Microsoft

Excel 2010
Chapter 4.5

Creating, Sorting, and

Querying a Table
Objectives

• Create and manipulate a table

• Delete sheets in a workbook
• Add calculated columns to a table
• Use icon sets with conditional formatting
• Use the VLOOKUP function to look up a value in a
table
• Print a table
• Add and delete records and change field values in a
table
Creating, Sorting, and Querying a Table 2
Objectives

• Sort a table on one field or multiple fields

• Query a table
• Apply database functions, the SUMIF function, and
the COUNTIF function
• Use the MATCH and INDEX functions to look up a
value in a table
• Display automatic subtotals
• Use Group and Outline features to hide and
unhide data
Creating, Sorting, and Querying a Table 3
Project – Kenson College Scholarship
Fundraiser Table

Creating, Sorting, and Querying a Table 4

Project – Kenson College Scholarship
Fundraiser Table

Creating, Sorting, and Querying a Table 5

General Project Guidelines

• Create and format the table

• Sort the table
• Obtain answers to questions about the data in the
table using a variety of methods to query the
table
• Extract records from the table based on given
criteria
• Display subtotals by grouping data in the table

Creating, Sorting, and Querying a Table 6

Guidelines for Creating a Table in Excel

Creating, Sorting, and Querying a Table 7

Formatting a Range as a Table

• Select the range to format

• Click the Format as Table button (Home tab |
Styles group) to display the Format as Table
gallery
• Click the desired table style

Creating, Sorting, and Querying a Table 8

Formatting a Range as a Table

Creating, Sorting, and Querying a Table 9

Modifying a Table Quick Style
• Select a cell to activate the table
• Click the Format as Table button (Home tab | Styles
group) to display the Format as Table gallery and then
right-click the desired table style
• Click Duplicate on the shortcut menu to display the
Modify Table Quick Style dialog box
• Type the desired table style name in the Name text box
to name the new style
• With Whole Table selected in the Table Element list, click
the Format button to display the Format Cells dialog box
Creating, Sorting, and Querying a Table 10
Modifying a Table Quick Style

• Select the desired font, font style, and color in the

Format Cells dialog box
• Click the OK button
• Click the OK button

Creating, Sorting, and Querying a Table 11

Entering Records into a Table

Creating, Sorting, and Querying a Table 12

Adding New Fields to a Table

• Enter the new column headings

• Select the first cell under the new column
heading, and then enter the desired formula
– Ex: =[@[YTD FundsRaised]] / [@Quota]
• Format the range as desired

Creating, Sorting, and Querying a Table 13

Adding New Fields to a Table

Creating, Sorting, and Querying a Table 14

Creating a Lookup Table

Creating, Sorting, and Querying a Table 15

Using the VLOOKUP Function

• With the desired cell selected, type the VLOOKUP

function
– Ex: =vlookup(i9, $l$3:$m$7, 2

Creating, Sorting, and Querying a Table 16

Adding a Conditional Formatting Rule
with an Icon Set
• Select the range to contain the conditional formatting
• Click New Rule in the Conditional Formatting list to
display the New Formatting Rule dialog box
• Click the Format Style box arrow to display the
Format Style list
• Click Icon Sets in the Format Style list to display the
Icon area in the Edit the Rule Description area
• Click the Icon Style box arrow to display the Icon Style
list and then click the desired icon style
Creating, Sorting, and Querying a Table 17
Adding a Conditional Formatting Rule
with an Icon Set
• Enter the desired values for each icon in the New
Formatting Rule dialog box
• Click the OK button to display icons in each cell

Creating, Sorting, and Querying a Table 18

Adding a Conditional Formatting Rule
with an Icon Set

Creating, Sorting, and Querying a Table 19

Using the Total Row Check Box

• Make the table active

• Click the Total Row check box (Table Tools Design
tab | Table Style Options group) to add the total
row and display the record count in the far-right
column of the table
• Click the cell in the total row
• Click the arrow on the right side of the cell to
display a list of available statistical functions
• Click the desired function
Creating, Sorting, and Querying a Table 20
Using the Total Row Check Box

Creating, Sorting, and Querying a Table 21

Printing the Table

• Activate the table, and then click File on the

Ribbon to open the Backstage view
• Click the Print tab to display the Print gallery
• Click the Print Active Sheets in the Settings area to
display a list of parts of the workbook to print
• Select Print Selected Table to choose to print only
the selected table
• If necessary, change the orientation
• Click the Print button to print the table
Creating, Sorting, and Querying a Table 22
Printing the Table

Creating, Sorting, and Querying a Table 23

Sorting a Table in Ascending Sequence
by Name Using the Sort & Filter Button
• Click a cell in the column to be sorted, and then
click the Sort & Filter button (Home tab | Editing
group) to display the Sort & Filter menu
• Click the Sort A to Z command to sort the table in
ascending sequence by the selected field

Creating, Sorting, and Querying a Table 24

Sorting a Table in Ascending Sequence
by Name Using the Sort & Filter Button

Creating, Sorting, and Querying a Table 25

Sorting a Table Using the Sort Command
on an AutoFilter Menu
• Click the desired
AutoFilter arrow to
display the AutoFilter
menu for the
selected field
• Click the desired sort
command

