IT ACADEMY LESSON PLAN

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1 IT Academy Program 10 IT ACADEMY LESSON PLAN Microsoft Excel Lesson 7 Turn potential into success

2 Lesson 7: Working with Tables, PivotTable, PivotCharts Learning Objectives Learning Goals // The goal of this lesson is for students to successfully use tables and table tools in a worksheet. The student will learn to create a table and format the table as well as work with PivotTable and PivotChart to enhance the appearance of data. On completion of this lesson, students will be able to do the following: Create a table Format a table Maintaining Data in a table Sort and Filter data in a table Understanding PivotTables Create a PivotTable Modify a PivotTable Understand PivotCharts Create a PivotChart Lesson Introduction Create and Format a Table Explain that Microsoft Excel enables users to present data using a table features. Excel table features allow for data to be inserted, deleted, and modified easily to verify accuracy. Data in tables may also be sorted or filtered to display on the data that meets a specific criteria. Excel s advanced data analyzing features also allow detailed data to be summarized and represented in easy to read PivotTables and PivotCharts. Define table, field, and record. Point out that an important component of table creation is planning based upon how the data will be used. Discuss the importance of appropriate field names which will be used as the header row for the table. Demonstrate how to create a table. Demonstrate how navigate through a table using the scroll boxes, arrow keys, tab key, and various Hot Key combinations. Remind students that freezing rows and columns can assist in table readability. This was discussed in an earlier lesson. Demonstrate how to select data and define a table using the Table command in the Tables Group on the Insert Ribbon. Point out that when a table is created and selected that the Table Tools Ribbon becomes available. Demonstrate how to rename a table using the Properties Group on the Table Tools Design Ribbon. Explain that formatting a table will change the appearance of the table and enhance to readability of the data in the table. Demonstrate how to format a table using the Table Style Options Group on the Table Tools Design Ribbon HOT KEY Move to Cell A1 (or upper most left) in the Table CTRL + HOME Move to Last Cell or (lower most right) in the Table CTRL + END Move to Last Record in the table END + down arrow Maintaining Data in a Table Explain that adding data into a table is also considered adding records into

3 the table. Demonstrate how to enter data into the table and use the tab key to navigate to the next data field. Point out that after data is keyed into the last field of the table, pressing the Tab key on the keyboard will create a new record in the table. Demonstrate how to the use the Find & Select Command in the Editing Group on the Home Ribbon to search for specific data in a table. Demonstrate how to edit data in a table by selecting the data and making the edit in the formula bar. Demonstrate how to delete data, rows or columns in a table using the Delete command in the Cells Group on the Home Ribbon. Alternative Methods: Demonstrate how to edit data in a table by selecting the data and pressing F2 to enter edit mode. Demonstrate how to delete selected data in a table using the Delete key on the keyboard. Demonstrate how to delete selected data in row or columns in a table using the Delete key on the keyboard. Demonstrate how to delete an entire selected row or column in a table using the Delete Command on the Shortcut menu. HOT KEY Enter Edit Mode F2 Sort and Filter Data in a Table Understanding and Using PivotTables Explain the benefit of sorting and filtering data in a table. Define the terms sort, sort fields, ascending order, descending order, primary sort field, secondary sort field, and filtering. Demonstrate how to sort data using the Sort Commands in the Sort and Filter Group on the Data Ribbon. Demonstrate how to sort data based on several criteria at once using the Sort Dialog box in the Sort and Filter Group on the Data Ribbon. Demonstrate how to sort data using the Custom List Option in the Order drop down on the Sort Dialog box. Demonstrate how to filter one column of data using the Filter Command in the Sort & Filter Group. Demonstrate how to filter multiple columns of data using the Filter Command in the Sort & Filter Group. Demonstrate how to clear filters from the table by choosing the Clear Command in the Sort & Filter Group. Demonstrate how to create a criteria filter in the Custom Filter Dialog box. Demonstrate how to sort filtered data using Sort Command in the Sort & Filter Group. Demonstrate how to apply a totals row to summarize data by choosing the Total Row Option in the Table Style Options on the Table Tools Design Ribbon. Demonstrate how to change the summary calculation type by choosing the drop down in the cell on the total row. Demonstrate how to remove totals from the table area. Discuss how subtotals may be used in a table area to provide summary information of data this is being presented. Demonstrate how to apply subtotals to the table area by converting the table to a normal range and choosing the Subtotal Command in the Outline Group on the Data Ribbon. Define the term PivotTable, value fields and category fields. Explain the benefits of presenting data via a PivotTable. Demonstrate how to create a PivotTable using the PivotTable Command in the Tables Group on the Insert Ribbon. Discuss with students the layout areas of the PivotTable.

