort, filter and summarize a table; and
convert a table to a data range
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Lesson Summary
Lesson 1
In this lesson, you learn to:
identify the guidelines for a well-organized data range,
enter and test validation rules,
copy validation rules,
enter and locate data using the Data Form,
search for data using the Data Form,
remove validation rules,
sort a data range on a single field,
sort a data range on multiple fields
apply a custom sort order to a data range,
sort a data range by font or fill color
use Filter (AutoFilter) to filter a data range,
filter by one or more fields using the Filter feature,
filter for the Top Items using the Filter feature,
sort, copy and paste filtered data,
create a custom filter,
use Advanced Filter to filter a data range,
add subtotals and an outline to a data range,
expand and collapse the outline,
create a chart from subtotals,
insert nested subtotals, and
outline data containing subtotals.
Lesson 2
In this lesson, you learn to:
define and name an empty table,
define a table using existing data,
define a table using the Quick Analysis feature,
format data as a defined table,
enter data and expand the table vertically,
enter and copy formulas in a table,
use the Data Form with a table,
resize a table using the mouse pointer, the Resize Table button and
dynamically,
select table elements,
change table formatting,
retain the Header Row text while scrolling a table vertically,
sort and filter records in a table,
add a Total Row to a table, and
convert a defined table to a data range.
As you work through this course, tip boxes provide additional information:
KEYBOARD TIPs offer quick alternatives to performing tasks using the keyboard
instead of the mouse.
WARNING! tips provide tips on ways to avoid specific problems while working in
Excel.
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Author Biographies
Dr. Napier has trained thousands of CPAs and others to use various software
packages in classroom and online environments. Dr. Napier is on the board of
directors of three e-business companies. He is the author of more than 20 articles
related to management information systems and application of computer-based
decision processes in business and is the co-author of more than 60 textbooks.
Dr. Napier holds a Ph.D. in Business Administration, an M.B.A. and a B.A. in
Mathematics and Economics, all from The University of Texas at Austin.
Ollie N. Rivers
Ollie N. Rivers has more than 20 years’ business experience in financial and
administrative management and more than 10 years’ experience as a corporate
trainer. She is a co-author of two e-business textbooks, an Internet textbook and a
Web design textbook and is a contributing author on more than 15 software
package textbooks. Ms. Rivers has also developed and delivered numerous
classroom and online continuing education seminars for CPAs. Ms. Rivers holds
an M.B.A. and a B.S. in Accounting and Management from Houston Baptist
University.
COPYRIGHT (C) 2015 Napier-Rivers LLC
Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in
the United States and/or other countries. Microsoft product screen shot(s) reprinted with permission
from Microsoft Corporation.
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Lesson 1: Entering, Validating, Sorting, Filtering and
Outlining a Data Range
Introduction
In Lesson 1, you first learn how to organize columns and rows of data in a
worksheet data range so that the data can easily be rearranged (sorted) and
specific data identified (filtered). Organizing your data carefully also allows you to
add subtotals by data categories and to group or outline the data by categories.
It may be necessary for you to setup a worksheet with titles and column or row
labels and then pass the workbook to someone else for data entry, especially
when a large amount of data is involved. You can help ensure the quality of the
data by adding data entry validation rules to specific cells. In this lesson you learn
how to set and test validation rules, copy validation rules to other cells and
remove validation rules from cells.
The speed and accuracy of data entry may be improved by using the Data Entry
form instead of entering data directly by moving from cell to cell across a row or
down a column in the worksheet. In this lesson, you also learn how to open and
use the Data Form dialog box to enter and locate data.
You also learn how to rearrange or sort rows in a data range based on a single
column or criterion, on multiple columns or criteria and on custom criteria. Next,
you learn how to filter or view just those rows that contain data that meets specific
criteria using two features: Filter (AutoFilter) and Advanced Filter.
You learn how to insert temporary column subtotals in a data range using the
SUBTOTAL function. You also learn to expand and collapse the data range outline
that is automatically created when you insert subtotals. Next, you learn how to
create a chart using subtotal data, create nested subtotals and remove temporary
subtotals. Finally, you learn how to group and ungroup subtotaled data.
Learning Objectives
After completing this lesson you will be able to:
Objective 1A: identify the guidelines for a well-organized data range; select
ways to create and test validation rules; select the Data Form for data entry,
Objective 1B: recognize ways to sort and filter a data range, and
Objective 1C: select ways to add subtotals, a Grand Total and data grouping
to a data range.
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Key Terms
Add Level button
Advanced Filter
Auto Outline command
Clear button
Copy Level button
Criteria button
Criteria indicator
criteria range
custom filter
custom sort order
Data Form
Delete button
Delete Level button
field
filter
Filter (AutoFilter)
filter criteria
Find Next button
Find Prev button
Form button (Data Form)
Form button (QAT)
Group button
Group command
header row
hide detail symbol
Information error alert
input message
My data has headers checkbox
nested subtotals
New button
New Record indicator
Options button
outline level symbols
Paste Special command
Paste Special dialog box
record
Restore button
show detail symbol
sort
Sort & Filter button
Sort A to Z button
Sort Largest to Smallest button
Sort Smallest to Largest button
Sort Z to A button
Stop error alert
Subtotal feature
SUBTOTAL function
Ungroup button
validation rules
Warning! error alert
wildcard symbols
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Objective 1A: Identifying the Guidelines for a Well-
Organized Data Range; Selecting Ways to Create and
Test Validation Rules; Selecting the Data Form for
Data Entry
Very large groups of data that are manipulated in sophisticated ways are usually
stored and manipulated using relational database software, such as Microsoft®
Access®.
However, an Excel worksheet does provide an effective alternative to a relational
database for storing and manipulating small to moderate amounts of data, such
as small business sales or employee data.
The key to successful sorting, filtering, subtotaling and outlining a data range is to
carefully organize the data following a few simple guidelines.
The first row of the range should be a single header row containing
column label text which describes the contents of each column. Format
the label text differently than the data that follows, for example by
applying the bold or italic font style and wrap long labels inside each
cell. Do not use two separate rows for long labels; wrap the long labels
in the cells in a single row using the Wrap Text button in the Alignment
group on the HOME tab.
Each row below the header row should contain related data. For
example, related sales data for a specific product might be product
identification number, product description, sales department, store
number and so forth, all entered across the same row in the range.
The content of the cells in each column must be consistent. For
example, cells in a column labeled State should only contain the names
of states, not store numbers or product identification numbers.
If more than one range of data is maintained on the same worksheet,
then each range should be bounded by a blank row above and below
the range and a blank column to the left (except for data beginning in
column A) and to the right of the range. Blank row and column
boundaries allow Excel to determine where the data range to be sorted
or filtered is located and keeps all the range’s data together during the
sorting or filtering process.
While individual blank cells are acceptable, there should be no
completely blank rows or columns within the range to be sorted or
filtered.
If it is important to retain the original order of the data, it is a good idea
to add a sequential number to each row of data so that you can quickly
sort the data back to its original order.
Setting up your data range following these guidelines allows Excel to identify the
boundaries of the data and provides the information Excel needs to sort, filter,
subtotal and outline the data.
You begin this lesson by opening an existing workbook and saving it with a new
name. Then you review the field names in the data range’s header row.
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Step 1
Open the Lesson 1 Data File workbook; then save the workbook as Lesson 1
Organizing and Validating Data
Cells in the range A5:H10 are already formatted and cell H5 already contains a
formula you copy to other cells.
Step 2
Observe the formatted header row in the range A4:H4 and the formula in cell H5
You are now ready to set up validation rules for data entry in the range A5:H10.
When you set validation rules, you can restrict data entry in a specific cell by
specifying that the cell must contain:
values from a list; the user selects from a list of data entry choices, such
as State names,
whole numbers within limits, such as a Store # from 1-7,
decimal numbers within limits, such as a per item sales price in dollars
and cents,
a date or time within a specific timeframe, or
text of a specified length, for example limiting a name to a maximum
number of characters.
You set validation rules in the Data Validation dialog box. To launch the dialog
box, click the Data Validation button face in the Data Tools group on the Ribbon’s
DATA tab.
The Data Validation dialog box has three tabs: Settings, Input Message and Error
Alert. Use options on the Settings tab to specify the validation rule for the cell. The
Input Message tab is used to add a title and descriptive message for the cell to
help the user enter valid data. The Error Alert tab contains options for handling
invalid data by:
As discussed earlier, adding a unique number to the Record Number field for each
new record allows you to easily place the data back into its original order after it
has been sorted by another field, for example by Department or State.
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enter incremental record numbers in the range A5:A10 using the fill handle and
the CTRL key.
You also can copy the formula in cell H5 to the range H6:H10 using the fill handle.
To fill a range with incremental numbers and fill a range with a formula:
Step 1
Enter 1 in cell A5
Step 2
Activate cell A5, if necessary; then press and hold down the CTRL key
Step 3
Drag the fill handle in the lower right corner of the cell A5 boundary to cell A10;
release the mouse button and then release the CTRL Key
Step 4
Observe the incremental numbers 1-6 in the range A5:A10
Step 5
Activate cell H5
Step 6
Observe the formula =ROUND(F5*G5,0); this formula multiplies the Items Sold
value by the Sales Price value and then rounds the result to the nearest whole
number
Step 7
Drag the fill handle from cell H5 to cell H10 to copy the formula with relative
references to the range H6:H10
Now you are ready to set data validation rules for the Description, Department,
Store #, State, Items Sold and Sales Price fields in the cells in row 5.
You set the validation rules, input messages and error alerts for data entry in the
range A5:H10 following the information in TABLE 1-1. You set the rules in cells in
row 5 and then copy the settings to cells in rows 6:10.
Step 1
Activate cell B5; then click the DATA tab on the Ribbon, if necessary, and locate
the Data Tools group
Step 2
Click the Data Validation button face to launch the Data Validation dialog box
Step 3
Click the Settings tab in the dialog box, if necessary
Step 4
Click the Allow arrow; then click Text Length
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Click the Data arrow; then click less than or equal to
Step 6
Key 20 in the Maximum text box
The Settings tab in the dialog box on your screen should look similar to Figure 1-
2.
An input message providing data entry instructions is optional, but adding one
can be helpful to someone entering data in an unfamiliar workbook.
Step 2
Key Item Description in the Title text box
Step 3
Key Enter the item description in 20 or fewer characters. in the Input Message
text box
The Input Message tab in the dialog box on your screen should look similar to
Figure 1-3.
FIGURE 1-3 Input Message tab in the Data Validation dialog box
An error alert indicating invalid data and the action to be taken should appear
when the TAB or ENTER key is pressed to enter the keyed data.
The Information and Warning error alert options both display icons and
messages but allow the user to enter the invalid data and continue to the next cell.
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cell before continuing to the next cell.
Step 1
Click the Error Alert tab in the dialog box
Step 2
Click the Style arrow; then click Warning
Step 3
Key Item Description in the Title text box; then key The item description
exceeds 20 characters. in the Error Message text box
The Error Alert tab on your screen should look similar to Figure 1-4.
FIGURE 1-4 Error Alert tab in the Data Validation dialog box
Step 4
Click OK to apply the settings and close the dialog box
Step 5
Observe the input message attached to the active cell B5
The input message on your screen should look similar to Figure 1-5.
Step 1
Verify that cell B5 is the active cell; then key at least 21 lowercase ‘x’ characters
in the cell (Do not press the ENTER key)
Step 2
Press the TAB key to move to cell C5
The Item Description Warning error alert dialog box appears. The dialog box on
your screen should look similar to Figure 1-6.
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You can click the Yes dialog box button to accept the invalid data and move to the
next cell or the No dialog box button to reenter a valid item description in 20 or
fewer characters.
Step 3
Click the No dialog box button to correct your data entry
Step 4
Key baseball bats in cell B5; then press the TAB key to move to cell C5; no
Warning error alert appears, the item description is entered in cell B5 and cell C5
is now the active cell
Each of the items sold in the Jack’s Sports Warehouse stores is assigned to a
sales department: Clothing, Fitness, Outdoors and Sports.
