excel 2007 unit h

Microsoft Office 2007 - IllustratedMicrosoft Office 2007 - Illustrated

Analyzing Table DataAnalyzing Table Data

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• Filter a TableFilter a Table

• Create a custom filterCreate a custom filter

• Filter a Table with Advanced FilterFilter a Table with Advanced Filter

• Extract Table dataExtract Table data

ObjectivesObjectives

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• Look up values in a tableLook up values in a table

• Summarize table dataSummarize table data

• Validate table dataValidate table data

• Create subtotalsCreate subtotals

ObjectivesObjectives

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Filtering a TableFiltering a Table

• The The FilterFilter feature retrieves records feature retrieves records that meet user-specified criteria.that meet user-specified criteria.• FilterFilter out or hide data that fails to meet out or hide data that fails to meet

certain criteriacertain criteria• Filter specific valuesFilter specific values

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Filtering a Table (cont.)Filtering a Table (cont.)

Filter options

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Creating a Custom FilterCreating a Custom Filter

• Perform complex filters using options Perform complex filters using options in the Custom AutoFilter dialog boxin the Custom AutoFilter dialog box• Filter data based on two entries in a Filter data based on two entries in a

single columnsingle column• Use comparison operators, like “greater Use comparison operators, like “greater

than” and “less than”than” and “less than”

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Creating a Custom Filter (cont.)Creating a Custom Filter (cont.)

Custom AutoFilter dialog box

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Creating a Custom Filter (cont.)Creating a Custom Filter (cont.)

Results of filter

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Creating a Custom Filter (cont.)Creating a Custom Filter (cont.)

• ““And” and “Or” logical conditionsAnd” and “Or” logical conditions• Narrow a search using either the And or Narrow a search using either the And or

Or buttons in the Custom AutoFilter Or buttons in the Custom AutoFilter dialog boxdialog box

• Referred to as Referred to as logical conditionslogical conditions

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Filtering a Table Filtering a Table with Advanced Filterwith Advanced Filter

• Search for data that matches Search for data that matches complicated criteria in more than one complicated criteria in more than one column using the Advanced Filter column using the Advanced Filter commandcommand• Use “And” and “Or” conditionsUse “And” and “Or” conditions• Define a criteria rangeDefine a criteria range

• A A criteria rangecriteria range is a cell range containing is a cell range containing one row of labels and at least one row one row of labels and at least one row underneath the row of labels that contains underneath the row of labels that contains the criteria you want to matchthe criteria you want to match

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Filtering a Table Filtering a Table with Advanced Filter (cont.)with Advanced Filter (cont.)

Criteria

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Extracting Table DataExtracting Table Data

• When you When you extractextract data, you place a data, you place a copy of a filtered Table in a range copy of a filtered Table in a range you specify in the Advanced Filter you specify in the Advanced Filter dialog boxdialog box• Prevents accidental clearing of the filter Prevents accidental clearing of the filter

or the loss of complied recordsor the loss of complied records

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Extracting Table Data (cont.)Extracting Table Data (cont.)

Two sets of search criteria

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Extracting Table Data (cont.)Extracting Table Data (cont.)

• Understanding the criteria range and the Understanding the criteria range and the copy-to location.copy-to location.• When you define the criteria range and the When you define the criteria range and the

copy-to location, Excel automatically creates copy-to location, Excel automatically creates the names Criteria and Extract for these the names Criteria and Extract for these ranges in the worksheetranges in the worksheet

• The criteria range includes the fields names The criteria range includes the fields names and any criteria rows underneath themand any criteria rows underneath them

• The extract range includes just the field names The extract range includes just the field names above the extracted Tableabove the extracted Table

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Look Up Values in a TableLook Up Values in a Table

• The Excel VLOOKUP function helps The Excel VLOOKUP function helps you locate values in a Tableyou locate values in a Table• VLOOKUP searches vertically down the VLOOKUP searches vertically down the

leftmost column of a Table then reads leftmost column of a Table then reads across the row to find the value in the across the row to find the value in the column you specifycolumn you specify

• Like looking up a number in a phone bookLike looking up a number in a phone book

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Look Up Values in a Table Look Up Values in a Table (cont.)(cont.)

Location of value you want to search for

Name of range

to search

Number of column to

search

Finds exact match

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Look Up Values in a Table Look Up Values in a Table (cont.)(cont.)

• Using the HLOOKUP and MATCH Using the HLOOKUP and MATCH functionsfunctions• The VLOOKUP function is useful when The VLOOKUP function is useful when

your data is arranged vertically, in your data is arranged vertically, in columnscolumns

• The HLOOKUP function is useful when The HLOOKUP function is useful when your data is arranged horizontally, in your data is arranged horizontally, in rowsrows

• Use the Match function when you want Use the Match function when you want the position of an item in a rangethe position of an item in a range

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Summarizing Table DataSummarizing Table Data

• Database functions allow you to Database functions allow you to summarize Table data in a variety of summarize Table data in a variety of waysways• Count, average, or total values in a field Count, average, or total values in a field

for only those records that meet for only those records that meet specified criteriaspecified criteria

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Summarizing Table DataSummarizing Table Data

Name of database function

Name of range the function will use

Column label the function will

use

Range that contains the Table criteria

DSUM(Table, K1, H40:H41)

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Summarizing Table DataSummarizing Table Data

Summary area

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Validating Table DataValidating Table Data

• The Data Validation feature allows The Data Validation feature allows you to specify what data is valid for a you to specify what data is valid for a range of cellsrange of cells• Restrict data to whole numbers, Restrict data to whole numbers,

decimal numbers, or textdecimal numbers, or text• Specify a Table of acceptable entriesSpecify a Table of acceptable entries

• Set limits on entriesSet limits on entries

• Excel prevents users from entering any Excel prevents users from entering any data which is considered invaliddata which is considered invalid

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Validating Table Data (cont.)Validating Table Data (cont.)

Restricts entries to a

Table of value

options

Table of valid options

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Validating Table Data (cont.)Validating Table Data (cont.)

Entering data in restricted cells

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Creating SubtotalsCreating Subtotals

• The Excel subtotals feature provides The Excel subtotals feature provides an easy way to group and summarize an easy way to group and summarize data in a Tabledata in a Table• Create a subtotal with the SUM functionCreate a subtotal with the SUM function

• Also use the COUNT, AVERAGE, MAX, Also use the COUNT, AVERAGE, MAX, and MIN functionsand MIN functions

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Creating Subtotals (cont.)Creating Subtotals (cont.)

Subtotals

Grand total

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Creating Subtotals (cont.)Creating Subtotals (cont.)

• Using + and - buttons in an outlineUsing + and - buttons in an outline- button hides groups of records- button hides groups of records

+ button displays groups of records+ button displays groups of records

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SummarySummary

• Use Filter to retrieve recordsUse Filter to retrieve records• Use custom filters to add logical conditions Use custom filters to add logical conditions

to a filterto a filter• Use Advanced filters to search for data in Use Advanced filters to search for data in

more than one columnmore than one column• Create subtotalsCreate subtotals• Use LookUp functions to find values in a Use LookUp functions to find values in a

TableTable• Use data validation to specify Table Use data validation to specify Table

entriesentries