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Session Outline

Understanding how a table differs from a normal range


Working with tables
Using the Total Row
Removing duplicate rows from a table
Sorting and filtering a table
1

What Is a Table?
A table is a rectangular range of structured data. Each row in the table corresponds to a single E

Example:
Information
about
Customer, Supplier, Bank Transaction, Employe, A Product, Stude
Column ---Specific Piece
of a
Information
Tables Typically have Header and Describes the Information
Excel Coverts a range of Data into Table
Insert Tables Table

Excel automatically Recognize the compalete range


If a Chart is Created, the Chart will expand automatically with the addition of Rows and Olumns
If you Enter a Formula in a cell, Excel will Automatically Propagate the formula to other rows in a
2

Difference between a standard range and a table


1.
2.
3.
4.
5.
6.
7.
8.
9.

Adds Contextual Tab on the Ribbon


The cells contain background color and text color formatting.
Colum Header with a filter button, dropdonw list criteria to sort or filter the table
Create easy to use Slicers
Table headers replace the column letters in the worksheet header
Tables support calculated columns.
Instead of using cell references, formulas can use table names and Column Header
The lower-right corner of the lower-right cell contains a small control to extend the table s
Selecting rows and columns within the table is simplified.

Creating a Table
(Practice Data)

Most of the time, youll create a table from an existin

However, Excel also allows you to create a table from


fill in the details later.
1
2
3

Make sure that the range doesnt contain a


otherwise, Excel will not guess the table ra
Select any cell within the range.
Choose Insert Tables Table (or press C
Create Table dialog box. Excel tries to gues
well as whether the table has a header row
If not, make your corrections before you cl

The range is converted to a table (using the default t

Tools Design tab of the Ribbon appears.

To create a table from an empty range, just select the


Insert Tables Table. Excel creates the table, adds
Column1 and Column2), and applies table formatting
want to replace the generic column headers with mor
3

Using Excel as Data Base

Database is a Computerized record keeping System


Tool used for Organizing, Managing and Retrieving Inf
Over all Purpose is to maintain and make it available

Example Student Database


Each Student information is equal to record
Each reordcontains specific information - called as
A row of entries in the file is recognized as record
Group of records make up database
Term

Definition

Field Name

A field name is a name that ide


contain the field names.

Field

Each column in a database is a


different field is used for each it

Record

A record is a single row in a dat


other record in the database.

Computed field

A field containing formulas or fu

Database or Table

A rectangular group of workshe

Pivot Table

A Pivot table report is an interac


amounts of data by categories
different summaries of the sour

esponds to a single Entry

ye, A Product, Student Etc

f Rows and Olumns


ula to other rows in a table

r the table

lumn Header
o extend the table size

able from an existing range of data.


create a table from an empty range so that you can

ge doesnt contain any completely blank rows or columns;


ot guess the table range correctly.
he range.
Table (or press Ctrl+T). Excel responds with its
x. Excel tries to guess the range, as
ble has a header row. Most of the time, it guesses correctly.
ctions before you click OK.
(using the default table style), and the Table

ange, just select the range and choose


ates the table, adds generic column headers (such as
ies table formatting to the range. Almost always, youll
mn headers with more meaningful text.

rd keeping System
ng and Retrieving Information
d make it available on demand

qual to record
ormation - called as field
ecognized as record

e is a name that identifies the data stored in a field. The top row of a database must
field names.

n in a database is a separate field, and each of the cells within a column is a field. A
ld is used for each item that needs to be accessed separately.

a single row in a database. Each record contains the same categories of data as every
d in the database.

aining formulas or functions

ar group of worksheet cells defined as the table or database

e report is an interactive table that can be used to summarise, analyse and present large
data by categories and subcategories. You can rotate its rows and columns to see
mmaries of the source data.

Agent
Adams
Adams
Adams
Adams
Adams
Adams
Adams
Adams
Adams
Adams
Adams
Adams
Barnes
Barnes
Barnes
Barnes
Barnes
Barnes
Barnes
Bennet
Bennet
Bennet
Bennet
Bennet
Bennet
Chung
Chung
Chung
Chung
Chung
Chung
Chung
Chung
Chung
Daily
Daily
Daily
Daily
Daily
Daily
Hamilton