To facilitate data entry, you set a validation rule that allows the user to either key
the department name or select the department name from a list.
If the name is keyed, it must match one of the department names in the list for the
entry to be valid.
To set and test the validation rule for the Department field:
Step 1
Activate cell C5, if necessary
Step 2
Click the DATA tab on the Ribbon, if necessary; then locate the Data Tools group
Step 3
Click the Data Validation button face in the Data Tools group to launch the Data
Validation dialog box
Step 4
Click the Settings tab in the dialog box, if necessary; then click the Allow arrow
and click List
Step 5
Key Clothing, Fitness, Outdoors, Sports in the Source text box; be sure to key
the comma that separates each item in the list
The Settings tab in the dialog box on your screen should look similar to Figure 1-
7.
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You skip the input message for this rule and add a Stop error alert.
Step 1
Click the Error Alert tab in the dialog box
Step 2
Click the Style arrow; then click Stop, if necessary
Step 3
Key Department in the Title text box; then key The Department name must be
one of the following names either keyed in the cell or selected from the list:
Clothing, Fitness, Outdoors or Sports. in the Error message text box
The Error Alert tab in the dialog box on your screen should look similar to Figure
1-8.
FIGURE 1-8 Error Alert tab in the Data Validation dialog box
Step 4
Click OK to apply the settings and close the dialog box
Step 5
Observe the list arrow attached to cell C5
Step 6
Click the list arrow to view the list; then click Sports in the list
Step 7
Observe the cell C5 now contains the Sports department name
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To test the validation rule in cell C5 by keying an invalid department name in cell
C5:
Step 1
Verify that cell C5 is still the active cell
Step 2
Key Camping in cell C5; then press the TAB key
Step 3
Observe the Department Stop error alert dialog box
The Department Stop error alert dialog box launches. The dialog box on your
screen should look similar to Figure 1-10.
You can click either the Cancel button or the Retry button to close the dialog box
and correct the data entry in cell C5.
When you click the Retry button, the dialog box closes, cell C5 is opened for
editing and its contents selected, ready for you to key the correct department
name.
Step 4
Click the dialog box’s Retry button; cell C5 is still the active cell and its contents
are selected
Step 5
Key Sports in cell C5; then press the TAB key to move to cell D5
Step 6
Observe that, since the keyed department name matches a name from the list,
the name in cell C5 is accepted as valid data; cell D5 is now the active cell
You continue by setting the validation rule for cells that contain the Store # and the
name of the State where the store is located.
Jack’s Sports Warehouse has seven stores located in three States: Idaho, North
Dakota and Wyoming.
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First you set the Store # data validation rule to a whole number between 1 and 7.
Then you set the State validation rule to select from a list of the three States.
Although input messages can sometimes be helpful to the user entering the data,
some users may find the same input message repeated over and over to be
distracting. You can omit input messages for the remaining validation rules.
Step 1
Activate cell D5, if necessary; then launch the Data Validation dialog box
Step 2
Click the Settings tab, if necessary; then click the Allow arrow and click Whole
number
Step 3
Key 1 in the Minimum text box; then key 7 in the Maximum text box
The Settings tab in the dialog box on your screen should look similar to Figure 1-
11.
To add a Stop error alert for the Store # data and then test the validation rule:
Step 1
Click the Error Alert tab; then click the Style arrow and click Stop, if necessary
Step 2
Key Store # in the Title text box; then key The Store # must be a whole number
between 1 and 7. in the Error message text box
Step 3
Click OK to apply the settings and close the dialog box
Step 4
Key 12 in cell D5; then press the TAB key; the Stop error alert dialog box
launches
Step 5
Observe the Store # Stop error alert dialog box indicating that the number 12 is
invalid for the Store #
The dialog box on your screen should look similar to Figure 1-12.
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When you click the Cancel button, the dialog box closes and the data entry is
cancelled in the active cell.
Step 6
Click the Cancel button; the previously entered data is cancelled and cell D5
remains the active cell
Step 7
Key 1 in cell D5; then press the TAB key to move to cell E5
To set and test the validation rule for the State data:
Step 1
Activate cell E5, if necessary
Step 2
Launch the Data Validation dialog box; then click the Settings tab, if necessary
Step 3
Click the Allow arrow; then click List
Step 4
Key Idaho, North Dakota, Wyoming in the Source text box (remember to key the
comma to separate each item in the list)
The Settings tab in the dialog box on your screen should look similar to Figure 1-
14.
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Step 1
Click the Error Alert tab
Step 2
Click the Style arrow; then click Stop, if necessary
Step 3
Key State in the Title text box; then key The State name must be one of the
following names either keyed in the cell or selected from the list: Idaho,
North Dakota or Wyoming. in the Error Message text box
The Error Alert tab in the dialog box on your screen should look similar to Figure
1-15.
FIGURE 1-15 Error Alert tab in the Data Validation dialog box
Step 4
Click OK to apply the settings and close the dialog box
Step 5
Click the list arrow in cell E5; then click Idaho in the list
Step 6
Observe that cell E5 now contains the State name, Idaho
To test the validation rule in cell E5 by keying a State name not in the list:
Step 1
Key Oregon in cell E5 and press the TAB key
The Stop error alert dialog box appears. The dialog box on your screen should
look similar to Figure 1-16.
Step 2
Click Cancel to remove the invalid data
Step 3
Click the cell E5 list arrow and click Idaho, if necessary; then press the TAB key
to move to cell F5
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The Items Sold data should be a whole number between 1 and 999,999.
To set and test the validation rule for the Items Sold data:
Step 1
Activate cell F5, if necessary; then launch the Data Validation dialog box
Step 2
Add a Settings validation rule to allow whole numbers with the minimum of 1 and
the maximum of 999999
Step 3
Add a Stop error alert with the title Items Sold and the message The number of
Items Sold must be a whole number from 1-999,999.
Step 4
Key 0 in cell F5 and press the TAB key; the Stop dialog box indicates that the
number 0 (zero) is invalid data for items sold
Step 5
Click Retry
Step 6
Key 1130 in cell F5 and press the TAB key to move to cell G5
To set and test the validation rule for the sales price data:
Step 1
Activate cell G5, if necessary; then launch the Data Validation dialog box
Step 2
Add a Settings validation rule to allow decimal numbers that are less than or
equal to 9999.99
Step 3
Add a Stop error alert with the title Sales Price and the message The Sales
Price should be less than or equal to 9,999.99.
Step 4
Key 10,000.00 in cell G5 and press the TAB key; the Stop dialog box indicates
that 10,000.00 is an invalid decimal number for the sales price
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Step 5
Click Retry
Step 6
Key 21.95 in cell G5 and then press the TAB key
Step 7
Observe that the formula in cell H5 calculates the Total Sales for the item in row 5
rounded to the nearest whole number
Now that the validation rules are set and tested for the first row of data, you are
ready to copy the rules to the remaining rows in the range.
Instead of manually setting each rule in cells in the remaining rows, you can
quickly copy all the rules in the cells in row 5 and paste them into other cells using
an option in the Paste Special dialog box.
You can launch the Paste Special dialog box by clicking the Paste Special
command on the Paste button menu in the Clipboard group on the Ribbon’s
HOME tab. You can also launch the Paste Special dialog box by clicking the
Paste Special command on a shortcut menu.
To copy the validation rules in the range B5:G5 and paste them into the range
B6:G12 using a shortcut menu (you add data to the range later):
Step 1
Select the range B5:G5; then right-click the selected range and click Copy on the
shortcut menu
Step 2
Select the range B6:G12: then right-click the selected range and click Paste
Special on the shortcut menu to launch the Paste Special dialog box
Step 3
Click the Validation option button in the dialog box
The Paste Special dialog box on your screen should look similar to Figure 1-20.
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Step 4
Click OK; then activate cell A1
Step 5
Press the ESC key to clear the Clipboard
The validation rules are copied and pasted into the range B6:G12.
To quickly verify that the cells in the range B5:G12 contain validation rules, you
can use the Data Validation option in the GoTo Special dialog box to select cells
that contain validation rules.
To launch the GoTo Special dialog box, click the Find & Select button in the
Editing group on the Ribbon’s HOME tab to view a menu of selection options;
then click the GoTo Special command.
To verify that the cells in the range B5:G12 contain validation rules:
Step 1
Click the HOME tab on the Ribbon, if necessary; then locate the Editing group
Step 2
Click the Find & Select button in the Editing group to view the button’s menu
Step 3
Click the GoTo Special command on the menu to launch the GoTo Special dialog
box
Step 4
Click the Data Validation option button in the GoTo Special dialog box; then click
the All option button below the Data Validation button, if necessary
The GoTo Special dialog box on your screen should look similar to Figure 1-21.
Step 5
Click OK
Step 6
Observe that all the cells in the range B5:G12 are selected indicating that these
cells contain validation rules
Step 7
Activate cell B6
Step 8
Continue by entering the data for records 2-4 in the range B6:G8 using the
following TABLE 1-2
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TABLE 1-2 Data for records 2-4 to be entered in the range A6:G8
After entering the data, your worksheet should look similar to Figure 1-22.
Step 9
Save the workbook and leave it open for the next section
Instead of entering data in a range by moving from cell to cell across a row or
down a column directly in the worksheet, it may be more efficient to use a form to
enter the data.
Entering and Locating Data Using the Data Form
The Excel Data Form is a dialog box you can use to enter a complete record in
the range. The Data Form dialog box provides all the fields in the range plus a box
in which to enter text, numbers or other content in each field of the record. You
can use the Data Form to enter a new record, change data in an existing record
and delete a record.
The only way to access the Data Form dialog box in Excel 2013 is to add the
Form button to the Ribbon or to the Quick Access Toolbar.
Step 1
Click the Customize Quick Access Toolbar button on the Quick Access Toolbar
to view a menu of customization options
Step 2
Click the More Commands command in the menu to launch the Excel Options
dialog box with the Quick Access Toolbar options active
Step 3
Click the Choose commands from arrow and then click Commands Not in the
Ribbon
Step 4
Click the Form button in the Commands Not in the Ribbon list (scroll the list if
necessary) and then click the Add button to add the Form button to the
Customize Quick Access Toolbar list
Your Excel Options dialog box should look similar to Figure 1-23,
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Step 5
Click OK; the Form button is added as the last button on the Quick Access
Toolbar
Before you launch the Data Form dialog box, you activate a cell within the data
range. This allows Excel to identify the boundaries of the range and the range’s
header row.
Step 1
Activate any cell in the data range’s header row
Step 2
Click the Form button on the Quick Access Toolbar to launch the Sales by Item
Data Form dialog box
The Sales by Item Data Form dialog box on your screen should look similar to
Figure 1-24.
FIGURE 1-24 Sales by Item Data Form dialog box displaying data for Record
Number 1
You can move from record to record by dragging the scroll bar or clicking the
scroll bar arrows.
TABLE 1-3 lists the remaining data for records 5-6 to be entered in the range
B9:G10. You use the Sales by Item Data Form to enter the data.
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TABLE 1-3 Data for records 5-6 to be entered in the range B9:G10
Step 1
Scroll the Data Form dialog box to view record 5; the Record Number appears
selected in the Record Number text box and the remaining text boxes (fields) are
empty
Step 2
Press the TAB key to move the insertion point into the Description text box; then
key catcher’s mitts
Step 3
Press the TAB key to move the insertion point into the Department text box; then
key Sports
Step 4
Press the TAB key to move the insertion point into the Store # text box; then key 1
Step 5
Press the TAB key to move the insertion point into the State text box; then key
Idaho
Step 6
Press the TAB key to move the insertion point into the Items Sold text box; then
key 1,346
Step 7
Press the TAB key to move the insertion point into the Sales Price text box; then
key 49.95
Step 8
Press the ENTER key to enter the data for record 5 and view record 6
Step 9
Press the UP ARROW key to view record 5
The record 5 Sales by Item Data Form dialog box on your screen should look
similar to Figure 1-25.
FIGURE 1-25 Sales by Item Data Form dialog box displaying data for Record
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You can use the buttons to the right of the data text boxes to view and manage
the records in the data range.
