Microsoft Excel 2007 – Level 2

Copyright 2007, Paradigm Publishing Inc.

EXCEL 2007Chapter 3

BACK NEXT END

3-1

LINKS TO OBJECTIVES• Create a table in a w

orksheet

• Expand a table

• Add calculated columns

• Table Styles

• Add a total row

• Sort and Filter

• Split a cell into two columns

• Remove duplicate records

• Data validation

• Subtotals in Groups

• DSUM, DAVERAGE

• SUBTOTAL function

• Features Summary

Microsoft Excel 2007 – Level 2

WORKING WITH TABLES AND DATA FEATURES


EXCEL 2007Chapter 3

BACK NEXT END

3-2


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Performance ObjectivesPerformance Objectives• 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 rows• 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• Ungroup data• Summarize data using database functions DSUM

and DAVERAGE• Summarize data using the SUBTOTAL function


EXCEL 2007Chapter 3

BACK NEXT END

3-3


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



An Excel Table

Each row is

arecor

d

Each column

contains similar

information

Each column

is a fieldColumn labels

are field names


EXCEL 2007Chapter 3

BACK NEXT END

3-4


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Creating a TableCreating a Table

• Header row or field names row - the Table’s first row must contain the column headings (labels or field names)– Each column heading must be unique– Recommend that headings be formatted

differently from the rest of the data in the table

• There cannot be any blank rows• A worksheet may contain more than

one table


EXCEL 2007Chapter 3

BACK NEXT END

3-5


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Converting a Range to a Table

Select the range to be converted, then

Click

Verify the range and click OK


EXCEL 2007Chapter 3

BACK NEXT END

3-6


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Modifying a Range

Automatic expansion when adding rows or columns

Type into first row after the table or first column right of the table

Click to showexpansion options


EXCEL 2007Chapter 3

BACK NEXT END

3-7


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Add a Calculated Column to a Table

Table expandedwith first entry into the column

Type formula into cell

Formula is propagatedautomatically


EXCEL 2007Chapter 3

BACK NEXT END

3-8


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Applying Table Styles

Click any cell in the table

Hover mouse over style to preview it,click to apply it

Hide/show header row

Formattingemphasis

Hide/show total row


EXCEL 2007Chapter 3

BACK NEXT END

3-9


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Adding a Total Row to a Table


Check Total Row

Added when Total Row checked

Click a cell in the total row and click the desired function


EXCEL 2007Chapter 3

BACK NEXT END

3-10


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Sorting and Filtering a Table

Click filter arrow for the column

Click desired options

Total row shows results for filtered records

Sort by that column only

Filter by Attorney(s)

Clear filter


EXCEL 2007Chapter 3

BACK NEXT END

3-11


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Sorting by Multiple Columns

Click any cell in the table, then click

Click down arrows to choose field and order

Click to add a column to the sort


EXCEL 2007Chapter 3

BACK NEXT END

3-12


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Clear Sort or Filters



EXCEL 2007Chapter 3

BACK NEXT END

3-13


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Split the Contents of a Cell into Separate Columns

Insert a columnto the right of the column to be split

Then click


EXCEL 2007Chapter 3

BACK NEXT END

3-14


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Split the Contents of a Cell into Separate Columns …/2

Click


EXCEL 2007Chapter 3

BACK NEXT END

3-15


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE




Click

Clickdatadelimiter


EXCEL 2007Chapter 3

BACK NEXT END

3-16


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE




Click

Clickcolumn data format

Verify accuracy


EXCEL 2007Chapter 3

BACK NEXT END

3-17


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE




Result of

Split


EXCEL 2007Chapter 3

BACK NEXT END

3-18


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Removing Duplicate Records


Choose those fieldsthat might contain duplicate valuesThen

click


EXCEL 2007Chapter 3

BACK NEXT END

3-19


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Data ValidationData Validation

• Select the cell(s) to be validated– either data already entered or

validation on data entry• Specify validation parameters:

– the type of data – acceptable values– the range of dates, time, or text length– values in a list that has been set up as a

drop-down list when the cell is active• Optionally add an input message• Optionally add an error alert message


EXCEL 2007Chapter 3

BACK NEXT END

3-20


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Data Validation…/2Data Validation…/2