Date Listed
Area
5/17/2012
N. County
5/30/2012
N. County
8/1/2012
N. County
10/2/2012
Central
4/8/2012
N. County
4/14/2012
S. County
4/21/2012
Central
6/8/2012
Central
7/12/2012
Central
7/25/2012
Central
8/12/2012
Central
11/29/2012
Central
2/29/2012
N. County
3/7/2012
N. County
3/15/2012
N. County
6/19/2012
N. County
8/3/2012
N. County
9/20/2012
N. County
6/19/2012
S. County
4/14/2012
N. County
5/20/2012
N. County
5/2/2012
Central
5/5/2012
Central
6/19/2012
S. County
6/24/2012
N. County
7/27/2012
S. County
9/23/2012
S. County
10/11/2012
S. County
3/15/2012
S. County
4/14/2012
Central
6/28/2012
S. County
7/1/2012
Central
8/20/2012
Central
8/26/2012
S. County
9/26/2012
Central
2/14/2012
Central
2/19/2012
S. County
5/12/2012
S. County
8/5/2012
S. County
9/22/2012
S. County
2/18/2012
N. County

List Price
Bedrooms
$349,000
$379,900
$379,000
$199,000
$339,900
$208,750
$265,000
$325,000
$268,500
$309,950
$214,500
$273,500
$299,000
$264,900
$350,000
$355,000
$345,000
$239,900
$208,750
$229,900
$229,900
$549,000
$229,500
$229,900
$229,500
$229,500
$235,990
$264,900
$205,000
$375,000
$239,900
$236,900
$339,900
$245,000
$340,000
$354,000
$204,900
$360,000
$225,911
$289,000
$425,900

4
3
3
3
3
4
4
3
4
4
4
2
3
3
3
4
4
4
4
3
4
4
4
3
6
4
5
4
3
4
4
3
4
4
4
4
3
5
4
3
5

Hamilton
Hamilton
Hamilton
Jenkins
Jenkins
Jenkins
Jenkins
Jenkins
Jenkins
Jenkins
Jenkins
Kelly
Kelly
Kelly
Kelly
Lang
Lang
Lang
Lang
Lang
Lang
Lang
Lang
Lang
Lang
Lang
Lang
Lang
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson
Peterson

4/20/2012
5/17/2012
8/22/2012
4/4/2012
4/15/2012
5/19/2012
2/25/2012
3/19/2012
4/2/2012
4/24/2012
8/22/2012
9/5/2012
6/2/2012
7/1/2012
10/4/2012
2/20/2012
4/12/2012
4/26/2012
8/16/2012
3/1/2012
3/16/2012
4/26/2012
6/13/2012
6/16/2012
7/15/2012
9/21/2012
10/7/2012
10/11/2012
3/31/2012
4/8/2012
4/14/2012
4/18/2012
6/11/2012
2/21/2012
3/7/2012
4/4/2012
6/19/2012
8/14/2012
8/25/2012
9/19/2012
10/2/2012
10/2/2012

S. County
Central
Central
Central
N. County
S. County
S. County
S. County
N. County
N. County
N. County
Central
Central
Central
Central
Central
S. County
N. County
N. County
Central
S. County
S. County
S. County
N. County
N. County
Central
Central
S. County
N. County
N. County
S. County
S. County
N. County
S. County
Central
S. County
S. County
S. County
S. County
S. County
Central
Central

$304,900
$285,000
$225,911
$319,000
$238,000
$249,000
$338,876
$247,500
$248,500
$349,900
$1,200,500
$249,900
$389,500
$309,950
$345,000
$239,900
$325,000
$369,900
$264,900
$229,900
$325,000
$225,911
$245,000
$359,000
$349,000
$250,000
$243,000
$360,000
$309,900
$259,900
$227,500
$240,000
$235,990
$269,900
$364,900
$297,500
$225,000
$317,500
$365,000
$339,900
$227,500
$272,500

4
2
4
4
4
3
4
4
4
4
5
2
4
4
3
2
4
3
3
4
4
4
4
3
4
4
4
3
5
4
4
3
4
4
4
4
4
4
5
4
4
4

Randolph
Randolph
Randolph
Randolph
Randolph
Randolph
Randolph
Robinson
Robinson
Robinson
Robinson
Robinson
Robinson
Robinson
Robinson
Romero
Romero
Romero
Romero
Romero
Romero
Romero
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta
Shasta

