John W. Jacobs Technology Center 450 Exton Square Parkway Exton, PA 19341 610.280.2666 ccljtc@ccls.org www.ccls.org Facebook.com/ChesterCountyLibrary Intermediate Microsoft Excel 2007- Tables and Printing
Workshop Topics: Tables o Create tables, use automatic formats, filters, and sort data o Insert a pivot table Printing o Use print area and other range names o Review print options Outline of Workshop: Tables o Use a simple table o Format table using auto formats o Filters o Sort data o Introduce formulas using column headings o Use a criteria range for advanced filter o Copy a table with advanced filter o Insert a pivot table o Use dynamic reporting feature of a pivot table Printing o Print area o Range names o Use of range name in formulas (Optional if time permits) o Print workbook option o Brief discussion of a MACRO. (Optional if time permits) Page 1 of 13
Tables Use a simple table 1. Click on the Bank data for table worksheet tab. 2. A table contains information as follows: a. Columns include similar data b. Column headings c. No gaps between data (Beginning to the end of the data) 3. Click anywhere inside the table of data. 4. Click INSERT 5. Then on TABLE 6. OK Format table using auto formats 7. Note the temporary tab entitled DESIGN. 8. Click on thetotal ROW option in the command grouping entitled TABLE STYLE OPTIONS. 9. Choose the blue option in the TABLE STYLES command grouping (Note the other auto formats that are available). 10. Copy the total row formula from the New Customers column to the Mailings column. (Click on grey option and choose SUM.) The screen should look the same as the following: Filters 11. Note the grey filter indicators to the right in each header cell. 12. Click on the Bank column header filter and observe the list that can be adjusted. Click to uncheck the banks starting with the letter C. Click OK. Page 2 of 13
Note that those banks are no longer in the table list and that the totals have changed. 13. Do the same steps for the Month column by eliminating the months of January and February. (Note the use of the Total Row option.) Sort data 14. Adjust the Bank and Month column filters so that all the entries appear again by clicking on the DATA tab and then on CLEAR in the SORT and FILTER grouping of commands. 15. Click anywhere inside the table of data. Page 3 of 13
16. Click on the DATA tab; Turn the filter to OFF; and click on the SORT command. a. Choose Bank for the sort by option. b. Click on ADD LEVEL and select Month with a customized sort due to the monthly order in a sort. c. Click OK and review the data after the sort. Remember the UNDO button in case a change is needed. d. Remember that SORT changes the physical location of the data. Page 4 of 13
Introduce formulas using column headings 17. Click on the Bank data for table worksheet tab. 18. Go to the cell E6. 19. Type in the column heading Percent. 20. Remember to click on cells in Excel to reduce amount of formula typing. 21. Insert the following formula in cell E7: =[New Customers]/[Mailings]. 22. Press the ENTER key. 23. Format the Percents column to 1 decimal for E7 to E61. (Home, %, increase decimal) 24. Go to the cell E61. 25. Insert the following formula: =Table1[[#Totals],[NewCustomers]]/Table1[[#Totals],[Mailings]] 26. Press the ENTER key. The screen should look the same as the following: Page 5 of 13
Use a criteria range for advanced filter 27. Go to the cell A1. (Note that headings in rows 1 and 6 are identical.) 28. Type Central Bank in cells A2 and A3. 29. Type January in cell B2, and February in cell B3. 30. Type March in cell B4. 31. Click anywhere inside the table of data. 32. Select the DATA tab. 33. Click on ADVANCED in the Sort & Filter group of commands. 34. Click on the selector for the CRITERIA range and highlight cells A1 to D4. 35. OK 36. The selection has been made. The screen should look the same as the following: Page 6 of 13
Copy a table with advanced filter 37. Click on the Undo command and repeat the steps from above and add the following steps: a. Click on the Copy to another location option. b. Set the Copy to option to cell A106. c. OK d. Go to cell A106. The screen should look the same as the following: Page 7 of 13
Insert a pivot table 37. Click on the Bank data pivot table worksheet tab. 38. Click anywhere inside the table. 39. Go to INSERT tab. 40. Select Pivot Table. 41. OK 42. New worksheet tab named Sheet1 appears. 43. Drag the Bank field to the ROW LABELS of report. 44. Drag the Month field to the COLUMN LABELS of report. 45. Drag the Mailings and New Customers fields to the VALUES of report. The screen should look the same as the following: Page 8 of 13
Use dynamic reporting feature of a pivot table 46. Drag the Month field to the ROW LABELS below Bank. 47. Switch and place the Month field above the Bank field in ROW LABELS. The screen should look the same as the following: Page 9 of 13
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Printing Print Area 1. Click on the NAME BOX selection arrow in each worksheet tab and observe how the PRINT AREA has been defined. 2. Go to the Sheet1 worksheet tab (Pivot table output) and set the PRINT AREA by highlighting a new PRINT AREA range and clicking on the following: a. Page Layout tab b. Print Area c. Set Print Area d. Click on the Office Button. e. Hover over the PRINT command (Do not click or enter). f. Move mouse over to Print Preview and click. g. Note that the page now appears as if printed on the printer. h. Click on PAGE SETUP. i. In PAGE tab, set the Fit To option to 1 page wide by 1 page tall. j. OK k. Close the PRINT PREVIEW (To return to the normal view of worksheet). Page 11 of 13
Range names 1. Go to cell A106 on the Bank data for table worksheet tab. 2. Highlight area from A106 to E126. 3. Click on the NAME BOX location. 4. Type in the name myrange and press the ENTER key. 5. Click on the NAME BOX selection arrow again. 6. Note that the range has been added to the list of names. Use of range name in formulas (Optional if time permits) 7. Click on the Bank data for table worksheet tab. 8. Go to cell J7. 9. Enter the number 4 in cell J7. 10. Click on the NAMEBOX. 11. Type in the range name myrange1 and press the ENTER key. 12. Go to cell H7. 13. Enter the formula: =C7*myrange1 14. Review the result in cell H7. 15. Go to cell I7. 16. Enter the formula: =C7*J7 17. Note the same result in cell H7 and in cell I7. 18. Cell J7 now has a range name that can be used in a formula. Print workbook option 19. Click on the FORMULAS tab and NAME MANAGER to list all of the range names in use in the workbook. This is a helpful list. Page 12 of 13
20. Use the PRINT NAMES already defined for each tab as follows: a. Go to the first worksheet tab named Graph of monthly expense. b. Click on the Office Button. c. Print d. Click on the ENTIRE WORKBOOK option. e. Click on the PREVIEW option. f. The print preview for the first worksheet tab appears. g. Scroll through all of the print previews for all of the tabs. h. This is very helpful when you need to print all of the PRINT AREAS for all of the worksheet tabs. Brief discussion of a MACRO. (Optional if time permits) Page 13 of 13