Step 10
Press the DOWN ARROW key to view record 6; then key the remaining data for
record 6 using TABLE 1-3 as your guide
Step 11
Press the ENTER key when finished; a new blank record appears in the Data
Form
The Sales by Item Data Form dialog box for a new blank record on your screen
should look similar to Figure 1-26.
FIGURE 1-26 Sales by Item Data Form dialog box for a new blank record
You now use the blank Data Form to enter two additional records using the data in
TABLE 1-4. Note that you do not key a Record Number; you use the fill handle to
fill the Record Numbers.
TABLE 1-4 Data for two new records to be entered in the range B11:G12
Step 1
Press the TAB key to move the insertion point to the Description text box; then
key the batting gloves data for the first new record using TABLE 1-4 as your
guide
Step 2
Press the ENTER key to add the data to the range B11:G11 and view a new blank
Data Form
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Step 3
Press the TAB key to move the insertion point to the Department text box; then
key the golf clubs data for the for the second new record following TABLE 1-4
Step 4
Press the ENTER key to enter the data in the range B12:G12
Step 5
Click the Data Form Close button
Step 6
Fill the range A11:A12 with sequential numbers using cell A10, the fill handle and
the CTRL key; the formula is automatically copied to the range H11:H12
Step 7
Activate cell A1
You can also use the Data Form dialog box to search for specific records based
on field contents and then either modify or delete the records. To set the search
criteria, click the Criteria button in the Data Form. Then key the criteria—which
can be characters or an expression—in the appropriate text box.
For example, you can search for records that contain Fitness in the Department
field or records in which the Items Sold field is >1,000. You can also use the
question mark (?), asterisk (*) and tilde (~) symbols as wildcard symbols in a
search.
Suppose you want to change the sales price for backpacks. You can search for all
records that have backpacks in the Description field and then view and modify
each record. You move from record to record using the Find Prev and Find Next
buttons.
To search for all the Fitness department records in the range B5:H12 and then
change the sales price to 67.75:
Step 1
Activate cell C4 in the header row
Step 2
Click the Form button on the Quick Access Toolbar to launch the Sales by Item
Data Form dialog box
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Click the Criteria button to view the Sales by Item Criteria Data Form dialog box;
then key backpacks in the Description text box
The Sales by Item Criteria Data Form dialog box on your screen should now look
similar to Figure 1-28.
Three new buttons appear in the Criteria Data Form dialog box.
The Clear button clears the search criteria from the text boxes.
The Restore button restores the search criteria from the text boxes.
The Form button returns to the standard Data Form dialog box where it
becomes the Criteria button.
Step 4
Click the Find Next button in the Sales by Item Criteria Data Form to view the first
record that meets the search criteria
Step 5
Observe that record 4 for backpacks appears in the Data Form
Step 6
Edit the Sales Price field to be 67.75
Step 7
Click the Find Next button
Step 8
Observe that if your computer speakers are turned on you hear a beeping sound
and record 4 remains in the Data Form; this indicates that there are no records
beyond record 4 that meet the search criteria
Step 9
Click the Find Prev button
Step 10
Observe that if your computer speakers are turned on you hear a beeping sound
and record 4 remains in the Sales by Item Criteria Data Form; there are no
records prior to record 4 that meet the search criteria
Step 11
Click the Close button to close the Data Form dialog box
Step 12
Observe the cell G4 now contains 67.75 instead of 69.75
Now suppose you want to view all the records for items whose description begins
with the lowercase character b.
To find all the records whose description begins with the lowercase character b:
Step 1
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Data Form dialog box
Step 2
Click the Criteria button to view the Sales by Item Criteria Data Form; then key b*
in the Description text box
Step 3
Click the Find Next and Find Prev buttons to view the four records whose
description begins with the character b
Step 4
Close the Data Form
Step 1
Verify that cell C4 in the header row is still selected; then launch the Sales by Item
Data Form dialog box
Step 2
Click the Criteria button to view the Sales by Item Criteria Data Form
Step 3
Key <1,000 in the Items Sold text box; then click the Find Next and Find Prev
buttons to view the first record (footballs) whose item sold value is less than 1,000
Step 4
Click the Find Next button to view the next record whose item sold value is less
than 1,000
Step 5
Click the Close button
When you no longer need validation rules you can remove them.
You may choose to remove validation rules from all the cells or from a specific
cell. To do this you must first select the cell or cells that contain the validation
rules and then clear the data validation rules in the Data Validation dialog box.
If you select only one cell, clicking the Data Validation button face in the Data
Tools group on the DATA tab launches the Data Validation dialog box immediately.
Click the Clear All button in the Settings tab and then click OK to remove the
validation rules for the selected cell.
If you have selected multiple cells, a Warning dialog box appears when you click
the Data Validation button face. Click OK in the warning dialog box to launch the
Data Validation dialog box.
To select all the cells containing data validation rules and then remove them:
Step 1
Click the HOME tab on the Ribbon, if necessary; then locate the Editing group
Step 2
Click the Find & Select button in the Editing group; then click the GoTo Special
command to launch the GoTo Special dialog box
Step 3
Click the Data Validation option button; then click the All option button, if
necessary, and click OK to select all the cells in the worksheet that contain data
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Step 4
Click the DATA tab on the Ribbon; then click the Data Validation button face in
the Data Tools group
Because you have preselected all the cells in the worksheet that contains
validation rules, the Warning dialog box appears.
Step 5
Click OK to close the Warning dialog box and launch the Data Validation dialog
box
Step 6
Click the Settings tab, if necessary; then click the Clear All button in the lower-
left corner of the Settings tab
Step 7
Click OK to clear the validation rules from all the selected cells
Step 8
Activate cell A1
Step 9
Save the workbook and close the workbook
Objective 1B: Recognizing Ways to Sort and Filter a
Data Range
As noted earlier in this lesson, a well-organized data range makes it easy to sort
and filter the data. For example, you can sort data in a data range on one or more
criteria; plus you can create custom sort criteria.
You can also filter—or view specific data—using the Filter (AutoFilter) feature plus
create a custom filter and use advanced filtering techniques, where necessary.
You can quickly rearrange or sort the records in a data range based on the data
in a single field by first activating the field and then clicking the Sort & Filter
button in the Editing group on the HOME tab.
You can also click the Sort A to Z, Sort Smallest to Largest, Sort Z to A, Sort
Largest to Smallest and the Sort buttons in the Sort & Filter group on the DATA
tab to sort the records in a data range.
TABLES 1-5 and 1-6 illustrate the default ascending and descending sort orders
for different types of data.
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You begin this lesson by opening an existing workbook and saving it with a new
name. Then you sort a data range in ascending and descending order by a single
field.
Step 1
Open the Lesson 1 Data File 2 workbook; then save the workbook as Lesson 1
Sorting and Filtering Data
Step 2
Scroll the Qtrly Sales by Item worksheet to view the header row fields and
records in the range A4:J130
Step 3
Observe that the data in the range is organized in ascending order by Record
Number following the rules itemized previously; note that the data is also arranged
in Store # order as that was the way the data was originally entered
The first step in sorting a range by a single field is to activate any cell in that field
within the range boundaries which includes the header row.
Because the data range is bounded by blank columns and rows and has a
uniquely formatted header row, Excel is able to identify the range’s boundaries
and, thus, keep all the fields for each record together as it sorts the range.
Step 1
Activate cell C7
Step 2
Click the DATA tab on the Ribbon; then locate the Sort & Filter group and use the
mouse pointer, if necessary, to identify the buttons in the group
Because the active cell is in the Department field which contains text, the Sort &
Filter group contains the Sort A to Z (Lowest to Highest or Ascending Order) and
Sort Z to A (Highest to Lowest or Descending Order) text sorting buttons.
Step 3
Click the Sort A to Z button in the Sort & Filter group to sort the records by the
Department field in ascending alphabetical order
Step 4
Observe that Excel quickly selects the 126 records below the header row in the
range A5:I130 and rearranges the records in lowest to highest or ascending order
by the Department field, beginning with the Clothing department
FIGURE 1-29 Records in the range sorted in ascending order by Department field
You can click the Undo button face on the Quick Access Toolbar to undo the just
completed sort action.
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Click the Undo (Sort) button face on the Quick Access Toolbar
Step 6
Observe that the data range is selected and its records are returned to the original
Record Number sort order
Step 1
Activate cell F6
Because the active cell is in the Items Sold field which contains numbers, the Sort
A to Z button becomes the Sort Smallest to Largest button and the Sort Z to A
button becomes the Sort Largest to Smallest button.
Step 2
Click the DATA tab, if necessary; then click the Sort Largest to Smallest button
in the Sort & Filter group; use the mouse pointer, if necessary, to identify the
button
Step 3
Observe that records are selected and sorted in largest to smallest number or
descending order, by Items Sold, beginning with the top selling item, football
jerseys
As you learned earlier in this lesson, you can quickly resort records in their
original order if each record is numbered consecutively.
Step 1
Activate any cell in the Record Number field (column A) within the range A4:A130
Step 2
Click the Sort Smallest to Largest button in the Sort & Filter group
Step 3
Observe that the records are sorted in ascending order by Record Number
returning the data to its original order
Step 4
Activate cell A1 and leave the workbook open for the next section
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Now you are ready to sort the records using multiple field criteria.
Suppose you want to view the sales data in the active worksheet by Store # within
each State. To do this, you must sort the records using multiple field criteria—the
State field and the Store # field.
You can sort a data range on multiple fields using options in the Sort dialog box.
To launch the Sort dialog box, click the Sort button in the Sort & Filter group on
the DATA tab.
Step 1
Activate any cell in the range A4:I130; remember that activating a cell inside the
data range allows Excel to determine the boundaries of the range
Step 2
Click the Sort button in the Sort & Filter group on the DATA tab to select the data
range and launch the Sort dialog box
The Sort dialog box allows you to set the sort criteria: the field (column) to be
sorted, type of sort and the sort order.
To sort the records first by State in ascending order and then by Store # in
ascending order within State:
Step 1
Click the Column Sort by arrow to display the list of field names; then click State
in the list to set the primary sort criterion
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the Sort On criterion. The default Order for a text sort is Sort A to Z (or ascending)
so no change is required for the Order criterion.
Step 2
Click the Add Level button to add another level of sort criteria
Step 3
Click the Column Then by arrow to display the list of field names; then click Store
# in the list to set the secondary sort criterion
The default Sort On option is Values so no change is required for the Sort On
criterion. The default Order for a numeric sort is Smallest to Largest so no change
is required for the Order criterion.
Your Sort dialog box should now look similar to Figure 1-32.
Step 4
Click OK
Step 5
Scroll the worksheet and observe that the data is sorted first in ascending order
by State (Idaho, North Dakota and Wyoming) and then by Store # within State
(Idaho stores 1, 3 and 5; North Dakota stores 4 and 6; Wyoming stores 2 and 7)
Now, suppose you want to modify the sort order to display the records in
descending order by number of Items Sold for store by State. You can do this by
adding another level of sort criteria following the Store # sort criteria.
To modify the most recent sort by adding a third level of sort criteria:
Step 1
Activate a cell inside the data range, if necessary
Step 2
Click the Sort button in the Sort & Filter group to launch the Sort dialog box;
observe that the first sort level—the Sort by level—is selected
Step 3
Click the Then by wording that precedes the second sort level to select the level;
then click the Add Level button to insert a second Then by sort level
Step 4
Click the second Column Then by arrow to display the list of field names and click
Items Sold
Step 5
Click the second Order Then by arrow to display the list of sort Order options and
click Largest to Smallest
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FIGURE 1-33 Sort dialog box with three levels of sort criteria
Step 6
Click OK
Step 7
Scroll the worksheet and observe that the records are now sorted in the following
order: by State in ascending order; by Store # within State in ascending order; and
by Items Sold within Store # in descending order
Step 8
Activate any cell in column A within the range A4:A130 and then sort the records
in ascending order by Record Number
Step 9
Leave the workbook open for the next section
You can also create a custom sort order to sort a data range.
Suppose you now want to sort the records by the Popularity Ranking field: items
with a High popularity ranking first, items with a Medium popularity ranking second
and items with a Low popularity ranking third.
