UNIVERSITY OF CENTRAL PUNJAB

INTRO TO INFORMATION TECHNOLOGY

Tables, Functions, and Pivot Tables
Microsoft Excel

Objective
The objective of this workshop is to introduce you to some of the more advanced techniques that
can make using a spreadsheet more productive. In doing this you will learn how to use a
spreadsheet’s Table features, some useful functions, and how to create a Pivot Table and modify it
so that it better suits your needs.

Setting Up The Worksheet

1) Download and open the file Tables.xlsx from the VLE.
2) Click Enable Editing if it appears at the top of the page and save the file to your own device
3) You should save your work regularly as you continue through these instructions

Tables
To make managing and analysing a group of related data easier, you can turn a range of cells into a
Microsoft Office Excel table. A table typically contains related data in a series of worksheet rows
and columns that have been formatted as a table. By using the table features, you can then
manage the data in the table rows and columns independently from the data in other rows and
columns on the worksheet.

A table can include the following elements:

• Header row: by default, a table has a header row. Every table column has filtering
enabled in the header row so that you can filter or sort your table data quickly.
• Banded rows: by default, alternate shading or banding has been applied to the rows in a
table to better distinguish the data.
• Calculated columns: by entering a formula in one cell in a table column, you can create
a calculated column in which that formula is instantly applied to all other cells in that
table column.
• Total row: you can add a total row to your table that provides access to summary
functions (such as the AVERAGE, COUNT, or SUM function). A drop-down list appears in
each total row cell so that you can quickly calculate the totals that you want.
• Sizing handle: a sizing handle in the lower-right corner of the table allows you to drag
the table to the size that you want.

When you create a table in an Excel worksheet, it's not only easier for you to manage and analyse
its data, but you also get built-in filtering, sorting, and row shading. Using an Excel Table allows
you to do a number of things with your data, including:
• Entering data into the table
• Filtering the table to display only the rows that meet the criteria you specify
• Creating formulas to calculate results on the table filtered by your applied criteria
• Sorting the table

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 UNIVERSITY OF CENTRAL PUNJAB
Entering Data into a Table
Although you create a table and enter data into it in much the same way as you do in any
worksheet, it is useful to consider a number of issues before entering the data. The following
offers the basic rules for when doing this:
• Always create a header row by entering a descriptive heading for each column in the first
row of the table;
• Do not include any empty rows or columns within the table. This is because Excel
determines the boundary of a table by an empty row and/or column;
• Keep the table self-contained, preferably by placing it on a separate worksheet. If this is
not possible ensure that the cells to the left and right of the table are not used.

Using Tables
Specifying a Table
You can either create a table and then enter the data, or you can turn a pre-existing list into a
table. You will do the latter:
1) Select the Table Example worksheet by clicking on its tab at the bottom of the window
You can either select the range of cells you want included in the table (the cells can be empty
or can contain data) or you can let Microsoft Excel determine the boundary of a table by an
empty row and/or column. You have a clearly defined range of data, so you will let Excel
determine the table boundaries by clicking anywhere on your spreadsheet in the range of cells
which contain data.
2) On the Home tab Styles group, click Format as Table
3) Under Light, Medium, or Dark, click the table style you want to use. If the selected range
contains data you want to use as table headers, click a table style that includes a header row.
The Format As Table dialogue box opens showing the cell range for the data in the table which
Excel has guessed.
4) If the top row of the selected range contains data you want to use as table headers, make sure
there is a tick in the My table has headers box
5) Click OK
You will see that there are now drop-down filter arrows in the header for each column, and
the table itself has been shaded to distinguish it as such.

Adding Rows and Columns to an Excel Table

You can add a row or column to a table by typing in a cell just below the last row or to the right of
the last column. The table expands to include the new row or column. To insert a row, pick a cell
or row that's not the header row, and right-click. To insert a column, pick any cell in the table and
right-click.