4 Modifying a PivotTable Understanding and Using PivotCharts Modify a PivotTable Lesson Quiz Demonstrate how to add and remove a field in a PivotTable using the Pivot- Table Field List. Demonstrate how to add category and condition fields to a PivotTable using the PivotTable Field List. Demonstrate how to apply a style to a PivotTable using the PivotTable Tools Design Ribbon that is displayed when the PivotTable is selected. Demonstrate how to apply numerical formatting to the PivotTable using PivotTable Tools Options Ribbon. Demonstrate how to rearrange the fields in a PivotTable to provide a more effective summary of the data presented. Using the Layout Section of the PivotTable Field list accomplish this task. Demonstrate the use of the PivotTable Design Tools Ribbon to change the Report Layout. Explain the necessity of filtering fields in a PivotTable to present only required data. Demonstrate how to filter PivotTable fields using the column label filters that appear when the PivotTable is selected. Demonstrate the use of the collapse and expand buttons in the PivotTable. Demonstrate how to use the Sort Command on the PivotTable Tools Options Ribbon to sort the data in a PivotTable. Explain the importance of refreshing a PivotTable to update any data changes that have taken place since the PivotTable was created. Demonstrate how to refresh a PivotTable update the PivotTable data. Define the term PivotChart and point out how it differs from a PivotTable. Explain the benefits of presenting data via a PivotChart. Demonstrate how to create a PivotChart using the information in a PivotTable and choosing the PivotTable Tools Ribbon. Demonstrate how to filter item in the PivotChart. Demonstrate how to add and remove a field in a PivotTable using the Pivot- Table Field List. Demonstrate how to add category and condition fields to a PivotTable using the PivotTable Field List. Demonstrate how to apply a style to a PivotTable using the PivotTable Tools Design Ribbon that is displayed when the PivotTable is selected. Demonstrate how to apply numerical formatting to the PivotTable using PivotTable Tools Options Ribbon. Demonstrate how to rearrange the fields in a PivotTable to provide a more effective summary of the data presented. Using the Layout Section of the PivotTable Field list accomplish this task. Demonstrate the use of the PivotTable Design Tools Ribbon to change the Report Layout. Explain the necessity of filtering fields in a PivotTable to present only required data. Demonstrate how to filter PivotTable fields using the column label filters that appear when the PivotTable is selected. Demonstrate the use of the collapse and expand buttons in the PivotTable. Demonstrate how to use the Sort Command on the PivotTable Tools Options Ribbon to sort the data in a PivotTable. Explain the importance of refreshing a PivotTable to update any data changes that have taken place since the PivotTable was created. Demonstrate how to refresh a PivotTable update the PivotTable data. True/False 1. Excel creates an associated PivotTable with each PivotChart.