Sorting the records by the Popularity Ranking field in ascending order returns a
High, Low, Medium result; sorting them in descending order returns a Medium,
Low, High result. To get the exact sort result you want—High, Medium and Low—
you must apply a custom sort order to the Popularity Ranking field.
A custom sort order is a list of sort criteria you create in the Advanced section of
the Excel Options dialog box. You launch the Excel Options dialog box by clicking
the Options command on the FILE tab in Backstage view.
After you create a custom sort order, you can then apply it by selecting the custom
list in the Sort dialog box.
Step 1
Click the FILE tab on the Ribbon; then click Options to launch the Excel Options
dialog box
Step 2
Click Advanced in the dialog box left pane to view Advanced options in the right
pane
Step 3
Click the Edit Custom Lists button in the General group of Advanced options
(scroll near the bottom of the pane to view the button) to launch the Custom Lists
dialog box
Step 4
Key High, Medium, Low in the List entries text box; remember to key the comma
between each item in the list—the space following the comma is optional
Step 5
Click the dialog box Add button to add the new custom list to the Custom Lists
box
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Step 6
Click OK to close the Custom Lists dialog box; then click OK to close the Excel
Options dialog box
To apply the custom sort order using values in the Popularity Ranking column:
Step 1
Activate any cell within the data range; then launch the Sort dialog box
Because you resorted the records by Record Number, the three-level sort criteria
created in the previous section is cleared from the Sort dialog box.
Step 2
Click the Column Sort by arrow; then click Popularity Ranking
Step 3
Click the Order Sort by arrow; then click Custom List to launch the Custom List
dialog box
Step 4
Click High, Medium, Low in the Custom Lists box; then click OK
Your Sort dialog box on your screen should look similar to Figure 1-35.
Step 5
Click OK
Step 6
Scroll the worksheet to verify that the records are now arranged first by items with
a High popularity ranking, then by items with a Medium popularity ranking and
finally by items with a Low popularity ranking
Step 7
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The cells in the last field in the data range—the Reorder or Discontinue field—
contain a formula that evaluates the data in the Items Sold column. If the value in
the Items Sold column is less than or equal to 500, the word ‘Discontinue’ is
inserted; if the value in the Items Sold column is greater than 500, the word
‘Reorder’ is inserted.
Suppose you now want to sort the records so that all the items to be discontinued
appear together in the data range. Because you have only two text choices, one
way to perform this sort is to simply sort by the Reorder or Discontinue field in
ascending or descending order.
Because font and cell color conditional formatting is applied to the cells, an
alternative method is to sort the Reorder or Discontinue field by the applied
conditional formatting.
To sort by font or cell color, change the Sort On criteria in the Sort dialog box to
the Cell Color or Font color option.
To sort the records so that the items to be discontinued appear at the bottom of
the range:
Step 1
Activate any cell in the data range, if necessary; then launch the Sort dialog box
Step 2
Click the Column Sort by arrow; then click Reorder or Discontinue
Step 3
Click the Sort On Sort by arrow; then click Font Color
The Order criterion now has two options: a font color and destination location
option.
Step 4
Click the first Order Sort by arrow; then click the Red color square
Step 5
Click the second Order Sort by arrow; then click On Bottom
Step 6
Click OK
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Scroll to view the six records for items to be discontinued at the bottom of the data
range
The bottom of your data range should look similar to Figure 1-37.
Step 8
Sort the records in ascending order by Record Number
When you want to view only those records that have specific data in certain cells,
you should filter the data range.
Suppose you want to view only a subset of the data in the range—for example, all
the sales data for stores in Idaho or only the golf clubs sales data for stores in all
States.
To view a subset of the data in the range, you filter the data by specifying filter
criteria, such as the State data must equal Idaho or the Description data must
equal golf clubs. When you specify filter criteria, only those records whose data
meets the filter criteria are visible; all other records are hidden.
You can use the Filter (AutoFilter) feature to quickly specify the filter criteria.
When you turn on the Filter feature, small Filter arrows appear in each cell in the
header row. Clicking a Filter arrow displays a menu of the unique data entries in
the field plus additional searching, sorting and filtering options, as shown in Figure
1-38.
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To turn on or off the Filter feature, click the Filter button in the Sort & Filter group
on the DATA tab.
To turn on the Filter feature for the data range A4:I130 in the active worksheet:
Step 1
Activate any cell within the data range
Step 2
Click the DATA tab on the Ribbon, if necessary; then locate the Sort & Filter group
Step 3
Click the Filter button in the Sort & Filter group to turn on the Filter feature and
add Filter arrows to the cells in the header tow
The top of your data range should look similar to Figure 1-39.
To filter the data range to display all the data for North Dakota:
Step 1
Click the State Filter arrow to view the Filter menu
Step 2
Click the (Select All) checkbox to remove the check mark; then click the North
Dakota checkbox to insert a check mark
Step 3
Click OK to filter the data range to show only those records for North Dakota
Step 4
Scroll the worksheet and observe that only those records in which the State data
equals North Dakota are visible; the records in rows 5:58, 73:90 and 113:130 are
hidden
Step 5
Observe that the row numbers on the visible row heading buttons are now blue
indicating that the data range is filtered and some rows are hidden
Step 6
Observe that the Filter arrow attached to the State cell in the header row is now a
Filter icon indicating that filter criteria is set for the State column
Step 7
Point to the Filter icon attached to the State cell in the header row to see a
ScreenTip with information about the current filter
The top of your filtered data range should look similar to Figure 1-40.
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FIGURE 1-40 Data range filtered to show data for North Dakota stores
Step 1
Click the State Filter icon to view the Filter menu
Step 2
Click the (Select All) checkbox to insert a check mark; then click OK
Step 3
Scroll the worksheet and observe that all of the records in the data range are now
visible
Step 4
Observe that the row numbers are again their standard color and the State Filter
icon is replaced by the Filter arrow indicating the range is not filtered
Suppose you now want to view all the Outdoors department sales data for Idaho.
You can also use the Filter feature to specify multiple filter criteria.
To filter the data range to display all the Outdoors department sales data for
Idaho:
Step 1
Click the State Filter arrow to view the Filter menu
Step 2
Click the (Select All) checkbox to remove the check mark, if necessary; click the
Idaho checkbox to insert a check mark and click OK
Step 3
Click the Department Filter arrow to view the Filter menu
Step 4
Click the (Select All) checkbox to remove the check mark, if necessary; then click
the Outdoors checkbox to insert a check mark and click OK
Step 5
Observe that only those records in which the State data equals Idaho and the
Department data equals Outdoors are visible; all other records are hidden
FIGURE 1-41 Data range filtered to show data for the Outdoors department in
Idaho stores
You have two ways to unfilter a range when you use multiple filter criteria. You can
click the (Select All) option on the Filter menu for each filtered field or you can
click Clear button in the Sort & Filter group on the DATA tab.
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To unfilter the data range:
Step 1
Click the Clear button in the Sort & Filter group on the DATA tab
Step 2
Observe that the data range is now unfiltered
Suppose you now want to see the top five items for all stores based on Total
Sales. You can use the (Top 10…) AutoFilter option to filter a range by the largest
number or smallest number.
To filter the data range to display the top five items based on Total Sales:
Step 1
Click the Total Sales Filter arrow to view the Filter menu
Step 2
Point to Number Filters to view a submenu; then click Top 10 in the submenu to
launch the Top 10 AutoFilter dialog box
Step 3
Key 5 in the second Show text box
Your Top 10 AutoFilter dialog box should look similar to Figure 1-42.
FIGURE 1-42 Top 10 AutoFilter dialog box
Step 4
Click OK
Step 5
Observe that records for the top five items based on Total Sales are now
displayed; all other records are hidden
You can edit or format cells in filtered data, print the filtered data, create a chart
from the filtered data and sort the filtered data. You can also copy filtered data and
paste it elsewhere on the same worksheet or in a different worksheet.
Step 1
Click the New Sheet button to the right of the Qtrly Sales by Item sheet tab to
insert a new worksheet
Step 2
Name the new worksheet Top Five
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Activate the Qtrly Sales by Item sheet tab
You can sort the filtered data using the Sort A to Z (Smallest to Largest) or Sort Z
to A (Largest to Smallest) buttons, the Sort dialog box or the sorting commands in
a field’s Filter menu.
Step 1
Click the Total Sales Filter icon to view the Filter menu; then click the Sort
Largest to Smallest command
Step 2
Observe that the filtered records are sorted in descending order by Total Sales
Step 3
Select the filtered data including the header row
You selected data and header row should look similar to Figure 1-44.
Step 4
Right-click the selection; then click Copy on the shortcut menu
Step 5
Activate the Top 5 worksheet
Step 6
Right-click cell A1; then click the first Paste icon on the shortcut menu
Step 7
Resize the columns as necessary; then activate cell A1
Step 1
Activate the Qtrly Sales by Item worksheet
Step 2
Press the ESC key to clear the Windows clipboard
Step 3
Activate any cell inside the range, if necessary, to deselect the data and reposition
the active cell
Step 4
Click the Total Sales Filter icon to view the Filter menu
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Click (Select All); then click OK
Step 6
Observe that the range is unfiltered and remains in its original Record Number
order
Creating a custom filter allows you to specify complex filter criteria, such as
filtering a range by two or more criteria in the same field, using the wildcard
symbols to find specific text in the field or finding a number greater than or less
than another number in the field.
To filter the data range to show all the records for the Outdoors or Sports
Departments using a custom filter:
Step 1
Click the Department Filter arrow
Step 2
Point to Text Filters; then click Custom Filter to launch the Custom AutoFilter
dialog box
The Custom AutoFilter dialog box contains four text boxes presented in two rows,
as shown in Figure 1-46,
Step 3
Click the second text box arrow in the first row; then click Outdoors in the list
Step 4
Click the Or option button, if necessary
Step 5
Click the first text box arrow in the second row; then click equals
Step 6
Click the second text box arrow in the second row; then click Sports
Your Custom AutoFilter dialog box should look similar to Figure 1-46.
Step 7
Click OK
Step 8
Scroll the worksheet and observe that only those records where the Department
field is equal to Outdoors or Sports are visible; the remaining records are hidden
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The top of your filtered data range should look similar to Figure 1-47.
FIGURE 1-47 Data range filtered for items in the Outdoors or Sports departments
Step 9
Unfilter the range
To filter the data range to view all the rows where the item Description begins with
the characters ba using the asterisk (*) wildcard symbol:
Step 1
Click the Description Filter arrow
Step 2
Point to Text Filters; then click Custom Filter to launch the Custom AutoFilter
dialog box
Step 3
Key ba* in the second text box
Your Custom AutoFilter dialog box should look similar to Figure 1-48.
Step 4
Click OK
Step 5
Scroll the worksheet and observe that only those records where the Description
data begins with the characters ba are visible; the remaining records are hidden
Step 6
Unfilter the range
To filter the data range to display all the records whose Items Sold values are less
than or equal to 1,000 and greater than or equal to 10,000:
Step 1
Click the Items Sold Filter arrow
Step 2
Launch the Custom AutoFilter dialog box
Step 3
Click the first text box arrow; then click is less than or equal to (scroll to view
this option, if necessary)
Step 4
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Step 5
Click the Or option button
Step 6
Click the third text box arrow; then click is greater than or equal to
Step 7
Key 10,000 in the fourth text box
Your Custom AutoFilter dialog box should look similar to Figure 1-49.
Step 8
Click OK
Step 9
Scroll the worksheet and observe that only those records where the Items Sold
value is 1000 or less OR is 10,000 or greater are visible; the remaining records
are hidden
You can create a complex filter by combining a custom filter with a simple filter.
Step 10
Filter the already filtered range to show only those records for the Clothing
Department in stores in the State of Wyoming
Step 11
Observe that only a single record meets the custom Items Sold filter criteria for
the Clothing Department in Wyoming stores
FIGURE 1-50 Data range filtered using Items Sold custom filter criteria plus
Department and State filter criteria
Step 12
Unfilter the range
Step 1
Click the Filter button in the Sort & Filter group on the DATA tab to turn off the
Filter feature
Step 2
Observe that the Filter arrows are removed from the header row
You can also enter filter criteria in a separate area of your worksheet and use
these criteria to filter a data range.