4/14/2012
4/17/2012
7/5/2012
7/31/2012
8/5/2012
8/27/2012
9/29/2012
3/19/2012
5/7/2012
8/21/2012
3/23/2012
7/13/2012
7/25/2012
8/28/2012
11/18/2012
7/22/2012
7/27/2012
11/21/2012
3/9/2012
3/28/2012
4/24/2012
8/19/2012
4/18/2012
5/10/2012
5/26/2012
9/6/2012
9/9/2012
9/25/2012
2/4/2012
3/17/2012
3/17/2012
3/31/2012
4/30/2012
5/12/2012
5/28/2012
7/8/2012
7/15/2012
7/16/2012
7/29/2012
8/1/2012
8/10/2012
9/21/2012

N. County
N. County
S. County
Central
Central
Central
Central
S. County
N. County
S. County
N. County
S. County
Central
Central
Central
N. County
N. County
N. County
Central
N. County
Central
S. County
S. County
Central
Central
N. County
S. County
N. County
Central
Central
N. County
Central
Central
Central
S. County
N. County
S. County
N. County
N. County
S. County
N. County
S. County

$259,900
$405,000
$205,500
$242,500
$389,900
$149,900
$290,000
$215,000
$359,900
$300,000
$379,000
$349,000
$338,876
$239,900
$375,000
$215,000
$359,900
$369,900
$235,910
$799,000
$250,000
$229,500
$236,900
$319,000
$119,000
$349,000
$205,500
$349,000
$350,000
$215,000
$398,000
$365,000
$625,000
$335,000
$574,900
$374,900
$238,000
$369,900
$349,000
$249,900
$389,000
$249,000

3
3
4
3
4
2
4
1
3
4
4
4
4
4
4
4
3
4
4
6
3
3
1
3
1
3
4
3
3
3
4
3
6
3
5
4
3
5
3
3
4
4

Baths

SqFt
Type
Pool
2.5
2,730
Condo
2.5
2,468
Condo
3
2,354
Condo
2.5
1,510
Condo
2
1,828
Single Family
3
2,207
Single Family
3
1,905
Single Family
2.5
1,752
Single Family
2.5
1,911
Single Family
3
2,800
Single Family
2.5
1,862
Single Family
2
1,552
Single Family
2
2,050
Condo
3
2,495
Condo
2.5
1,991
Condo
2.5
2,647
Condo
3
2,388
Condo
3
2,041
Condo
2
1,800
Single Family
3
2,266
Condo
3
2,041
Condo
3
1,940
Single Family
3
2,041
Single Family
2.5
1,580
Single Family
3
2,700
Single Family
2.5
2,284
Condo
3
2,723
Condo
2.5
2,488
Condo
2.5
2,001
Single Family
3
2,467
Single Family
3
2,260
Single Family
2
1,700
Single Family
2
2,238
Single Family
3
2,084
Single Family
2.5
2,517
Condo
2
2,088
Single Family
2.5
1,630
Single Family
3
2,112
Single Family
2.5
1,908
Single Family
2
1,627
Single Family
3
2,414
Single Family

Sold
1
0

1
0

1
0
1
0
1

0
1
0

Clear All Formatting


0

1
0

1
0
1
0

If youd like to crea


New Table Style to
You can customize

If you want to make


Duplicate from the
2

1
0
1

1
0
3

1
0

1
1
0
1

4
0

3
1
3
2
2.5
2.5
2.5
3
2.5
3
5
1
2
3
2
2
3
2.5
2.5
3
3
2.5
3
2.5
3
3
2.5
2.5
3
3
3
2.5
2
2.5
2.5
3.5
3
3
3
3
3
3

2,350
2,036
2,285
1,690
1,590
1,730
2,612
2,000
2,101
2,290
4,696
1,101
1,971
2,800
2,694
1,248
2,800
2,030
2,062
2,006
2,770
1,908
2,047
2,210
3,930
1,943
1,914
2,330
2,447
1,734
1,905
1,595
1,656
1,911
2,507
2,170
2,013
2,367
3,938
2,687
1,990
2,006

Single Family
Single Family
Single Family
Condo
Condo
Condo
Single Family
Single Family
Single Family
Single Family
Single Family
Condo
Single Family
Single Family
Single Family
Condo
Condo
Condo
Condo
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Condo
Condo
Condo
Condo
Condo
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family

1
0

Note
An exception to a
Total Row, the ta

1
0

0
1
0
1

1
0

Tip
When the cell po
above the Total R

1
0

1
0

1
0
6
1
0

1
0

1
0

1
0

1
0

1
0

2.5
3
2.5
2.5
2.5
1
2
2
3
3
3
3
3
3
3
2.5
2
3
3
5
2
2
2
2.5
1
2
2.5
2.5
2
1.75
2.5
2.5
4
2.5
4
3
2.5
3
2.5
2
3
2.5

