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Creating an Excel table

From: Excel for Mac 2011 Essential Training

Video: Creating an Excel table

If you spend a lot of time working in Excel, you'll end up summarizing and maintaining data lists. A list is a set of columns - with each column containing a different category of information - and rows - where each row represents a full set of values. For example, if you track your company's sales by month, you can have columns representing the year, the quarter - in other words, January, February, March is quarter number one; April, May, June is quarter number two; and so on - then the individual month, and the sales for that month. A row would indicate a particular set of values.

Creating an Excel table

If you spend a lot of time working in Excel, you'll end up summarizing and maintaining data lists. A list is a set of columns - with each column containing a different category of information - and rows - where each row represents a full set of values. For example, if you track your company's sales by month, you can have columns representing the year, the quarter - in other words, January, February, March is quarter number one; April, May, June is quarter number two; and so on - then the individual month, and the sales for that month. A row would indicate a particular set of values.

So, for example, for the year 2009, quarter number 1, the month of January, you can have sales of just over $406,000. I'm going to take a moment to describe the characteristics of this data list. Then I'll show you why creating an Excel table makes managing your data lists easier. This table has four columns and, including the headers, 25 rows. It represents two years worth of data. You'll notice that there are no gaps. In other words, there are no blank rows. That's important because if you create an Excel table, you can't have any gaps, any empty rows in the data list.

Also, you'll notice that there is no extraneous data, data that is not part of the list, to the right, beneath, or to the left of the data list. In fact, the data list is against the left edge of the worksheet. The reason that I don't have an extraneous data there is because if I were to create the Excel table, then that data would be included, even though it isn't supposed to be part of the table. So now let's say I create a table. To do that, I click any cell in the data list, and then I click the Tables tab on the Ribbon, click the New button, and then I can either create a table with headers, which in this case I do have, or a table without headers.

In this case, I want to create a table with headers, so I click that option, and Excel creates my table. Now I'll click a cell to get rid of the selection, so you can see it more clearly. It looks the same as before, but in this case, there are some very important differences. For example, if I want to summarize the data in the Sales column, I can add what's called a total row. When I click any cell in the table, and then I'm on the Tables tab, I can check the Total Row box, and Excel automatically adds a total row. And you can see that the total row contains a cell, which is the sum of the values above it.

But now let's say that I want to add a row to my table. How do I do that? The easiest way to add a row to your table is to click the last cell that contains actual data - in other words the cell above the total row - and then press the Tab key. When you do, Excel creates a new row in your table. You can then put in your new entry. So let's say its 2011, quarter number 1, the month is January, and sales were $500,000. When I press Return, instead of creating a new row, Excel simply moves down to the next cell in the worksheet.

You can also see that Excel updated the Total to include the new value of $500,000. Now let's say that you wanted to find your average sales instead of your total sales. You can change the summary operation by clicking this arrow here, and then selecting the new function that you want to use. Right now, it's Sum. If I wanted to change it to Average, I can move up to Average. Click it. You'll see that my average sales are in the order of $322,500. If I want to change it back, I can press Command+Z to undo my last operation.

If I want to get rid of the total row, I can uncheck the box, and it goes away. I've already shown you how to add a row to an Excel table, but what do you do if you want to add a column? Well, to add a column to an Excel table, you click in the first empty cell to the right of the Excel table, and then you type in the name of the column that you want. So let's say that we have transactions, in other words the number of individual sales. When I press Return, Excel adds that column to the table. I'll move it out, so you can see the header properly. You can start adding data into that column.

If you want to delete a column in the table, it's like deleting a column in a worksheet, except it's a little different. If I wanted to delete the entire column in the worksheet, I would move the mouse pointer over the column header, select it, and then delete it. In this case, what I want to do is delete the table column. So I move the move the mouse pointer down, and you'll see that it changes to a different arrow. It's downward-pointing, but in this case, it has a vertical bar across the top. That indicates that you're working with an Excel table. You can then click the column, Ctrl+ Click, point to Delete, and Table Columns.

Excel Tables help you summarize your data effectively, and make it easy to add new values to your collections. Later on in this course, I'll teach you how to format your tables and work with your table data more effectively.

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This video is part of

Image for Excel for Mac 2011 Essential Training
Excel for Mac 2011 Essential Training

100 video lessons · 32494 viewers

Curt Frye
Author

 
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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