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option for creating complex filters, such as multiple filter criteria in a single field or
multiple filter criteria across fields. In some instances, it may be faster to use the
Advanced Filter feature instead of specifying a custom filter using the Filter
feature.
To use the Advanced Filter feature, you first enter the filter criteria in a criteria
range in the worksheet. It is a good idea to place the criteria range above and to
the right of the data range to avoid interfering with the filtering process. It is
important to set up your advanced filter criteria carefully:
The first row of the criteria range must contain field labels that exactly
match the spelling of the comparable labels in the data range’s header row.
The same formatting is not required. The remaining rows in the criteria range
contain the filter criteria.
Filter criteria for multiple fields entered across the same row specifies an
‘And’ condition.
Filter criteria for multiple fields entered in subsequent rows specifies an
‘Or’ condition.
For example, suppose you now want to view all the records for Idaho stores
whose Description data begins with the character b and whose Items Sold data is
greater than 500 and less than 1,500 or records for Wyoming stores whose
Description data begins with the character f and whose Items Sold data is greater
than 1,000.
Figures 1-51 and 1-52 illustrate the advanced filter criteria in the criteria range
L1:03.
FIGURE 1-52 Advanced filter criteria with both ‘And’ and ‘Or’ conditions
Remember that your field labels for the advanced filter criteria must exactly match
the spelling of the data range header row field labels. A good way to avoid keying
errors is to copy/paste the data range header row field labels into the first row of
the criteria range.
To enter the advanced filter field labels and filter criteria in the range L1:O3:
Step 1
Copy and Paste the contents of cell:
B4 into cell L1
E4 into cell M1
F4 into cell N1
F4 into cell O1
Step 2
Press the ESC key to clear the Windows clipboard
The criteria range L1:O1 on your worksheet should look similar to Figures 1-51
and 1-52.
The first group or set of filter criteria is: records for Idaho stores whose Description
data begins with the lowercase character b and whose Items Sold data is greater
than 500 and less than 1,500.
Step 1
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b* in cell L2
Idaho in cell M2
>500 in cell N2
<1500 in cell O2
Step 2
Left align the contents of the range L2:O2, if necessary
Each additional column of criteria adds an “And” condition; therefore only those
records that meet all four criteria in the group or set are displayed. The criteria
range L1:O2 on your worksheet should look similar to Figure 1-51.
The second group or set of filter criteria is: records for Wyoming stores whose
Description data begins with the character f and whose Items Sold data is greater
than 1,000.
Step 1
Enter:
f* in cell L3
Wyoming in cell M3
>1000 in cell N3
Step 2
Left align the contents of the range L3:N3, if necessary
Each additional criteria row adds an “Or” condition; therefore only those records
that meet the first group of filter criteria or those records that meet the second
group of filter criteria are displayed. The criteria range L1:O3 on your worksheet
should look similar to Figure 1-52.
Now that the criteria range is complete, you are ready launch the Advanced Filter
dialog box in which you specify the data range to be filtered and the location of the
criteria range. You can launch the Advanced Filter dialog box by clicking the
Advanced button in the Sort & Filter group on the DATA tab.
Step 1
Activate any cell inside the data range A4:I130
Step 2
Click DATA tab on the Ribbon, if necessary; then locate the Sort & Filter group
Step 3
Click the Advanced button in the Sort & Filter group to launch the Advanced Filter
dialog box
In the Advanced Filter dialog box, you may either key the range references or
collapse the dialog box and use the mouse pointer to select the range references.
You can also choose to filter the data range in place or copy the filtered data to a
new location on the active worksheet.
To filter the data range and copy the filtered records to a new location using the
Advanced Filter feature:
Step 1
Click the Copy to another location option button
Step 2
Key L1:O3 in the Criteria range text box
Step 3
Key A136 in the Copy to text box
Because the active cell is inside the data range to be filtered, Excel automatically
inserts the range reference in the List range text box. Your Advanced Filter dialog
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Step 4
Click OK
Step 5
Scroll to view the filtered data in the range A136:I145
Step 6
Sort the filtered data in ascending order by State
Your filtered and sorted data should look similar to Figure 1-54.
Step 7
Save the workbook and leave it open for the next section
It can be useful to add temporary subtotals for specific fields when analyzing data
in a large data range.
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Objective 1C: Selecting Ways to Add Subtotals, a
Grand Total and Data Grouping to a Data Range
After sorting the data you can then insert subtotals based on changes to specific
fields.
Outlining the data allows you to collapse or expand portions of the data range in
order to view specific data.
You can use buttons in the Outline group on the DATA tab to insert subtotals and
a Grand Total in your data range and outline (group) the data.
The Subtotal feature allows you to insert temporary field subtotals and a Grand
Total in a data range.
When you insert temporary field subtotals, Excel also outlines the data range. You
can expand or collapse the outline to view all the details, just the subtotals or just
the Grand Total.
Before you insert temporary subtotals you should sort the data range in subtotal
order. For example, to add Total Sales subtotals by State, you must first sort the
data range by State.
After the data range is sorted in the desired order, you can insert subtotals by
setting options in the Subtotal dialog box. Launch the dialog box by clicking the
Subtotal button in the Outline group on the DATA tab.
Step 1
Sort the data range A4:I130 in ascending order by State
Step 2
Click the DATA tab on the Ribbon, if necessary; then locate the Outline group
Step 3
Click the Subtotal button in the Outline group to launch the Subtotal dialog box
Step 4
Click the At each change in arrow; then click State to tell Excel that each time
the State name changes, for example from Idaho to North Dakota, to insert a
subtotal
Step 5
Click the Use function arrow; then click Sum, if necessary, to indicate the type of
subtotal calculation
Step 6
Click the Total Sales checkbox in the Add subtotal to list to insert a check mark to
tell Excel in which field to insert the subtotals
Step 7
Remove the check mark from all other Add subtotal to list checkboxes
Step 8
Click the Replace current subtotals checkbox to insert a check mark, if
necessary
Step 9
Click the Summary below data checkbox to insert a check mark, if necessary;
this places the subtotal data immediately below the applicable rows
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Step 10
Click OK
Step 11
Scroll the worksheet to view the outlined data range, the Total Sales subtotals by
State and the Total Sales Grand Total
Step 12
Widen column H, Total Sales, if necessary to view all the subtotals and Grand
Total
The bottom part of your data range should look similar to Figure 1-56.
FIGURE 1-56 Outlined data range with Total Sales subtotal for Idaho and the Total
Sales Grand Total
Step 13
Activate cell H133 to view the formula using the SUBTOTAL function in the
Formula Bar
The SUBTOTAL function uses numbers from 1-11 (includes hidden values) and
101-111 (ignores hidden values) to indicate which function, such as AVERAGE,
MAX, MIN, COUNT or SUM, is to be used in the calculation.
The SUBTOTAL function in cell H133 has two arguments: the function_num which
indicates that the SUM function (9) is to be used and the range that contains the
data (H97:H132) to be summed.
The formula in your Formula Bar should look similar to Figure 1-57.
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Step 14
Activate cell H134 to view the formula using the Subtotal function in the Formula
Bar; this formula sums the values in the range H5:H132
Excel provides several symbols or icons you can click to expand or collapse the
outlined data range to show or hide details, subtotals and the Grand Total.
The outline hide detail and show detail symbols allow you to
collapse or expand the group of rows related to a specific subtotal.
The outline level symbols allow you to collapse or expand :
all the details ( ),
the subtotals and Grand Total ( ), or
just the Grand Total ( ).
To expand and collapse a portion of the outline using the hide and show detail
symbols:
Step 1
Scroll to view the Idaho subtotal and hide detail symbol in row 59
Step 2
Click the hide detail symbol; then scroll to view the top of the data range
Step 3
Observe that the Idaho detail rows are collapsed or hidden, the Idaho subtotal row
is the first row in the range and the show detail outline symbol replaces the hide
detail outline symbol
The top part of your data range should look similar to Figure 1-58.
Step 4
Click the show detail symbol to display the hidden Idaho detail rows
To expand and collapse the outline using the outline level symbols:
Step 1
Click the outline level 2 symbol at the top of the outline pane to view just the
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Your data range subtotals and Grand Total should look similar to Figure 1-59.
Step 2
Click the outline level 1 symbol at the top of the outline pane to view just the
Grand Total
Step 3
Click the outline level 3 symbol at the top of the outline pane to view all the
detail rows, subtotals and Grand Total
Step 4
Click the outline level 2 symbol at the top of the outline pane to view only
subtotals and Grand Total
You can select the summarized subtotals and create a chart on its own chart
sheet or an embedded chart on the worksheet with the data. Then you can print
the chart or chart and subtotals.
To create a pie chart on its own chart sheet using the temporary subtotals:
Step 1
Select the nonadjacent ranges that contain the subtotal descriptions and values
using the CTRL key
Step 2
Press the F11 key to create a default column chart on its own chart sheet
Step 3
Convert the chart to a 3-D Pie chart using the Change Chart Type button on the
CHART TOOLS DESIGN tab
You can now use various buttons on the CHART TOOLS contextual tabs to select,
add and format chart elements as desired. Alternatively, you can use the Chart
Elements and Chart Styles buttons in the upper-right corner of the chart to add
and format chart elements.
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chart.
Step 4
Add missing chart elements, such as the Legend, Chart Title and/or Data Labels
and format the chart as desired using buttons on the CHART TOOLS contextual
tabs or the Chart Elements and Chart Styles buttons
Your formatted 3-D Pie chart should look similar to Figure 1-61.
FIGURE 1-61 3-D Pie chart created from temporary subtotals and formatted with
the Chart Elements and Chart Styles buttons
When you no longer need the temporary subtotals you can remove them by
clicking the Remove All button in the Subtotals dialog box.
To remove the temporary subtotals and Grand Total and sort the data range back
into its original order:
Step 1
Activate the Qtrly Sales by Item worksheet
Step 2
Expand the data range to view all the detail rows
Step 3
Activate any cell inside the data range, if necessary
Step 4
Click the DATA tab on the Ribbon, if necessary; then locate the Outline group
Step 5
Click the Subtotal button in the Outline group to launch the Subtotal dialog box
Step 6
Click the Remove All button in the Subtotal dialog box
Step 7
Sort the data range in ascending order by Record Number, if necessary
Now that the temporary subtotals have been removed, the chart created from
those subtotals is no longer valid. You first view the chart sheet and then you
delete it.
Step 8
Activate the chart sheet
Step 9
Observe that Excel attempts to chart all the data in the range
Step 10
Right-click the chart sheet tab; then click Delete on the short cut menu and the
Delete button in the confirmation dialog box
You can also create nested subtotals—subtotals for a secondary group of data
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To insert nested subtotals for Total Sales for each store within each State plus
Total Sales subtotals for each State:
Step 1
Activate any cell within the data range A4:H130, if necessary; then sort the data
by State in ascending order, if necessary and then by Store # in ascending order
using the Sort dialog box
Step 2
Launch the Subtotal dialog box
Step 3
Click the At each change in arrow; then click State, if necessary
Step 4
Verify Sum is in the Use function text box
Step 5
Verify Total Sales in the Add subtotal to list contains a check mark and all other
checkboxes in the list are empty
Step 6
Click OK to insert the outer or primary group subtotals
Step 7
Scroll the worksheet and observe that Total Sales subtotals are inserted for each
State
Step 8
Launch the Subtotal dialog box
Step 9
Click the At each change in arrow; then click Store #
Step 10
Click the Replace current subtotals checkbox to remove the check mark, if
necessary
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Step 11
Click OK to insert nested subtotals for the inner or secondary groups
Step 12
Scroll the worksheet and observe that Total Sales subtotals are inserted for each
store within State and for each State
The bottom of your data range should look similar to Figure 1-64.