2,122
2,444
1,751
1,902
2,284
1,234
2,400
1,552
1,839
2,650
3,000
1,838
2,483
2,278
2,368
1,640
2,198
1,988
2,285
4,800
2,066
1,694
1,483
2,586
950
1,810
2,036
1,727
2,275
2,157
2,620
1,871
3,950
2,000
4,700
3,927
2,300
2,477
2,000
2,050
3,109
1,902

Condo
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Condo
Condo
Condo
Single Family
Single Family
Single Family
Single Family
Single Family
Condo
Condo
Condo
Single Family
Single Family
Single Family
Single Family
Condo
Condo
Condo
Condo
Condo
Condo
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family
Single Family

1
1
0

0
1

0
1
0
1
0
1
0
1

1
0

Tip
Data does not ha
range, choose Da

Caution
Its important to
the value stored
display as 5/15/2
these dates to be
9

0
1
0

1
0

1
0
1

1
0
1
0
1
0

1
0
10

1
0

11

12

13

Practice Session
Changing the Look of a Table
Select any cell in the table and choose Table Tools Design Table Styles.
Light, Medium, and Dark.
Notice that you get a live preview as you move your mouse among styles
For a different set of color choices, choose Page Layout Themes Themes to select
a different Document theme
You can change some elements of the style by using the check box controls in the
Table Tools Design Table Style Options group.
Clear All Formatting before applying the styles as it does not over ride the normal formatting
If youd like to create a custom table style, choose Table Tools Design Table Styles
New Table Style to display the New Table Quick Style dialog box.
You can customize any or all of the 12 table elements.
If you want to make changes to an existing table style, locate it in the Ribbon and right-click. Choose
Duplicate from the shortcut menu
Navigating in a table
Selecting cells in a table works just like selecting cells in a normal range. One difference is
when you use the Tab key. Pressing Tab moves to the cell to the right, but when you
reach the last column, pressing Tab again moves to the first cell in the next row.
Selecting parts of a table
Selecting Entire Column
Click on Header once Select Data, Second Click entire Column
Ctrl+spacebar (once or twice) to select a column.
Selecting Entire Row
Clcik the mouse Pointer Changes to Right arrow to Select table row
Shift+spacebar to select a table row
Selecting Entire Table
Move Mouse to Upper part of the table, till a diagonal arrow appears
One Click Select the data
Ctrl+A one Click Data, Second Click Headers and third Click entire worksheet
Right-clicking a cell in a table displays several selection options in the shortcut menu.
Adding new rows or columns
To add a new column to the end of a table, select a cell in the column to the right of the
table and start entering the data. Excel automatically extends the table horizontally and

adds a generic column name for the new column.


Similarly, if you enter data in the row below a table, Excel extends the table vertically to
include the new row.

An exception to automatically extending tables is when the table is displaying a Total Row. If yo
Total Row, the table wont be extended and the data wont be part of the table.
To add rows or columns within the table, right-click and choose Insert from the shortcut
menu. The Insert shortcut menu command displays additional menu items:
Table Columns to the Left
Table Columns to the Right
Table Rows Above
Table Rows Below

When the cell pointer is in the bottom-right cell of a table, pressing Tab inserts a new row at th
above the Total Row (if the table has one).
When you move your mouse to the resize handle at the bottom-right cell of a table, the
mouse pointer turns into a diagonal line with two arrowheads.
Deleting rows or columns
To delete a row (or column) in a table, select any cell in the row (or column) to be
deleted. To delete multiple rows or columns, select a range of cells. Then right-click and
choose Delete Table Rows (or Delete Table Columns).
Moving a table
To move a table to a new location in the same worksheet, move the mouse pointer to any
of its borders. When the mouse pointer turns into a cross with four arrows, click and drag
the table to its new location.
To move a table to a different worksheet (which could be in a different workbook), you
can drag and drop it as well as long as the destination worksheet is visible onscreen.
Or, you can use these steps to move a table to different worksheet or workbook:
1
Press Ctrl+A twice to select the entire table.
2
Press Ctrl+X to cut the selected cells.
3
Activate the new worksheet and select the upper-left cell for the table.
4
Press Ctrl+V to paste the table.
Working with the Total Row
choose Table Tools Design Table Style Options and put a check mark next to Total

Row.
Removing duplicate rows from a table
Choose Table Tools Design Tools Remove Duplicates.
From the Dialogbox, list the criteria, then excel will remove the record, keeping the first row

Data does not have to be in the form of a designated table to remove duplicates. To remove du
range, choose Data Data Tools Remove Duplicates.