Select the cell(s)to have data validation, then click

Select the type of data to allow

Fill in restrictions, based on the data type

Click OK

Bottom button displays a menu


EXCEL 2007Chapter 3

BACK NEXT END

3-21


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Using Data Validation…/3Using Data Validation…/3

Data Validation dialog box

Click the down arrow

to display the data types to

be allowed


EXCEL 2007Chapter 3

BACK NEXT END

3-22


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Validating Numeric Data

Enter thesmallestallowablenumber

Enter thehighest

allowable number

Click the down arrow

to display theoperator options

Click to return to the

worksheet toenter these

values



EXCEL 2007Chapter 3

BACK NEXT END

3-23


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Entering Invalid Data

An error message displays when data validation is set for a cell

and a user tries to enter invalid data


EXCEL 2007Chapter 3

BACK NEXT END

3-24


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Including an Input Message

Enter text toappear in the

Message Title bar

Enter the message to be

displayed

When a user selects the cell, the input message

will be displayed



EXCEL 2007Chapter 3

BACK NEXT END

3-25


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Including an Error Message

Select the style-Stop

-Warning-Information

Enter text toappear in the

Message Title bar

Enter the message to be

displayed



EXCEL 2007Chapter 3

BACK NEXT END

3-26


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Error Message Styles

Stop

Warning

Information


EXCEL 2007Chapter 3

BACK NEXT END

3-27


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Restricting Data Entry to Values within a List

Select the cell(s)to have data entryfrom a list, then click

Choose List from the Allow drop-down

Type the values in the list


EXCEL 2007Chapter 3

BACK NEXT END

3-28


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Restricting the Length of Data Entered

Select the cell(s)to have data entryfrom a list, then click

Choose Text Length from the Allow drop-down

Type the length value

Choose the operator


EXCEL 2007Chapter 3

BACK NEXT END

3-29


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Subtotaling Related Data

Data must be in a normal range, rather than a Table range

Data must sorted in order of the fields to be grouped

Data must not have blank rows

Excel will create subtotal rows and a grand total row


EXCEL 2007Chapter 3

BACK NEXT END

3-30


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Convert a Table to a Normal Range

To use the Subtotal feature or to treat the data as a normal range in the

worksheet


Click


EXCEL 2007Chapter 3

BACK NEXT END

3-31


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Subtotaling Related Data ../2

Click to select the field

to have the subtotalClick to select

otherSummary functionsClick the check box

next to the field(s) containing the values to be subtotaled

Select the rangeto have subtotals

and click


EXCEL 2007Chapter 3

BACK NEXT END

3-32


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE




Subtotals are displayed in outline view

Level symbols

Hide /ShowDetail Level

buttons

Subtotals Grand Total


EXCEL 2007Chapter 3

BACK NEXT END

3-33


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE




ThenClick

Select the rangethat has subtotalsand click

To remove Subtotals and the

Grand total


EXCEL 2007Chapter 3

BACK NEXT END

3-34


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Grouping and Ungrouping Data

To group data, select the range

that has subtotalsand click

To ungroup data, select the desired range

and click


EXCEL 2007Chapter 3

BACK NEXT END

3-35


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Using Database Functions

=DSUM(database, field, criteria)

Use Database functions to analyze a data range (database), based on criteria set up in separate cell ranges

=DAVERAGE(database, field, criteria)

Database

Criteria

DSUM formulas


EXCEL 2007Chapter 3

BACK NEXT END

3-36


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Steps to Use DFunctions

1. Set up the database range- First row must have column headings

with unique names

2. Set up the criteria range(s)- Must not overlap the database range- First row must have column headings

with names that exactly match those in the database range

- Second row contains a value or expression that indicates which database records should be used for the function calculation3. Insert a Dfunction formula into a cell outside the database or criteria rangesConsider creating range names

for the database / criteria ranges


EXCEL 2007Chapter 3

BACK NEXT END

3-37


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Inserting a Database Function

Insert tab, Function

Choose Database

Dfunctions arelisted


EXCEL 2007Chapter 3

BACK NEXT END

3-38


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Entering Function Arguments

Enter the appropriate arguments

Database range

Field within the DBCriteria range


EXCEL 2007Chapter 3

BACK NEXT END

3-39


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Criteria Range ExamplesCriteria Range Examples