FIGURE 1-64 Nested subtotals for Idaho Store #5 and for the entire State
When you add nested subtotals, you increase the number of outline level
symbols. In the current outline with nested subtotals you have four outline level
symbols.
Step 1
Click the outline level 1 symbol to view the Grand Total
Step 2
Click the outline level 2 symbol to view the State subtotals
Step 3
Click the outline level 3 symbol to view the Store #, State and Grand Totals
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Click the outline level 4 symbol to view the details and subtotals
To remove all the subtotals and return the data range to its original order:
Step 1
Launch the Subtotal dialog box; then click the Remove All button
Step 2
Sort the data range back into its original ascending Record Number order, if
necessary
Step 3
Save the workbook and close it
You begin by opening the Lesson 1 Data File 3 workbook and saving it with a new
name.
Step 1
Open the Lesson 1 Data File 3 workbook; then save the workbook as Lesson 1
Grouping and Ungrouping Data
Step 2
Scroll the worksheet to view the data range; observe that the data range was
sorted by State then by Department and then by Description with subtotals
inserted at each sort level
You can outline (group) the data again by clicking the Group button arrow in the
Outline group and then clicking a grouping command on the menu.
Click the Group command to launch the Group dialog box in which you
can specify the data be grouped or outlined by rows or by columns.
Click the Auto Outline command to allow Excel to group the data by
both rows and columns.
Step 1
Click any cell in the data range, if necessary
Step 2
Click the DATA tab, if necessary; then click the Group button arrow in the Outline
group to view its menu
Step 3
Click the Auto Outline command on the Group button menu to outline the data
range’s rows and columns
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Step 4
Click each of the row and column outline level symbols to view the Grand Total
and different levels of subtotals
Step 5
Save and close the workbook
In this lesson, you learned how to organize columns and rows of data in a range
so that the data can later be easily sorted or filtered. You also learned how to
protect against invalid data entry by setting validation rules for cells in the range.
Then you learned how to use the Data Form to enter and locate data in a range.
You learned multiple ways to sort and filter data in a data range. Then you learned
how to insert and remove subtotals and a Grand Total for various fields in the data
range. Finally, you learned how to outline data containing subtotals.
In Lesson 2, you learn about defined tables: why you might want to use a defined
table instead of a data range, how to create a new defined table and multiple
ways to convert a data range to a table. You also learn how to resize, scroll,
format, sort, filter and summarize values in a table; then convert a table back to a
simple data range.
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Lesson 2: Defining and Using Tables
Introduction
In Lesson 1, you learned how to organize data in a range in order to sort, filter,
subtotal and outline the data. In Lesson 2, you follow these same rules when
organizing data you then define as a table. Defining well-organized data as a table
gives you access to Excel’s Table features, which make it easier to update, sort,
filter, format and summarize the data.
Next, you learn to update, format, sort, filter and summarize table data using Table
features.
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Key Terms
calculated column
column specifier
Format as Table button
Quick Analysis button
semi-selection process
structured reference
table
Table button
Objective 2A: Identifying Data Range and Table
Differences; Identifying Multiple Ways to Define an
Excel Table Using Buttons on the HOME and INSERT
tabs, the Quick Analysis feature, a Keyboard Shortcut
and by Formatting a Data Range as a Table
Defining a range of data as an Excel table allows you to easily assign a name to
the table and to more quickly access the Filter menu that contains commands you
can use to sort and/or filter the data.
Because tables are so useful, Excel provides several ways to define them. For
example, you can create a table by defining:
blank cells as an empty table,
existing data as a table using the Table button on the INSERT tab,
existing data as a table using the Quick Analysis feature,
existing data as a table using a keyboard shortcut, and by
formatting existing data as a table using the Format as Table button on
the HOME tab.
You begin this section by opening an existing workbook and saving it with a new
name. Then you define and name an empty table.
Step 1
Open the Lesson 2 Data File workbook; then save the workbook as Lesson 2
Working with Tables
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Step 1
Click the Empty Table sheet tab, if necessary, to activate the worksheet
Step 2
Select the range A4:H5 using any method you prefer; you use this range to enter
the field names in the header row (A4:H4) and the first data record (A5:H5)
Step 3
Click the INSERT tab on the Ribbon; then locate the Tables group
Step 4
Click the Table button in the Tables group to launch the Create Table dialog box
The dialog box and selected range on your screen should look similar to Figure 2-
1.
Step 5
Click OK
Step 6
Observe that the range is formatted with the default Table style, default header
text (Column1, Column2 and so forth) appear in the header row and Filter arrows
appear in each column in the header row
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To replace the default header text with the correct field names:
Step 1
Click cell A4 to activate the cell, if necessary; then key Record Number and
press the TAB key
Step 2
Key Description in cell B4 and press the TAB key
Step 3
Continue to key the actual column labels as follows:
C4=Department
D4=Store #
E4=State
F4=Items Sold
G4=Sales Price
H4=Total Sales
Step 4
Activate cell A5 and then resize the columns A:H as desired using the mouse
pointer in order to see both field names and the Filter arrows
When the active cell is inside a defined table, the TABLE TOOLS DESIGN
contextual tab appears on the Ribbon. You learn how to use many of the buttons
on the TABLE TOOLS DESIGN tab as you work through this lesson.
For example, Excel assigns the default name Table1, Table2 and so forth as you
define tables in your workbook. Table names are used when constructing
formulas; you can also key a table’s name in the Name Box to select the entire
table.
You can change the default table name to a more meaningful name by keying the
new name in the Table Name box in the Properties group on the TABLE TOOLS
DESIGN tab.
Step 1
Make certain the active cell is inside the table; then click the TABLE TOOLS
DESIGN tab on the Ribbon, if necessary, and locate the Properties group
Step 2
Key NewTable in the Table Name box in the Properties group; then press the
ENTER key
The Properties group on the TABLE TOOLS DESIGN tab should look similar to
Figure 2-4.
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Step 3
Save the workbook and leave it open for the next section
Later in this lesson you enter a few records in the new NewTable. You also learn
how to format and resize a table using the NewTable table.
To define and name a new table based on an existing well-organized data range:
Step 1
Click the Insert Table sheet tab to activate the worksheet
Step 2
Observe the data in the range A4:J130; this is the same well-organized data
range you worked with in Lesson 1
Step 3
Click any cell inside the data range; then click the INSERT tab on the Ribbon, if
necessary, and locate the Tables group
Step 4
Click the Table button in the Tables group to launch the Create Table dialog box
Step 5
Verify the selected data range is the absolute range $A$4:$J$130
Step 6
Click the My table has headers checkbox, if necessary, to insert a check mark to
specify that the selected data range already contains the correct header text (field
names)
Your selected range and Create Table dialog box should look similar to Figure 2-5.
Step 7
Click OK
Step 8
Observe that data range is now a defined table including the Filter arrows and
Table style formatting; the TABLE TOOLS DESIGN contextual tab appears on the
Ribbon
Step 9
Key InsertTable in the Table Name text box in the Properties group on the TABLE
TOOLS DESIGN tab; then press the ENTER key
Step 10
Click cell A4; then save the workbook and leave it open for the next section
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Next, you learn how to define a table using the Quick Analysis feature.
When you select worksheet data, the Quick Analysis button appears in the
lower-right corner of the selection. You can click the Quick Analysis button to view
a gallery of analysis options: FORMATTING, CHARTS, TOTALS, TABLES and
SPARKLINES.
Clicking the TABLES category in the Quick Analysis gallery displays buttons you
can click to define a table or create a PivotTable.
To define a table using existing data and the Quick Analysis feature:
Step 1
Click the Quick Analysis Table sheet tab to activate the worksheet
Step 2
Key A4:J130 in the Name Box; then press the ENTER key to select the range
Step 3
Scroll to the bottom of the range; then click the Quick Analysis button in the
lower-right corner of the selected range to view the Quick Analysis gallery
Your selected range and Quick Analysis gallery should look similar to Figure 2-6.
Step 4
Click the TABLES category in the Quick Analysis gallery to view the TABLES
options
Step 5
Point to the Table button in the TABLES category in the Quick Analysis gallery to
view a preview of the defined table
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Step 6
Click the Table button in the Quick Analysis gallery to define the table
Step 7
Activate a cell inside the table, if necessary, to view the TABLE TOOLS DESIGN
contextual tab; then name the table QuickAnalysis
Step 8
Save the workbook and leave it open for the next section
You can select well-organized data and then format it as a table by clicking the
Format as Table button in the Styles group on the HOME tab.
Step 1
Click the Format as Table worksheet to activate it; then click any cell in the data
range
Step 2
Click the HOME tab on the Ribbon, if necessary; then locate the Styles group
Step 3
Click the Format as Table button to view a gallery of Table styles
Step 4
Click the light-colored Table style of your choice in the galley to select the
absolute range $A$4:$J$130 and launch the Format as Table dialog box
containing the same options as the Create Table dialog box
Step 5
Confirm the selected absolute range $A$4:$J$130 and a check mark is in the My
table has headers checkbox
Your selected range and Format as Table dialog box should look similar to Figure
2-8.
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Click OK
Step 7
Scroll to view the new table; then name the table FormattedTable
Step 8
Save the workbook and leave it open for the next section
Next, you use the tables you created in this section to learn how to enter and work
with table data.
Objective 2B: Recognizing Ways to Enter Data and
Formulas in a Table; Change Table Formatting; Resize
a Table; Scroll, Sort, Filter and Summarize a Table;
and Convert a Table to a Data Range
After you define a table, you are then ready to enter data and formulas if the table
is empty or manipulate the data by sorting, filtering and summarizing it if the table
contains data.
After defining a table with or without data, you may find that you need to expand
the table by adding additional categories of data (field names in the header row)
and/or by adding more records (rows) to the bottom of the table.
You may also decide to replace the table’s default Table style formatting with a
different style or scroll a large table leaving the field names in the header row
visible as you scroll from page to page.
You can quickly perform these and other tasks using defined Table features, such
as the automatic:
You can enter data directly in the table’s cells just like you do in a simple data
range by pressing the TAB or RIGHT ARROW keys to move from cell to cell
across the row or by clicking a cell with the mouse pointer. Pressing the
SHIFT+TAB or LEFT ARROW keys allows you to move back to previous cells.
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feature to select functions and to click cells instead of keying cell references.
The column in which you enter a formula becomes a calculated column; Excel
automatically copies the entered formula down to other cells in a table’s
calculated column.
To enter data in cells A5:G5, the first row of the NewTable table:
Step 1
Click the Empty Table sheet tab, if necessary, to activate the worksheet
Step 2
Click cell A5, if necessary
Step 3
Enter the following data for record 1 pressing the TAB or RIGHT ARROW keys to
move to the next cell to the right (Do not key the = sign)
A5=1
B5=baseball bats
C5=Sports
D5=1
E5=Idaho
F5=1130
G5=21.95
Step 4
Press the TAB or RIGHT ARROW key to activate cell H5
Step 5
Observe that when you activate the last cell in the row, Excel automatically adds a
second empty row to the table
Step 6
Save the workbook and leave it open for the next section
Cell H5 should contain a formula that calculates the Total Sales value by
multiplying the Items Sold value in cell F5 times the Sales Price value in cell G5.
In the data range examples you worked with in Lesson 1, this formula is =F5*G5.
New table formulas, however, are generally created with structured references. A
structured reference uses the table’s name and/or its field names (column
labels), called column specifiers, in place of cell references.
The table name is important when accessing table data from outside the table.
Using a column specifier instead of a cell reference makes it easier to
understand a formula’s calculation.
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To enter the formula for the Total Sales calculation using the Formula
AutoComplete feature and the ROUND function to round the results to zero
decimal places:
Step 1
Verify that cell H5 is the active cell; then key =R to display the Formula
AutoComplete list
Step 2
Double-click ROUND in the Formula AutoComplete list to inserting the ROUND
function
Your cell H5 with the incomplete formula should look similar to Figure 2-10.
You complete the formula by using the mouse pointer to select the arguments for
the formula.