Insert a row or column within an existing table:

1) Right-click in cell B9
2) Point to Insert, and pick Table Rows Above to insert a row above the row you are in.
3) Now type in your Surname, First Name, Degree, (fictional) Advisors initials and desired Result
in the appropriate cells of the new row.

Filtering a Table
Spreadsheets usually provides two methods to filter a table; AutoFilter which is used for simple
filtering criteria and Advanced Filter which is used for more complex filtering.

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Using AutoFilter to Filter a Table
You can use AutoFilter to filter a table on one or more columns. It works by hiding all the data in
the table that does not correspond to the filter criteria. Because of this, when wishing to filter on
more than one column you must select the filters in the correct order, by creating the filters from
first the most significant, down to the least significant columns. The filter criteria can be selected
from a drop-down list containing a menu of the first 250 unique items in the selected column’s
data, or it can be specified from a Custom dialogue box.

You will now perform a filter on a table to find some information about students undertaking
certain courses.

1) AutoFilters are created on each column in a table when you specify it as such. Use the filter to
display the data on all students who undertook a Classics Degree. Therefore the filter to apply
is Classics from the Degree Column. To do this:
a) Click the drop-down arrow alongside the column you wish to use as the main filter: Degree
b) By default all possible values for degree are shown and selected. Click (Select All) to
unselect them.
c) Select the filter term you want from the drop-down menu: Classics and then click the OK
button. The drop-down arrow box will change to show a small filter symbol to indicate that
it is an active filter.
The table is displayed showing only the rows that correspond to the filter criteria you have
selected, in this case the eight students taking a degree in Classics.

1) Redisplay the complete table after running a Filter (first method):

a) Click the drop-down arrow alongside the column whose filter you wish to clear: Degree.
b) Click Clear Filter From “Degree”.

2. Create another AutoFilter on the table. This time the filter should display the data on all
students who have the surname Smith and undertook a Classics Degree. Therefore, the filter
to apply is Smith from the Surname Column and Classics from the Degree Column:
a) Click the drop-down arrow alongside the column you wish to use as the main filter:
Surname.
b) Click in the search box and start typing the word Smith. By the time you have typed “m”,
you will find that Smith is the only name that appears on the list so you can now click OK to
accept this filter.
c) Set the filter for Degree to be Classics as before.

3. View the results of your filter (two students named Smith who are taking a degree in Classics,
and then redisplay the complete table again (second method):
a) On the DATA tab Sort and Filter group, click Clear.

4. Create an AutoFilter on the table to select the best five student results.
a) Click the drop-down arrow alongside the column you wish to use as the main filter: Result.
b) Click Number Filters and then Top 10. The
Top 10 AutoFilter dialogue box opens.
c) In the middle box which shows numbers, change 10 to 5 and click OK.
d) The best five student results are displayed. Clear the filter using either method.

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 UNIVERSITY OF CENTRAL PUNJAB
Filtering a Table using the AutoFilter Custom Option
The custom option enables you to create filters which select values within a specified range, above
or below a specified value, which match one or both of two discrete values, or make use of
wildcards to substitute for unknown elements of the filter. You will now use the AutoFilter Custom
option to find all students who have obtained a 2.2 degree, that is those whose result is between
50 and 59.

5. Create a custom filter:

a) Click the drop-down arrow alongside the column you wish to use as the main filter, in this
case Result and select Number Filters and then Custom Filter to open the Custom
AutoFilter dialogue box.
b) Click the drop-down arrow for the upper left-
hand list box and select the appropriate option
from the list of options: is greater than or equal
to.
c) Click in the upper right-hand text box and enter
the criteria for the filter: 50
d) The filter needs further criteria, ensure that the
And option button is selected and then repeat
steps (b) and (c) in the lower list and text boxes.
The criterion you want to add is: is less than and 60
e) Click OK to close the Custom AutoFilter dialogue box and run the filter. The students who
fulfilled the filter criteria will be displayed and the drop-down arrow box next to Result will
change to show a smaller filter symbol to indicate that it is an active filter.
f) Clear the filter using either method.