Include records witheither condition

Include records witheither condition

Include records withboth conditions


EXCEL 2007Chapter 3

BACK NEXT END

3-40


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Database FunctionsDatabase Functions

Name Description Syntax

DAVERAGECalculates the average of database

entries that match the criteria =DAVERAGE(database, field, criteria)

DCOUNTCounts the cells that contain numbers

that match the criteria =DCOUNT(database, field, criteria)

DCOUNTACounts the cells that contain non-

numerical data that match the criteria =DCOUNTA(database, field, criteria)

DGETLocates a single record that matches the

specified criteria =DGET(database, field, criteria)

DMAXReturns the maximum value that matches

the criteria =DMAX(database, field, criteria)

DMINReturns the minimum value that matches

the criteria =DMIN(database, field, criteria)

DPRODUCTMultiplies the values that match the

criteria =DPRODUCT(database, field, criteria)

DSUMAdds the numbers in the field column of

records that match the criteria =DSUM(database, field, criteria)


EXCEL 2007Chapter 3

BACK NEXT END

3-41


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Using the SUBTOTAL Function

Only works for columns of numbers

Use to obtain calculated results for filtered records or records not hidden

=SUBTOTAL(function_num,ref1,ref2,…)

Function Number

(All rows)

Function Number

(Ignore rows)

Function

1 101 AVERAGE

2 102 COUNT

3 103 COUNTA

9 109 SUM

Range(s) of cells to consider for calculation


EXCEL 2007Chapter 3

BACK NEXT END

3-42


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How do you create a table?

Features Summary

Select the range to be converted, then

Click

Verify the range and click OK


EXCEL 2007Chapter 3

BACK NEXT END

3-43


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How must be unique about the first row of a table?

The first row must contain unique names for each

column

Features Summary


EXCEL 2007Chapter 3

BACK NEXT END

3-44


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How do you add rows or columns to a table?

Type into a cell immediately below or

immediately to the right of the table;

the table will be expanded automatically

Features Summary


EXCEL 2007Chapter 3

BACK NEXT END

3-45


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How do you add a total row to a table?

Features Summary


Check Total Row

Added when Total Row checked

Click a cell in the total row and click the desired function


EXCEL 2007Chapter 3

BACK NEXT END

3-46


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How do you filter a table?

Click the down arrow beside a column header

Features Summary


EXCEL 2007Chapter 3

BACK NEXT END

3-47


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How do you perform a multilevel sort?

Features Summary


Click down arrows to choose field and order

Click to add a column to the sort


EXCEL 2007Chapter 3

BACK NEXT END

3-48


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How do you set up data validation?

Features Summary

Select the cell(s)to have data validation, then click

Select the type of data to allow

Fill in restrictions, based on the data type


EXCEL 2007Chapter 3

BACK NEXT END

3-49


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How do you convert a table to a normal range?

Features Summary


Click


EXCEL 2007Chapter 3

BACK NEXT END

3-50


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How can you split a range of data into two columns?

Insert a column to the rightof the column to be split

Features Summary

Then, click the Text to Columns buttonin the Data Tools group


EXCEL 2007Chapter 3

BACK NEXT END

3-51


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Why would you convert a table to a normal range?

To use the Subtotal feature, or

when you no longer wantto treat the range of cells

independently from the rest

of the worksheet

Features Summary


EXCEL 2007Chapter 3

BACK NEXT END

3-52


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



How can you use a DSUM or DAVERAGE function?

Be sure that the database range has unique column

headings

Features Summary

Set up the criteria range for selecting those records that should be included in the sumPlace the DSUM or DAVERAGE function into a cell that will display the result


EXCEL 2007Chapter 3

BACK NEXT END

3-53


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



What can the SUBTOTAL function do that a SUM function cannot do?

Exclude hidden or filtered cells

Features Summary


EXCEL 2007Chapter 3

BACK NEXT END

3-54


orksheet

• Expand a table


• Table Styles

• Add a total row

• Sort and Filter



• Data validation


• DSUM, DAVERAGE



Coming Next

SUMMARIZING AND CONSOLIDATING DATA

Microsoft Excel 2007 – Level 2

Documents

Transcript of Microsoft Excel 2007 – Level 2