Step 3
Click cell F5 to allow Excel to insert the first structured reference with appropriate
syntax
Step 4
Observe that Excel inserts the [@[Items Sold]] structured reference instead of
the F5 cell reference; nested brackets surround the @ special item specifier
indicating the current row and the Items Sold column specifier
Step 5
Key an asterisk (*) to indicate multiplication
Step 6
Click cell G5 to insert the second structured reference with appropriate syntax
Step 7
Observe that Excel inserts the [@[Sales Price]] structured reference instead of
the G5 cell reference; nested brackets surround the @ special item specifier
indicating the current row and the Sales Price column specifier
Step 8
Key ,0) to end the formula by specifying rounding to zero decimal places
Step 8
Press the ENTER key to enter the formula
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Step 9
Click cell H6 and observe the copied formula in the Formula Bar
Step 10
Observe the AutoCorrect Options icon to the right of cell H6
Step 11
Click cell A6; then enter a second record to the table using the empty table row
A6=2
B6=baseballs
C6=Sports
D6=1
E6=Idaho
F6=1500
G6=3.95
Step 12
Press the TAB or RIGHT ARROW key to activate cell H5; then observe copied
formula’s results in cell H5 calculates
Step 13
Save the workbook and leave it open for the next section
In Lesson 1 you learned to use the Data Form to quickly enter data in a range.
You can also use the Data Form to enter data in a table.
Step 1
Verify the active cell is in the table
Step 2
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Step 3
Enter the records shown in Figure 2-13 using the Data Form
Step 4
Click the Data Form Close button after you enter the data for record #5
Your table with five records should now look similar to Figure 2-14.
You have learned how to automatically resize a table vertically by pressing the
ENTER key or using the Data Form to add additional records.
You can manually resize a table by dragging the small resizing symbol in the
lower-right corner of the table down and/or to the right. You also can manually
resize a table using the Resize Table button in the Properties group on the TABLE
TOOLS DESIGN tab to specify a new range for the table.
Dragging the resizing symbol to the right adds columns to the table; dragging the
resizing symbol downward adds rows to the table.
Step 1
Position the mouse pointer on the resizing symbol in the lower-right corner of the
NewTable table, as shown in Figure 2-15
Step 2
Drag the resizing symbol two columns to the right to move the table’s right
boundary between columns J and K; release the mouse button and observe the
additional two fields added to the table
Step 3
Drag the resizing symbol down to move the table’s bottom boundary between
rows 20 and 21
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Your resized table should look similar to Figure 2-16.
You can quickly undo a table’s resizing by clicking the Undo button on the Quick
Access Toolbar.
Step 4
Click the Undo button face on the Quick Access Toolbar twice to undo the table
resizing
You can also resize a table by redefining its range in the Resize Table dialog box.
To launch the Resize Table dialog box, click the Resize Table button in the
Properties group on the TABLE TOOLS DESIGN tab.
Step 1
Click any cell in the table, if necessary, to add the TABLE TOOLS DESIGN
contextual tab to the Ribbon
Step 2
Click the TABLE TOOLS DESIGN tab, if necessary; then locate the Properties
group
Step 3
Click the Resize Table button in the Properties group to launch the Resize Table
dialog box, which resembles the Create Table dialog box
Step 4
Change the absolute range for the table to $A$4:$J$20
Your Resize Table dialog box should look similar to Figure 2-17.
Step 5
Click OK to resize the table
Step 6
Observe that the table again extends to row 20 and column J
Step 7
Click the Undo button face on the Quick Access Toolbar once to undo the table
resizing
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Most tables of data are dynamic—new records are added frequently and
additional fields of data might also be added. You have already seen how Excel
automatically incorporates new rows into a table during the data entry process,
thereby resizing the table vertically as necessary.
You can dynamically add additional fields to a table by inserting a new column in
the table or by keying new field names in adjacent columns in the header row.
Step 1
Click cell I4; then key Popularity Ranking as the field name and press the TAB
key
Step 2
Key Reorder or Discontinue in cell J4 and press the ENTER key
Step 3
Observe that the two new fields are incorporated into the table
Step 4
Save the workbook and leave it open for the next section
You can select table elements—columns, rows, cells and the entire table—using
three methods:
You are likely very familiar with the common way to select a small range of cells in
a data range or table by dragging across the cells with the mouse pointer as a
large white plus sign selection pointer.
Step 1
Move the mouse pointer to cell C5
Step 2
Click and hold the left mouse button and then drag down to cell C9; the range of
cells C5:C9 is selected
Step 3
Click any cell in the worksheet outside the table to deselect the table range
You can select the data in a specific field or record in a table using the mouse
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use to select the entire column or row in a worksheet).
To select all the cells in the table’s Items Sold field using a selection pointer:
Step 1
Slowly move the mouse pointer down slightly into the table’s Items Sold field
name header text in cell F4; the mouse pointer becomes a small black selection
pointer as shown in Figure 2-18
FIGURE 2-18 Selection pointer and the table’s Items Sold field
Step 2
Click the left mouse button when you see the selection pointer to select the cells
containing data in the Items Sold field (cells F5:F9)
Your table with selected cells should look similar to Figure 2-19.
You can display the black selection arrow and alternate between selecting just the
data cells or all the cells, including the header text and the total row cell, if
available.
Step 3
Display the black selection arrow, if necessary; then click the left mouse button
again to select the header cell and the data cells, F4:F9
Step 4
Click the left mouse button again to reselect just the data cells
Step 5
Click any cell outside the table to deselect the cells
Step 1
Slowly move the mouse pointer slightly inside the left boundary of cell A6; the
mouse pointer becomes a small black selection pointer as shown in Figure 2-20
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Step 2
Click the left mouse button when you see the selection pointer to select the
entire record with data in cells A6:J6
Step 3
Click any cell outside the table to deselect the record and the table
You can select all the data cells in the entire table by moving the mouse pointer to
the upper-left corner of the table; the mouse pointer becomes a small thin black
selection pointer.
Step 1
Slowly move the mouse pointer toward the upper-left corner above cell A4; the
mouse pointer becomes a small think black selection pointer as shown in Figure
2-21
Step 2
Click the left mouse button when you see the selection pointer to select all the
data cells in the table in the range A5:J9
Step 3
Click any cell outside the table to deselect the table
You can right-click a cell in a specific field to display the Mini Toolbar and a
shortcut menu. Then point to the Select command on the shortcut menu to see a
submenu of selection options.
Table Column Data—selects the data cells in the a field and ignores the
header text and total row cells
Entire Table Column—selects all the cells in a field including the header
text and total row cells
Table Row—selects an entire record
To select the data cells in the Items Sold column using a shortcut menu:
Step 1
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shortcut menu
Step 2
Point to Select on the shortcut menu to view the selection submenu as shown in
Figure 2-22
Step 3
Click the Table Column Data command in the submenu to select the data cells in
the field
Step 4
Deselect the cells
Step 5
Using the previous Steps 1 and 2 as your guide, display the Select options
submenu and select the entire Items Sold field including the header text
Step 6
Deselect the cells
Step 7
Display the Select options submenu and select an entire record by clicking the
Table Row command; the row that is selected is based on the cell you right-click
in the Items Sold column
If you work with tables extensively, you may choose to add two useful keyboard
shortcuts—one for selecting fields and one for selecting records—to your library of
often used shortcuts.
Step 1
Click any cell in the Items Sold field; then press and hold the CTRL key and
press the SPACEBAR to select all the data cells in the Items Sold field
Step 2
Deselect the cells
Step 3
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key and press the SPACEBAR to select the entire record
Step 4
Deselect the cells
Step 5
Save the workbook and leave it open for the next section
You can format numbers, align cell contents and change column widths in the
table just as you would elsewhere in a worksheet.
You can apply number formatting to data in selected cells using options in the
Number tab in the Format Cells dialog box or in the Numbering group on the
Ribbon HOME tab.
To apply number formatting to the Items Sold data using the Number Format
dialog box launcher to launch the Number tab in the Format Cells dialog box:
Step 1
Select the data cells only in the Items Sold column using the small, black
selection pointer (review the previous section, if necessary)
Step 2
Click the HOME tab on the Ribbon, if necessary; then locate the Number group
and point to the Number Format dialog box launcher in the lower-right corner of
the Number group
FIGURE 2-23 Selected table cells and the Number Format dialog box launcher
Step 3
Click the Number Format dialog box launcher to launch the Number tab in the
Format Cells dialog box
Step 4
Format the selected data as numbers with zero decimal places and a thousand
separator using options in the Number tab in the Format Cells dialog box
To apply number formatting to the Sales Price data using a keyboard shortcut to
launch the Format Cells dialog box:
Step 1
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the shortcut menu
Step 2
Press the CTRL+1 keys to launch the Format Cells dialog box
Step 3
Format the data as numbers with two decimal places
To apply number formatting to the Total Sales data using buttons in the
Numbering group on the HOME tab:
Step 1
Select the data cells only in the Total Sales column using the CTRL+SPACEBAR
shortcut keys (review the previous section, if necessary)
Step 2
Click the Comma Style button in the Numbering group to add the style’s
thousand separator and two decimal places
Step 3
Click the Decrease Decimal button in the Numbering group twice to remove the
decimal places
Step 4
Click any cell outside the table to deselect the data
You can apply alignment formatting to data in selected cells using options in the
Alignment tab in the Format Cells dialog box or in the Alignment group on the
Ribbon HOME tab.
To align cell contents using buttons in the Alignment group on the HOME tab:
Step 1
Select the Record Number data cells using any selection method you prefer; then
click the Center button in the Alignment group on the HOME tab to center align
the record number data
Step 2
Select the Store # data cells using any selection method you prefer; then center
align the Store # data in the cells
You can change column widths using options on the Format button (menu)
located in the Cells group on the Ribbon HOME tab. You can also quickly change
column widths using the mouse pointer as a sizing pointer.
To wrap long text inside a selected cell, click the Wrap Text button in the
Alignment group on the HOME tab or the Wrap Text checkbox on the Alignment
tab in the Format Cells dialog box.
To change column widths and wrap long text in the header row cells:
Step 1
Position the mouse pointer as a sizing pointer between worksheet column
headings A:B; then and drag to the left to resize the column approximately half its
current width
Step 2
Click the Record Number cell in the header row; then click the Wrap Text button
in the Alignment group on the HOME tab to wrap the long header text in the cell
Step 3
Resize additional column width as necessary and wrap the header text to make
the wrapped and non-wrapped header row text easier to read
Step 4
Make any addition column width and row height adjustments desired to make the
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Your table with formatted numbers, resized columns and wrapped text should now
look similar to Figure 2-24.
FIGURE 2-24 Table with formatted cell contents, resized columns and wrapped
header text
If you do not care for the default Table style applied to the table, you can easily
change it by applying a new style using the Table Style gallery on the TABLE
TOOLS DESIGN tab.
You can also control the look of a Table style by toggling off or on banded rows,
the header row, the total row and so forth with options on the TABLE TOOLS
DESIGN tab.
Step 1
Click any cell inside the NewTable table, if necessary, to add the TABLE TOOLS
DESIGN contextual tab to the Ribbon
Step 2
Click the TABLE TOOLS DESIGN tab, if necessary; then locate the Table Styles
group
Step 3
Click the More button, shown in Figure 2-25, to expand the Table Styles gallery
You can use the Live Preview feature to see how your table will look with a
different style applied.
Step 4
Point to the Table style of your choice in the gallery; then observe the live preview
of the style applied to the NewTable table
Step 5
Continue to preview several Table styles; then click the Table Style Medium 15 or
other style of your choice to apply the style to the NewTable table
Your table with a new table style applied should look similar to Figure 2-26.
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TOOLS DESIGN tab to toggle on or off style features.
Step 1
Click various checkboxes in the Table Style Options group to toggle on or off the
row and column formatting applied by the Table Style Medium 15 style
Step 2
Return to the style formatting similar to Figure 2-26
Step 3
Save the workbook and leave it open for the next section
Under three specific criteria, Excel automatically replaces the worksheet column
header A, B, C and so forth with the table’s header text as you scroll a table
vertically.