Using Totals in a Table

Microsoft Excel can display a Total Row to automatically calculate grand total values, averages,
counts and so on for a table.

6. To display the average Result:

a) Click anywhere in your table
b) In the TABLE TOOLS/DESIGN tab Table Style Options group click Total Row
A Total Row is added at the bottom of the table; by default this shows a sum of the Result
column.
c) Click in this cell and then on the drop-down arrow which appears beside it; click Average to
display the average Result. You should change the title in cell A86 to read Average.
d) Change cell A83 to read: Overall Average

Some Useful Functions

1) The IF Function
The IF function is for situations where you want to check whether a condition is TRUE or FALSE. If
it’s TRUE, the function returns a specified value/reference, and if not then it returns another
specified value/reference.

Syntax
=IF(logical_test, [value_if_true], [value_if_false])

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Input Arguments
• logical_test – this is the condition that you want to test. It could be a logical expression
that can evaluate to TRUE or FALSE. This can either be a cell reference, a result of some
other formula, or can be manually entered
• [value_if_true] – (Optional) this is the value that is returned when the logical_test
evaluates to TRUE; if this is omitted the function will return 0 whenever the checked
condition is met
• [value_if_false] – (Optional) this is the value that is returned when the logical_test
evaluates to FALSE; if this is omitted the function will return 0 whenever the checked
condition is met

To check whether a student has passed or failed their course:

a) Click on cell F1 and type Pass/Fail

b) Click on cell F2 and then on the Insert Function button to open the Insert Function
dialogue box
c) In the Search for a function: box type IF and click Go
d) Select IF from the Select a function box: below and click the OK button to open the
Function Arguments dialogue box

e) Click in the Logical_test box and then click cell E2. Because you are in a table, it will put
[@Result] into the box so that the entire column of the table will be tested. At the end of
this type >=40. This box should now read: [@Result]>=40
f) Click in the Value-if-true box and type “Pass” (if you forget the quotation marks it will put
them in for you automatically)
g) Click in the Value-if-false box and type “Fail”
h) Click OK

This tutorial has lots more information on more advanced ways to use IF, including nesting
IF functions: https://trumpexcel.com/excel-if-function/

2) The COUNTIF Function

The COUNTIF function can be used when you want to count the number of cells that meet a single
or multiple criteria.

Syntax
=COUNTIF(range, criteria)

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Input Arguments
• Range – the range of cells for which you want to evaluate against criteria1
• Criteria – the criteria which you want to evaluate for criteria_range1 to determine which
cells to count

To count how many students have passed:

a) Click on cell E84 and type Passed

b) Click on cell F84 and then on the Insert Function button to open the Insert Function
dialogue box
c) In the Search for a function: box type COUNTIF and click Go
d) Select COUNTIF from the Select a function box: below and click the OK button to open the
Function Arguments dialogue box
e) Click in the Range box and type F2:F81
f) Click in the Criteria box and type “Pass”
g) Click OK

Challenge: in the row below, construct a COUNTIF function to count how many students have
failed.

3) The VLOOKUP Function

If you list Excel as one of your skills in your CV, then the interview panel will almost certainly ask
you about the VLOOKUP function. You use it when you need to find some information in a large
data-spreadsheet, or you need to search for the same kind of information throughout the
spreadsheet.

The VLOOKUP function (V stands for 'Vertical') is best suited for situations when you are looking
for a matching data point in a column, and when the matching data point is found, you go to the
right in that row and fetch a value from a cell which is a specified number of columns to the right.

Remember when paper exam result lists were pinned up on a notice board, and you had to try to
find your name and result. You went to the notice board and started looking for your name or
enrolment number, and when you found it, you moved your eyes to the right of the
name/enrolment number to see your marks. That is exactly what the VLOOKUP function does for
you. The VLOOKUP function looks for a specified value in a column (in the above example, it was
your name) and when it finds the specified match, it returns a value in the same row (the marks
you obtained).