5 2. A PivotTable is an interactive table that enables data grouping. 3. Information does not need to be defined as an Excel table prior to creating a PivotTable. 4. Excel Tables enable the user to filter data easily. 5. Items on a PivotTable may be expanded or collapsed based upon the desirable view. Multiple Choice 1. The data in a PivotTable is directly to worksheet cells. a. linked b. not linked c. copied d. imported 2. PivotTables are useful because they show among data. a. relationships b. links c. changes d. values 3. Which button will update the PivotTable and PivotChart information? a. update b. recalculate c. Refresh d. Link 4. is a graphic representation of the data in a PivotTable. a. Option Chart b. PivotChart c. Inserted Chart d. Embedded Chart 5. is one way to manipulate data in a PivotChart environment. a. Filter b. Embed c. Map d. Alphabetize Quiz Answers: True/False 1. True 2. True 3. False, the PivotTable option will not be available otherwise. 4. True 5. True Multiple Choice 1. B (not linked) 2. A (relationships) 3. C (Refresh) 4. B (PivotChart) 5. A (Filter )

6 Class Projects Lesson 7 Exercise 1 As an office clerk for the sales department, you have shared information with your supervisor regarding the use of PivotTables and PivotCharts to display information. You are asked to prepare a sample demonstrating the enhanced readability of data presented in the manner. Open the lesson7ex1 student data file in Excel 2010, and complete the following: Create a new column with a formula that calculates the new salary increase amount. Using the data in columns A, D, and E on the Employee Information sheet, create a pivot table using the following: arow labels Name bvalue summarize the increase in salary. Save the workbook as lesson7ex1a in the folder named Excel 2010 folder. Remove the total and average rows. Create a PivotChart on a new sheet displaying the Name and Salary increase. Save the workbook as lesson7ex1b in the folder named Excel 2010 folder. Close Excel. Lesson 7 Project 1 You have decided to work an addition semester as the Economics department work study student assistant. The professor that you are assisting was extremely impress with your previous work. You have just learned to create PivotTables and PivotCharts and would like offer an alternative to the professor. Open the workbook lesson7project1 and complete the following: Delete the Average score row. Using the Test Scores sheet, create a pivot table using the following: a. Row labels Name b. Value summarize the average score Save the workbook as lesson7project1a in the folder named Excel 2010 folder. Create a PivotChart on a new sheet displaying the Name and Average Score. Save the workbook as lesson7project1b in the folder named Excel 2010 folder. Close Excel. Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement. E-Learning Courses from Microsoft Learning Course 10393: Intermediate Skills in Microsoft Excel 2010 Show the class the information for this course and explain that this course is a part of a series of courses that cover how to help manage workbooks in Excel Course 10394: Advanced Skills in Microsoft Excel 2010 Show the class the information for this course and explain that this course is a part of a series of courses that cover how to help you customize and manage the Excel 2010 interface as well as know how to manage, manipulate, and format data. Video Basics Create a PivotTable report Show the class the information for this video and explain that the video demon-

7 strates how you can analyze your worksheet data by creating a PivotTable report. Create a PivotTable report how you can analyze your worksheet data by creating a PivotTable report. Use slicers to filter PivotTable data a new way to filter data in a PivotTable report by using slicers. Use the show values as feature in a PivotTable report easy it is to use the show values as feature in a PivotTable report. Use interactive controls in a PivotChart report how you can pivot and filter data in a PivotChart report. Use Named Sets in an OLAP PivotTable report how you can quickly apply a specific field selection in a PivotTable report by saving it as a named set. Use interactive controls in a PivotChart report how you can pivot and filter data in a PivotChart report. Group items in a PivotTable report how you can arrange your PivotTable data in grouped sets of items so that it s easier to view the data you want to analyze. This document is provided as-is. Information and views expressed in this document, including URL and other Internet Web site references, may change without notice. You bear the risk of using it. Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred. This document does not provide you with any legal rights to any intellectual property in any Microsoft product. You may copy and use this document for your internal, reference purposes Microsoft. All rights reserved. Microsoft and the trademarks listed at about/legal/en/us/intellectualproperty/trademarks/en-us.aspx are trademarks of the Microsoft group of companies. All other marks are property of their respective owners.