Step 1
Click the Insert Table worksheet to activate it, if necessary; then click any cell
inside the InsertTable table
Step 2
Drag the scroll box on the vertical scroll bar down until row 7 (record # 3)
appears at the top of the table
Step 3
Observe that the table’s header text replaces the column header A, B, C and so
forth
All three criteria are met: the active cell is inside the table, the table’s header row
is not visible, and there is at least one table row visible.
Step 4
Click any cell outside the table; observe that the column headers A, B, C and so
forth replaces the table heading text
Step 5
Click any cell inside the table; the table header text replaces the column headers
Step 6
Press the CTRL+HOME keys to activate cell A1; observe that the column headers
A, B, C and so forth reappear
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In Lesson 1 you learned several ways to sort and filter data organized in a data
range. You can sort and filter data in a defined table using the same methods you
learned to use in Lesson 1 when you worked with data in a range; for example,
by:
clicking the sorting and filtering buttons in the Sort & Filter group on the
Ribbon DATA tab, or
clicking the Sort & Filter button in the Editing group on the HOME tab.
To review sorting using a defined table and the Sort & Filter button in the Editing
group on the HOME tab:
Step 1
Click the Format as Table sheet tab to activate the worksheet, if necessary; then
click any cell in the Record Number field inside the table
Step 2
Click the HOME tab on the Ribbon, if necessary; then locate the Editing group
Step 3
Click the Sort & Filter button in the Editing group to display the button’s menu
Your Sort & Filter button menu should look similar to Figure 2-28.
Step 5
Click the Sort & Filter button in the Editing group; then click the Sort Smallest to
Largest command on the menu to return the table to its original order
As noted earlier in this lesson, one advantage in defining a table is that Excel
automatically displays the Filter arrows in each cell in the header text row—no
need to manually display the Filter arrows. Notice the Filter command in the menu
in Figure 2-28 is selected indicating the Filter arrows are toggled on.
To toggle the Filter arrows off and on using the Sort & Filter button in the Editing
group:
Step 1
Click the Sort & Filter button in the Editing group; then click the Filter command
to toggle off the display of the Filter arrows in the header text row
Step 2
Observe that the Filter arrows no longer appear in the table’s header row
Step 3
Click the Sort & Filter button in the Editing group; then click the Filter command
to toggle back on the display of the Filter arrows in the header text row
To review filtering using a defined table and the Filter (AutoFilter) feature:
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Click the State Filter arrow to display the menu of sorting, searching and filtering
options for the State field; this menu is the same as appears when you click a
Filter arrow for a field in a data range (see Figure 1-37)
Step 2
Click the (Select All) checkbox to remove all the check marks; then click the
North Dakota checkbox to insert a check mark
Step 3
Click OK to filter the table to show only those records for North Dakota
Step 4
Click the Popularity Ranking Filter arrow to display the menu; then filter the
North Dakota data to display only those records with a High popularity ranking
FIGURE 2-30 Table filtered to show all the records where the state equals North
Dakota and the Popularity Ranking equals High
Step 5
Click the Sort & Filter button in the Editing group; then click the Clear command
to clear the filter from both fields at one time
You can quickly add a Total Row to a table to summarize one of more columns
(Fields) by:
pointing to the Table command on a shortcut menu and then clicking the
Totals Row command on a submenu,
clicking the Total Row checkbox in the Table Style Options group on the
TABLE TOOLS DESIGN tab to toggle on or off the Total Row, or
entering a formula in a cell below the last record (row) and selecting to
add the formula to the Total Row.
When you add a Total Row, Excel inserts the word Total in the first cell in the Total
Row and calculates the total of the right-most field by default. Excel uses the
SUBTOTAL function (you learned about in Lesson 1) for a sum calculation.
To customize the Total Row calculations, click the drop-down list arrow that
appears in the active cell in the Total Row to view a list or menu of function
options.
You begin by switching to the QuickAnalysis table on the Quick Analysis Table
worksheet. Then you use a shortcut menu command to add a Total Row.
Step 1
Click the Quick Analysis Table sheet tab, if necessary, to activate the worksheet
Step 2
Right-click any cell in the QuickAnalysis table
Step 3
Point to the Table command to display the submenu
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Your table and shortcut menu should look similar to Figure 2-31.
Step 4
Click the Totals Row command on the submenu to add a Total Row
Step 5
Scroll to view record 126 in row 130, the last record in the table, if necessary;
observe the new Total Row with the word Total in the left-most cell and a
calculation in the right-most cell
The bottom of your table with a new Total Row should look similar to Figure 2-32.
Step 6
Click cell J131, the last cell in the Total Row
Step 7
Observe the formula in the Formula Bar; Excel uses the SUBTOTAL function to
count the number of non-blank entries in the field, 126 (one entry for each record)
Excel’s default calculation in the right-most cell of the Total Row is not especially
helpful in this example; what you want to see is the total of the Total Sales
column. You can now customize the Total Row by removing the calculation in cell
J131 and adding a calculation to cell H131.
To customize the Total Row by removing the formula in cell J131 and inserting a
formula in cell H131:
Step 1
Click cell J131 to display the drop-down list arrow, if necessary
Step 2
Click the list arrow to view the list of function options
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Step 3
Click None in the list to remove the formula from cell J131
Step 4
Click cell H131; then click the drop-down list arrow to view the function options
Step 5
Click Sum in the list; then observe the grand total for Total Sales and the formula
in the Formula Bar
Excel again uses the SUBTOTAL function to calculate the sum of Total Sales.
Your table’s Total Row should now look similar to Figure 2-34.
You can add a Total Row or toggle off or on an existing Total Row by clicking the
Total Row checkbox in the Table Style Options group on the TABLE TOOLS
DESIGN tab to insert or remove a check mark.
Step 1
Click any cell in the table, if necessary, to display the TABLE TOOLS DESIGN
contextual tab on the Ribbon
Step 2
Click the TABLE TOOLS DESIGN tab, if necessary; then locate the Table Style
Options group
Step 3
Click the Total Row checkbox to remove the check mark; observe that the Total
Row is not now visible
Step 4
Click the Total Row checkbox to insert a check mark; observe that the Total Row
is again visible
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Another way to add a Total Row to a table is to manually enter a formula in a cell
in the blank row below a table’s last row (record). Excel then automatically creates
a Total Row to include the formula and gives you two additional options: Place
Formula Inside Table and Place Formula Below Table.
Step 1
Click the Format as Table sheet tab, if necessary, to activate the worksheet
Step 2
Scroll to view the bottom of the FormattedTable table; then click cell H131
Step 3
Enter =SUM(H5:H130) in cell H131
Step 4
Observe that Excel automatically inserts the formula and its resulting calculation
in a new Total Row and presents the AutoCorrect Options icon with the default
Place Formula in Table Total Row selected (click the AutoCorrect Options icon, if
necessary, to display the menu)
Step 5
Observe that the word Total is not automatically inserted in the left-most cell
(A131) in the new Total Row
FIGURE 2-35 New Total Row with sum of Total Sales calculation
Step 6
Press the ESC key to clear the AutoCorrect Options menu
When you no longer need or want to use the special features offered by defining
well-organized data as a table, you can convert the table to a simple data range
by clicking the Convert to Range command on the Table submenu on the shortcut
menu.
Step 1
Click the Insert Table sheet tab, if necessary, to activate the worksheet
Step 2
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Step 3
Point to the Table command; then click the Convert to Range command on the
shortcut menu
Step 4
Click Yes in the warning dialog box; observe that the data is no longer in a defined
table
Step 5
Save and close the workbook
Glossary
Add Level button: a button in the Sort dialog box used to add another level of
sort criteria
Advanced Filter: manually created set of filter criteria entered in cells above and
to the right of the data range; used for complex filtering
Auto Outline command: a command on the Group button menu that allows
Excel to group data by both rows and columns
calculated column: a column in a table in which you enter a formula
Clear button: a button in the Data Form dialog box used to clear search criteria
column specifier: column labels in the header row of a defined table
Copy Level button: a button in the Sort dialog box used to copy the previous
level of sort criteria to the next level
Criteria button: a button in the Data Form dialog box you can click to display the
Criteria Data Form used to search the data range
Criteria indicator: an indicator in the Data Form dialog box that shows you are
performing a search of records in a data range based on specified criteria
criteria range: an area generally above and to the right of a data range in which
Advanced Filter criteria are entered
custom filter: complex filter criteria you specify in the Custom AutoFilter dialog
box
custom sort order: a list of sort criteria you create in the Advanced section of the
Excel Options dialog box
Data Form: a dialog box you can use to enter, edit or delete a record (row) of
data in a data range
Delete button: a button in the Data Form dialog box you can click to delete the
current record
Delete Level button: a button in the Sort dialog box used to remove a level of
sort criteria
field: the same type of data entered in a column for all records in a data range
filter: viewing only those records that meet specified criteria
Filter (AutoFilter): filter arrows that appear in each cell in the header row when
the Filter (AutoFilter) feature is turned on; clicking a filter arrow allows you to
select filter criteria
filter criteria: identified criteria for filtering a data range
Find Next button: a button in the Data Form dialog box you can click to view the
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Find Prev button: a button in the Data Form dialog box you can click to view the
previous record
Form button (Data Form): a button in the Data Form dialog box used to return to
the standard data entry Data Form
Form button (Quick Access Toolbar): a button or icon added to the QAT in
order to access the Data Form in Excel 2013
Format as Table button: a button in the Styles group on the HOME tab you can
click to format selected data as a defined table
Group command: a command on the Group button menu that launches the
Group dialog box
Group or Ungroup buttons: buttons in the Outline group on the DATA tab you
can click to outline a data range by rows and/or columns
header row: the first row of a range containing column label text
hide detail symbol: a minus sign symbol you can click to hide detail in an
outlined worksheet
Information error alert: data validation error alert that displays icons and
messages but allow the user to enter invalid data and continue to the next cell
input message: data entry instructions in a validation rule
My data has headers checkbox: a checkbox in the Sort dialog box used to
toggle on or off the presence of a header row
nested subtotals: subtotals for a secondary group of records within a larger,
primary group
New button: a button in the Data Form dialog box you can click to view a blank
form
New Record indicator: an indicator in the Data Form that identifies a new record
being added to the data range
Options button: a button in the Sort dialog box used to specify sorting by records
or by fields
outline level symbols: symbols you can click to expand or collapse a worksheet
outline
Paste Special command: a command on the Paste button menu in the Clipboard
group on the HOME tab or on a shortcut menu; clicking the Paste Special
command launches the Paste Special dialog box
Paste Special dialog box: a dialog box that contains a variety of useful paste
options, for example, the option to paste Validation Rules into selected cells
Quick Analysis button: a button that appears below and to the right of selected
data and provides access to formatting, charting, subtotaling features as well as
features to define a table
record: a row of data in a data range; contains all the related data fields
Restore button: a button in the Data Form dialog box used to restore cleared
search criteria
semi-selection process: the process of selecting a cell or range as you build a
formula instead of keying the cell or range references in the formula
show detail symbol: a plus sign symbol you can click to show detail in an
outlined worksheet
sort: to rearrange records in a data range based on specific criteria
Sort & Filter button: a button in the Editing group on the HOME tab you can click
to set sort criteria for a data range
Sort A to Z, Sort Smallest to Largest, Sort Z to A and Sort Largest to
Smallest: sorting buttons located in the Sort & Filter group on the DATA tab
Stop error alert: data validation error alert that requires the user to enter valid
data before continuing to the next cell
structured reference: table and/or field names used in formulas instead of cell
references
Subtotal feature: allows you to insert temporary subtotals and a Grand Total in a
data range
SUBTOTAL function: a function that uses numbers from 1-11 and 101-111 to
indicate which function (AVERAGE, MAX, MIN, COUNT or SUM) is to be used in
a subtotal calculation
table: a well-organized range of data defined as an Excel table in order to more
quickly filter the data and access useful Table features
Table button: a button in the Tables group on the INSERT tab you can click to
define a selected data range as a table
validation rules: data entry rules allowing control over the type of data entered in
cells
Warning! error alert: data validation error alert that displays icons and messages
but allow the user to enter invalid data and continue to the next cell
wildcard symbols: symbols used in a search, such as ?, * and the ~
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