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Syntax
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

Input Arguments
• lookup_value – this is the look-up value you are trying to find in the left-most column of a
table. It could be a value, a cell reference, or a text string. In the exam result sheet
example, this would be your name.
• table_array – this is the table array in which you are looking for the value. This could be a
reference to a range of cells or a named range. In the exam result sheet example, this
would be the entire table that contains result for everyone for every subject
• col_index – this is the column index number from which you want to fetch the matching
value. In the result sheet example, if you want the result (which is the last column in a
table that contains the results), you’d look in column 5. If you wanted the degree the
student was taking, you’d look in column 3.
• [range_lookup] – here you specify whether you want an exact match or an approximate
match. If omitted, it defaults to TRUE – approximate match.

To look up the result for student with surname Bowyer:

a) Click on cell H2 and type Bowyer

b) Click on cell H3 and then on the Insert Function button to open the Insert Function
dialogue box.
c) In the Search for a function: box start to type VLOOKUP and then select VLOOKUP from
the Select a function box: below.
d) Click the OK button to open the Function Arguments dialogue box.
e) In the Lookup_value box type H2 to indicate that the value which needs to be looked up or
searched, is present in the cell H2.
f) In the Table_array box you need to put the block of values that need to be searched. In
Excel, this block of values is known as the ‘table array’ or the ‘lookup table’. The value
corresponding to the lookup_value must appear within the first column of this table. The
lookup table is from cell reference A1 to E80, that is the complete block where the
corresponding value would be searched. So click in the Table_array box and either type in
A1:E80 or click and drag from cell A1 to E80.
g) In the Col_index_num box you need to put in the column reference which notifies
VLOOKUP where you expect to find the data you want to view. In this case, the column
reference would be 5 as the Result column is column 5 in the lookup table A1:E80. So type
5 into the Col_index_num box.
h) In the Range_lookup box you need to tell the VLOOKUP function whether we want an
approximate match or an exact match to the specified lookup value.
• FALSE: Refers to Exact Match
• TRUE: Refers to Approximate Match
In this case, we want the exact match ('FALSE' keyword). So type FALSE into the
Range_lookup box.
The final VLOOKUP formula will be: =VLOOKUP(H2,A1:E80,5,FALSE)
i) Click OK
You will see 61 in cell H3 because that is the matching Result value for the student with
surname Bowyer which is in cell H2.

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j) You can type different student surnames into cell H2 and the result will change accordingly.
If you type a surname which appears more than once, then only the first student’s result
will appear.

You can easily use VLOOKUP to look up information which is on another sheet by clicking on the
tab for the other sheet and then choosing the appropriate table array at stage (f) above.

If you use TRUE for Range_lookup at stage (h) above for an approximate match, you must make
sure that the table array is sorted using the column indicated in the col_index_num box.

This tutorial has lots more information on more advanced ways to use VLOOKUP:
https://trumpexcel.com/excel-vlookup-function/. For great tutorials with examples for many more
Excel functions, try here: https://trumpexcel.com/excel-functions/.

Pivot Tables
What is a Pivot Table?
In its simplest form, a pivot table is a summary of an Excel table. However, in reality it is a
collection of analytical tools that lets you quickly create summary information with the ability to
sort, filter, group, and rearrange data to suit your particular need. Although you can create a pivot
table that does not summarise numerical information, most pivot tables are focused on numbers.
However, it is perfectly feasible, for example, to create pivot tables that merely provide counts of
entries.

