© Paradigm Publishing, Inc. 1. 2 Excel 2013 Level 2 Unit 1Advanced Formatting, Formulas, and Data...
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Transcript of © Paradigm Publishing, Inc. 1. 2 Excel 2013 Level 2 Unit 1Advanced Formatting, Formulas, and Data...
© Paradigm Publishing, Inc. 1 Contents
© Paradigm Publishing, Inc. 2 Contents
Excel 2013
Level 2
Unit 1 Advanced Formatting, Formulas,
and Data Management
Chapter 3 Working with Tables andData Features
© Paradigm Publishing, Inc. 3 Contents
Working with Tables and Data Features
Create Tables Sort and Filter a Table CHECKPOINT 1 Data Tools Convert a Table to a Normal Range Subtotal Related Data Group and Ungroup Data CHECKPOINT 2
Quick Links to Presentation Contents
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Create Tables
Columns are called fields and are used to store a single unit of information about a person, place, or object.
The first row of the table contains column headings and is called the field names row or header row. Each column heading in the table should be unique.
Below the field names, the rows of data are called records. A record contains all of the field values related to one person, place, or object.
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Create Tables - continued
To create a table:1. Select desired range.2. Click INSERT tab.3. Click Table button.
continues on next slide…
Table button
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Create Tables - continued
4. At Create Table dialog box, click OK.
5. Deselect range.
Create Table dialog box
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Create Tables - continued
Once a table has been defined, typing new data in the row immediately below the last row of the table or in the column immediately to the right of the last column causes the table to automatically expand to include the new entries.
Excel displays the AutoCorrect Options button after the table is expanded.
AutoCorrect Options button
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Create Tables - continued
The contextual TABLE TOOLS DESIGN tab contains options for formatting the table.
TABLE TOOLS DESIGN tab
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Create Tables - continued
To change the Table Style options:1. Make desired cell active within table.2. Click TABLE TOOLS DESIGN tab.3. Click desired style in Table Styles gallery OR click More
button and click desired style at drop-down gallery.
drop-down gallery
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Create Tables - continued
To change the table style:1. Make desired cell active
within table.2. Click TABLE TOOLS
DESIGN tab.3. Click desired option in
Table Style Options group. Table Style Options
group
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Create Tables - continued
To add a total row:1. Make desired cell active
within table.2. Click TABLE TOOLS DESIGN
tab.3. Click Total Row check box in
Table Style Options group.4. Click in total row in column
where function will be added.
5. Click down-pointing arrow.6. Click desired function.
function
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Sort and Filter a Table
To sort a table:1. Click desired filter arrow
button.2. Click desired sort order.3. Click OK.
sort order options
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Sort and Filter a Table - continuedTo filter a table:1. Click desired filter arrow
button.2. Click desired filter
options.3. Click OK.
filter arrow button
Contents© Paradigm Publishing, Inc. 14
CHECKPOINT 11) Columns are called this and are
used to store a single unit of information.a. header rowb. recordsc. tablesd. fields
3) Below the field names, data entered in rows are called this.a. header rowb. recordsc. tablesd. fields
2) The first row of the table contains column headings and is called the field names row or this.a. header rowb. recordsc. tablesd. fields
4) This contextual tab contains options for formatting the table.a. TABLE TOOLS FORMATb. TABLE TOOLS DESIGNc. TABLE TOOLS SETUPd. TABLE TOOLS PAGE
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Data Tools
The Data Tools group on the DATA tab includes features useful for working with data in tables.
Data Tools group
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Data Tools - continued
To split text into multiple columns:1. Insert blank
column(s) next to source data.
2. Select data to be split.
3. Click DATA tab.4. Click Text to Columns
button.
continues on next slide…
Text to Columns button
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Data Tools - continued
5. At Convert Text to Columns Wizard - Step 1 of 3 dialog box, with Delimited selected in Choose the file type that best describes your data section, click Next button.
continues on next slide… Convert Text to Columns Wizard - Step 1 of 3 dialog box
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Data Tools - continued
6. At Convert Text to Columns Wizard - Step 2 of 3 dialog box, click desired check box in Delimiters section.
7. Click Next button.8. At final Convert Text to
Columns Wizard dialog box, click Finish button.
9. Deselect range.Convert Text to Columns Wizard -
Step 2 of 3 dialog box
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Data Tools - continued
To extract data usingFlash Fill:1. Insert blank column(s)
next to source data.2. Type first record.3. Press Enter.4. Start typing second
record.5. When grayed-out text
appears, press Enter.