Caution
Its important to understand that duplicate values are determined by the value displayed in the
the value stored in the cell. For example, assume that two cells contain the same date. One of
display as 5/15/2012, and the other is formatted to display as May 15, 2012. When removing du
these dates to be different.
Sorting and filtering a table
Each item in the Header Row of a table contains a drop-down arrow known as a Filter
Button. When clicked, the Filter Button displays sorting and filtering options
Sorting a table
Sorting a table rearranges the rows based on the contents of a particular column.
To sort a table by a particular column, click the Filter Button in the column header and
choose one of the sort commands. The exact command varies, depending on the type of
data in the column.
Sorting Ascending and Descendiing
Sorting by Colour
Sorting Sequence:
Eaxmple: Sort List by Agent, by Area, List Price.
Then Follow: First by Price, Area and then by Agent
Another way of performing a multiple-column sort is to use the Sort dialog box (choose
Home Editing Sort & Filter Custom Sort). Or right-click any cell in the table and
choose Sort Custom Sort from the shortcut menu.
Filtering a table
Filtering a table refers to displaying only the rows that meet certain conditions. (The other
rows are hidden.)
For additional filtering options, select Text Filters (or Number Filters, if the column contains
values).
In addition, you can right-click a cell and use the Filter command on the shortcut menu.
This menu item leads to several additional filtering options.

Autofiltering (Various Options) Available under Text, Date and Number Filtering
Filtering a table with Slicers
Another way to filter a table is to use one or more Slicers.
To add one or more Slicers, activate any cell in the table and choose Table Tools Design
Tools Insert Slicer. Excel responds with a dialog box that displays each header in the
table
Converting a table back to a range
choose Table Tools Design Tools Convert to Range.
Creating Data Entry Forms
Process of Creating Data Entry forms have been discussed

ormatting

right-click. Choose

e difference is

right of the
zontally and

vertically to

aying a Total Row. If you enter data below the

he shortcut

nserts a new row at the bottom of the table,

a table, the

ht-click and

ointer to any
ick and drag

onscreen.

ng the first row

plicates. To remove duplicate rows from a normal

value displayed in the cell not necessarily


he same date. One of the dates is formatted to
12. When removing duplicates, Excel considers

n the type of

ox (choose

ns. (The other

umn contains

tcut menu.

e Tools Design
header in the

Month
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total

Projected
Actual
Difference
4,000.00
3,255.00
4,000.00
4,102.00
4,000.00
3,982.00
5,000.00
4,598.00
5,000.00
5,873.00
5,000.00
4,783.00
5,000.00
5,109.00
6,000.00
5,982.00
6,000.00
6,201.00
7,000.00
6,833.00
8,000.00
7,983.00
9,000.00
9,821.00
Err:508
Err:508

Entering Forumal in the Table


Calculation of Difference
Enter the Formula in any Cell in the Column
[@Actual]-[@Projected]
Referencing Data in the Table
Name is given to the table as Table1
=SUM(Table12)
Change the Name of the table, the function will
Automatically adapt the new name
Calculating Data In a Column
=SUM(Table12[Actual])

Guidelines for Creating a Database


Guideline
Only have one Database on a worksheet

Avoid putting blank rows and columns in


the database
Create column headings in the first row of
the database

Design the database so that all rows have


similar items in the same column
Try to break up information as much as
possible
Each column should contain the same type
of information

Dont use duplicate field names

uidelines for Creating a Database


Why?
The database can have up to 1,048,576 records. Some database
management features, such as filtering, can be used on only one
database at a time
So that Microsoft Excel can more easily detect and select the
database.
A database cannot have a completely blank row or column.
Excel uses the headings to create reports and to find and organize
data. Every column must have a heading in the same row. The
heading should be separated from the data by a border, not a blank
row.
This makes the database more meaningful and organized.
This gives you more power to sort, filter and manipulate the
database.
This will make the database easier to read and understand. Freeze
the worksheet pane just below the header row to assist data entry.
See page 13 - Splitting the Worksheet and Freezing the worksheet
pane.
Duplicate field names can cause problems when entering and
sorting information. Extra spaces should not be used at the
beginning of any cell, as Excel will treat them differently when
searching and sorting.