What you can do with a Pivot Table:

• You can quickly summarise data from a worksheet (or some other external source)
• You can calculate totals, averages, counts, etc. based on any numeric field(s) in your table
• You can generate charts from your Pivot Tables

• Pivot tables are interactive, that is, you can easily rearrange them by moving, adding, or
deleting fields
• Pivot tables are dynamic, which means that results are automatically recalculated
whenever fields are added or removed, or categories hidden/displayed
• Pivot tables are easy to update if the original worksheet data is changed

Before you begin to create the Pivot Tables it is useful to view the data that you are going to use.
To do this select the Sales Data worksheet tab. View the data, noting the name of each column
and the type of data that each contains.

Creating a Pivot Table

1) Create a Pivot Table based on this data:
a) Click anywhere within the data so
that Excel is aware of the data that
you want to use.
b) In the Insert tab Tables group click
PivotTable to open the Create
PivotTable dialogue box.
c) In this case you want the data to be
used from your table, therefore
ensure that the Select a table or

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range radio button within the Choose the data that you want to analyse panel is selected.
d) As you previously clicked within your table of data, Excel should have identified this data
range correctly, so ensure that the Table/Range: panel contains the range 'Sales Data'!
$A$1:$E$800.
e) For today’s work it is probably better to create your Pivot Tables on separate worksheets,
and so you should ensure that the New worksheet radio button is selected. If it is not, click
it to select.
f) Click OK.

Selecting the Headings (Fields)

The Pivot Table is laid out using four distinct areas: FILTERS, COLUMNS, ROWS and Σ VALUES. The
way in which this works is as follows:
• The ROWS are fields from the
underlying source data that
are assigned a row orientation
in a Pivot Table
• The Σ VALUES are fields from
the underlying source data that
contain data to be summarized
Note: If you place a numerical
field in the Values area the data
will be summed (added up); if
you place a text field in the
Value area the Pivot Table will
automatically count the items
• The COLUMNS are fields that
are assigned a column
orientation in a Pivot Table
• The FILTERS are fields that are
assigned to a page or filter
orientation. Therefore, if you
include a Report Filter field in
the Pivot Table you have a
three-dimensional report that
consists of multiple ‘pages’ each
of which contains a subset of
the data that is summarised in
the report.

You are going to produce a Pivot Table that displays the Order amount for each Salesperson. As a
result, the headings (fields) that you are interested in using are: Salesperson and Order Amount

2) Insert these headings (fields) into your Pivot Table:

a) Drag the Salesperson field, which is located at the right-hand side of the window in the
Choose fields to add to report: area, to the ROWS box beneath.
b) Now drag the Order Amount field to the Σ Values box beneath.
c) Close the PivotTable Fields panel by clicking the X in its top right-hand corner and view the
data displayed in the Pivot Table.

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Renaming a Worksheet
You should notice that Excel has created a new Worksheet for the Pivot Table. As a result, the data
on which the Pivot Table is based has not been changed in any way.
As the Pivot Table has been created on its own Worksheet it is probably worth renaming it to have
a more meaningful name. This is especially useful when you are going to produce a number of
different Worksheets, possibly containing different Pivot Tables.
3) Rename the worksheet containing the Pivot Table:
a) Double-click the PivotTable’s tab at the bottom of the window (probably named Sheet1).
The tab’s name will appear in reverse video to indicate that it can be changed.
b) Now type the new name for the worksheet; In this case call it Sales Pivot Table.
c) To accept the name change, press Enter.

The PivotTable Tools

The PIVOTTABLE TOOLS tab on the ribbon contains a number of very useful buttons that you will
need to employ as you make use of your Pivot Table. They are contextual tabs and will appear
when any part of the Pivot Table is selected.