Excel recognizes first names from column D
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Data Tools - continued
To remove duplicate rows:1. Select desired range or
make cell active in table.2. Click DATA tab.3. Click Remove Duplicates
button in Data Tools group.
4. At Remove Duplicates dialog box, select desired columns to compare.
5. Click OK.
continues on next slide…
Remove Duplicates dialog box
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Data Tools - continued
6. At Microsoft Excel message box, click OK.
Microsoft Excel message box
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Data Tools - continued
Consider conditionally formatting duplicate values first to view the records that will be deleted.
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Data Tools - continued
Excel’s data validation feature allows you to control the type of data that is accepted for entry in a cell.
You can also set parameters that validate whether the entry is within a certain range of acceptable values, dates, times, or text length.
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Data Tools - continued
To create a data validation rule:1. Select desired range.2. Click DATA tab.3. Click Data Validation
button.4. Specify the validation
criteria in Settings tab.5. Click Input Message tab.
continues on next slide… Settings tab
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Data Tools - continued
6. Type input message title and text.
7. Click Error Alert tab.
continues on next slide…
Input Message tab
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Data Tools - continued
8. Select error style.9. Type error alert title and
message text.10. Click OK.
Error Alert tab
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Data Tools - continuedError Alert Icon
Error Alert Style Description
Stop
Prevent the data from being entered into the cell. The error alert message box provides three buttons to ensure new data is entered.
Warning
Do not prevent the data from being entered into the cell. The error alert message box provides four buttons displayed below the prompt Continue?
Information
Do not prevent the data from being entered into the cell. The error alert message box provides three buttons displayed below the error message.
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Convert a Table to a Normal RangeTo convert a table to a range:1. Make a cell active
within table.2. Click TABLE TOOLS
DESIGN tab.3. Click Convert to Range
button.4. At Microsoft Excel
message box, click Yes.
Microsoft Excel message box
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Subtotal Related Data
A range of data with a column that contains multiple rows with the same field values can be grouped by those values. Subtotals can then be created for each group automatically.
You can choose from a list of functions for the subtotal, such as Average or Sum, and you can also create multiple subtotal values for each group.
Excel displays a new row with a summary total when the field value for the specified subtotal column changes content.
A grand total is also automatically included at the bottom of the range.
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Subtotal Related Data - continuedTo create subtotals:1. Select desired range.2. Click DATA tab.3. Click Subtotal button.
continues on next slide…
Subtotal button
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Subtotal Related Data - continued4. At Subtotal dialog box,
select field to group by in At each change in option box.
continues on next slide…
At each change in option box
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Subtotal Related Data - continued5. Select desired function in
Use function option box.6. Select field(s) to subtotal
in Add subtotal to list box.
7. Click OK.8. Deselect range.
Use function option box
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Subtotal Related Data - continued Excel displays the
subtotals with buttons along the left side of the worksheet area used to show or hide the details for each group using Excel’s Outline feature.
Show Detail button
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Group and Ungroup Data
To ungroup data by rows:1. Select grouped range
within outlined worksheet.
2. Click Ungroup button.3. At Ungroup dialog box,
click OK.
Ungroup dialog box
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Group and Ungroup Data - continuedTo group data by rows:1. Select range to be
grouped within outlined worksheet.
2. Click Group button.3. At Group dialog box, click
OK.
Group dialog box
Contents© Paradigm Publishing, Inc. 36
CHECKPOINT 21) The Text to Columns button is
located on this tab.a. HOMEb. DATAc. INSERTd. PAGE LAYOUT
3) The Subtotal button is located on this tab.a. PAGE LAYOUTb. INSERTc. HOMEd. DATA
2) This feature allows you to control the type of data that is accepted for entry in a cell.a. Formattingb. Conditional Formattingc. Data Validationd. Data Check
4) Excel can create an outline with up to how many levels?a. 8b. 6c. 4d. 2
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© Paradigm Publishing, Inc. 37 Contents
Working with Tables and Data Features
Create a table in a worksheet Expand a table to include new rows and columns Add a calculated column in a table Format a table by applying table styles and table style options Add a total row to a table and add formulas to total cells Sort and filter a table Split contents of a cell into separate columns Remove duplicate records Restrict data entry by creating validation criteria Convert a table to a normal range Create subtotals in groups of related data Group and ungroup data
Summary of Presentation Concepts