Creating, Sorting, and Querying a Table 26

Sorting a Table on Multiple Fields
Using the Custom Sort Command
• With a cell in the table active, click the Sort & Filter button
(Home tab | Editing group) to display the Sort & Filter menu
• Click Custom Sort on the Sort & Filter menu to display the Sort
dialog box
• Click the Sort by box arrow to display the field names in the
table
• Click the first field on which to sort to select the first sort level
• Select the desired options for Sort On and Order
• Click the Add Level button to ask a new sort level, and then
repeat the previous two steps
• Click the OK button to sort the table
Creating, Sorting, and Querying a Table 27
Sorting a Table on Multiple Fields
Using the Custom Sort Command

Creating, Sorting, and Querying a Table 28

Querying a Table Using AutoFilter
• Display the AutoFilter menu for the field to query
• Remove the check marks next to the fields you wish to
hide
• Click the OK button to apply the AutoFilter criterion

Creating, Sorting, and Querying a Table 29

Showing All Records in a Table

• Click the Filter button (Data tab | Sort & Filter

group) to display all of the records in the table

Creating, Sorting, and Querying a Table 30

Entering Custom Criteria Using
AutoFilter
• Click the Filter button (Data tab | Sort & Filter group) to
display the AutoFilter arrows in the table
• With the table active, click the desired field to display
the AutoFilter menu
• Point to Number Filters to display the Number Filters
submenu
• Click Custom Filter to display the Custom AutoFilter
dialog box
• Select the desired options for the AutoFilter
• Click the OK button
Creating, Sorting, and Querying a Table 31
Entering Custom Criteria Using
AutoFilter

Creating, Sorting, and Querying a Table 32

Creating a Criteria Range
on the Worksheet
• Select the desired range, and then click the Copy
button (Home tab | Clipboard group)
• Select the destination cell, and then press the
ENTER key to paste the contents on the Office
Clipboard to the destination area
• Enter the desired criteria
• Select the range, click the Name box in the
formula bar, type the desired range name, and
then press the ENTER key
Creating, Sorting, and Querying a Table 33
Creating a Criteria Range
on the Worksheet

Creating, Sorting, and Querying a Table 34

Querying a Table Using the Advanced
Filter Dialog Box
• Activate the table
• Click the Advanced button (Data tab | Sort & Filter
group) to display the Advanced Filter dialog box
• Click the OK button to hide all records that do not
meet the comparison criteria

Creating, Sorting, and Querying a Table 35

Querying a Table Using the Advanced
Filter Dialog Box

Creating, Sorting, and Querying a Table 36

Creating an Extract Range
and Extracting Records
• Activate the table
• Click the Advanced button (Data tab | Sort & Filter
group) to display the Advanced Filter dialog box
• Click ‘Copy to another location’ in the Action area
to cause the records that meet the criteria to be
copied to a different location on the worksheet
• Click the OK button to copy any records that meet
the comparison criteria in the criteria range from
the table to the extract range
Creating, Sorting, and Querying a Table 37
Creating an Extract Range
and Extracting Records

Creating, Sorting, and Querying a Table 38

Displaying Automatic Subtotals
in a Table
• Select the cell to display a subtotal
• Right-click anywhere in the table and then point to the Table
command on the shortcut menu to display the Table
submenu
• Click Convert to Range on the Table submenu to display a
Microsoft Excel dialog box
• Click the Yes button to convert a table to a range
• Click the Subtotal button (Data tab | Outline group) to display
the Subtotal dialog box
• Click the ‘At each change in’ box arrow and then click the
column heading on which to create subtotals
Creating, Sorting, and Querying a Table 39
Displaying Automatic Subtotals
in a Table
• If necessary, select Sum in the Use function list
• In the ‘Add subtotal to’ list, select the values to
subtotal
• Click the OK button to add subtotals to the range

Creating, Sorting, and Querying a Table 40

Displaying Automatic Subtotals
in a Table

Creating, Sorting, and Querying a Table 41

Zooming Out on a Subtotaled Table
and Using the Outline Feature
• Click the Zoom Out button as many times as desired to
reduce the zoom percent
• Click the row level symbol 2 on the left side of the
window to hide all detail rows and display only the
subtotal and grand total rows
• Click each of the lower two show detail symbols (+) on
the left side of the window to display detail Records and
to change the show detail symbols to hide detail symbols
• Click the row level symbol 3 on the left side of the
window to show all detail rows
Creating, Sorting, and Querying a Table 42
Zooming Out on a Subtotaled Table
and Using the Outline Feature

Creating, Sorting, and Querying a Table 43

Removing Automatic Subtotals
from a Table
• Click the Subtotal button (Data tab | Outline
group) to display the Subtotal dialog box
• Click the Remove All button (Subtotal dialog box)
to remove all subtotals and close the Subtotal
dialog box

Creating, Sorting, and Querying a Table 44

Removing Automatic Subtotals
from a Table

Creating, Sorting, and Querying a Table 45

Chapter Summary

• Create and manipulate a table

• Delete sheets in a workbook
• Add calculated columns to a table
• Use icon sets with conditional formatting
• Use the VLOOKUP function to look up a value in a
table
• Print a table
• Add and delete records and change field values in a
table
Creating, Sorting, and Querying a Table 46
Chapter Summary

• Sort a table on one field or multiple fields

• Query a table
• Apply database functions, the SUMIF function, and
the COUNTIF function
• Use the MATCH and INDEX functions to look up a
value in a table
• Display automatic subtotals
• Use Group and Outline features to hide and
unhide data
Creating, Sorting, and Querying a Table 47
Microsoft
Excel 2010
Chapter 5 Complete