Modifying the Pivot Table

4) Modify the Pivot Table so that it displays the Order amount for each Salesperson in each
country:
a) Right-click anywhere on the PivotTable and choose Show Field List
The PivotTable Field list area will appear at the right-hand side of the window.
b) To include the Country option in your Pivot Table you need to drag the Country field, from
PivotTable Field list, to the Filters box beneath.
c) You will notice that the Pivot Table has been modified with the Country field being
displayed at the very top (in cells A1, B1). It appears that apart from the inclusion of the
Country field, the Pivot Table has not changed in the way it is displaying the data. However
if you now click the down-arrow to the right of the Country field you will see that you have
the options (All), UK and USA.
6) Modify the data to display just the Order Amounts for each UK Salesperson:
a) Click the down-arrow to the right of the Country field (cell B1) to display the options
available.
b) Select the UK option by clicking on it.
c) Click OK to update the Pivot Table and display just the UK Salespersons’ Order Amounts.
7) Now redisplay All the Salespersons’ Order Amounts:
a) Click the down-arrow to the right of the Country field (cell B1) to display the options
available.
b) Select the (All) option by clicking on it.
c) Click OK to update the Pivot Table and display all the Salespersons’ Order Amounts.

Changing a Field’s Display

You have the total value for each Salespersons’ Order Amount. However, you may want to find out
how many orders they processed in order to achieve this figure.
8) Change the arithmetical operation that is performed, from Sum to Count:
a) If the PivotTable Fields list is not open, reopen it as above.
b) In the Σ Values area of the PivotTable Fields list, click the drop-down arrow next to the
Sum of Order Amount and choose Value Field Settings to open the Value Field Settings
dialogue box.

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c) Ensure that the Name: panel states Sum of Order Amount as it is this field that you want
to change to Count.
d) In the Summarize by: panel click Count to select it. You will see that the value in Name:
changes automatically to Count of Order Amount.
e) Click OK to close the PivotTable Field dialogue box and apply the change.
A quicker way to do this is to right-click on any value in the Sum of Order Amount column, then
click Summarize Values By and then click Count.

Updating the Pivot Table Data

Unlike formulas and charts, Pivot Tables are not automatically updated when the underlying data

is changed. Therefore, to update a Pivot Table you must click the Refresh Data button on
the PivotTable ribbon whenever you have changed the underlying data. In this case, the
underlying data is on a different worksheet, so you would have to return to that sheet to change
the data, and then move back to the sheet with the Pivot Table to refresh it.

Points for Reflection

1) What are the advantages of using a Table?

2) What are the advantages of a customised filter over an Autofilter?

3) Can you think of other uses for the functions introduced in this session?

4) What is a Pivot Table and what are the advantages of using one?

ON YOUR OWN

Driver Distribution specialises in distributing fresh produce to local restaurants in the Birmingham
area. The company currently sells 12 different products through the efforts of three sales
representatives to 10 restaurants. The company, like all small businesses, is always interested in
finding ways to increase revenues and decrease expenses. The company’s founder, Dave Driver,
has recently hired you as a new business analyst. Dave is eager to hear your thoughts and ideas on
how to improve the business and help the company build strong lasting relationships with its
customers.

Dave has provided you with last year’s sales information in the file DriverSales.xlsx. Open the file
DriverSales.xlsx from the VLE, click Enable Editing at the top of the page and save it to your
device.

Help Dave analyse his distribution company by creating and using five pivot tables to determine
the following:

1) Customer pivot table

a) Who is Dave’s best customer by total sales?
b) Who is Dave’s worst customer by total sales?
c) Who is Dave’s best customer by total profit?
d) Who is Dave’s worst customer by total profit?

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2) Product pivot table
a) What is Dave’s best-selling product by total sales?
b) What is Dave’s worst-selling product by total sales?
c) What is Dave’s best-selling product by total profit?
d) What is Dave’s worst-selling product by total profit?
3) Sales Representative pivot table
a) Who is Dave’s best sales representative by total profit?
b) Who is Dave’s worst sales representative by total profit?
4) Sales Representative by Product pivot table
a) What is the best sales representative’s best-selling product (by total profit)?
b) What is the best sales representative’s worst-selling product (by total profit)?
5) Sales Representative by Customer pivot table
a) Who is the best sales representative’s best customer (by total profit)?
b) Who is the best sales representative’s worst customer (by total profit)?

LECTURER: KAMRAN ALI MIR