HANDS-ON EX Bi. 3 Table Manipulation and Aggregation SORT INDIVIDUAL COLUMNS

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HAND-ON EX Bi 3 3 Table Manipulation and Aggregation You want to start analyzing the January transactions for pa Experts by sorting and filtering data in a variety of ways to help you understand the

1 HAND-ON EX Bi 3 3 Table Manipulation and Aggregation You want to start analyzing the January transactions for pa Experts by sorting and filtering data in a variety of ways to help you understand the transactions better. In addition, you need to calculate the required down payment amount and how much customers owe for their spas. Finally, you will convert the table back to a range. kills covered: ort Individual Columns Use the ort Dialog Box Apply Text Filters Filter Create tructured References Add a Total Row Convert a Table to a Range Apply a Number Filter Apply a Date TEP1 ORT INDIVIDUAL COLUMN First, you want to compare the number of transactions by sales rep, so you will sort the data by the Last Name field. After reviewing the transactions by sales reps, you want to see what manufacturer's spas are sold most often. Refer to Figure 4.30 as you complete tep 1. Icon indicates records sorted by this field 3 Down Payment Requirement: f Manufacturer sorted first 4 [ records together within [ records together within FIGURE 4.30 orted Data > '11/2012 1/21/2012 1/26/2012 1/9/2012 1/19/2012 1/9/2012 1/15/2012 1/18/2012 1/18/2012 1/19/2012 1/24/2012» < > w January Data January ngersoh McGutre On* - ;-- { Paid in Fu Pronxitiofi 4, , , ,550 7, , a. Open eq4h2spa_lastnamefirstname if you closed it at the end of Hands-On Exercise 2. ave the workbook with the new name e04h3spa_lastnamefirstname, changing h2 to h3. b. Click the ales Rep Last Name filter arrow, and then select ort A to Z. Excel arranges the records in alphabetical order by last name. All transactions completed by display first. Within each sales rep, records appear in their original sequence by transaction number. Without actually counting the records, which sales rep appears to have the most sales? According to the sorted list, sold the most spas in January. The up arrow icon on the Last Name filter arrow indicates records are sorted in alphabetical order by that column. Hands-On Exercises Excel 201O

2 Always check the table to determine how many levels of sorting you need to apply. If your table contains several people with the same last name but different first names, you would first sort by the Last Name field, and then sort by First Name field individually. All the people with the last name would be grouped together and then further sorted by first name, such as Amanda and then Bradley. To ensure that Excel sorts in the sequence you desire, use the ort dialog box instead of sorting columns individually. C. Click the Manufacturer filter arrow, and then select ort A to Z. Excel arranges the records in alphabetical order by manufacturer. displays first. Within the group, the records are further sorted by the previous sort: last name. appears before. The up arrow icon within the Manufacturer filter arrow indicates that records are sorted in alphabetical order by this column (see Figure 4.30). d. Click the Transaction Number filter arrow, and then select ort A to Z. ave the workbook. Excel arranges the records back in their original sequence by transaction number. TEP 2 UE THE ORT DIALOG BOX You want to review the transactions by payment type (financed or paid in full). Within each payment type, you want to further compare the transaction type (promotion or standard). Finally, you want to compare costs within the sorted records by displaying the highest costs first. You will use the ort dialog box to perform a three-level sort. Refer to Figure 4.31 as you complete tep 2. First-level sort by Payment Type econd-level sort by Transaction I Third-level sort by Amount from high to low FIGURE 4.31 Three-Level ort> Down Payment Requirement: 25% 6 ; !<«> >! January Pi 1/1/2012 1/25/2012 1/1/2012 1/31/2012 1/28/2012 1/21/2012 1/11/2012 1/20/2012 1/9/2012 1/13/2012 1/10/2012 1/24/2012 1/7/2012 1/21/2012 1/18/2012 1/17/2012 ita January xperts Monthly Transactions ales Rep ales Re B First Namfl Last Ham j Hpinan e e F Totals uary Range The Onginal Hot Tub Port-a-oa Fin. Final nttypeb Tr, Prompt onj Promot Promot Promot Promot ,000 11,250 10,000 8,560 8, , ,500 7,400 6, , , , J2JQQQ. a. Click inside the table. Click the Data tab. Both the Data and Home tabs contain commands to open the ort dialog box. b. Click ort in the ort & Filter group. The ort dialog box opens. You start by specifying the column for the primary sort. In this case, you want to sort the records first by the Payment Type column. C. Click the ort by arrow, and then select Payment Type. The default ort On is Values, and the default Order is A to Z. CHAPTER 4 Datasets and Tables

3 d. Click Add Level. The ort dialog box adds the Then by row, which adds a secondary sort. e. Click the Then by arrow, and then select Transaction. Excel will first sort the records by the Payment Type. Within each Payment Type, Excel will further sort records by Transaction. f. Click Add Level to add another Then by row. Click the second Then by arrow, and then select Amount. g. Click the Order arrow for the Amount sort, and then select Largest to mallest. Within the Payment Type and Transaction sorts, this will arrange the records with the largest amount first in descending order to the smallest amount. h. Click OK and scroll through the records. ave the workbook. Figure 4.31 shows the sorted records. Most customers finance their spas instead of paying for their spas in full. For the financed spas, about half were promotional sales and half were standard sales. For those spas paid in full, a majority of the transactions were standard sales, indicating that people with money don't necessarily wait for a promotional sale to buy their spas. s~ TEP FIGURE 4.32 ales for Two Manufacturers > APPLY TEXT FILTER Now that you know had the most transactions, you want to focus on her sales for January. In particular, you want to filter the table to show only her records. You notice that she sells more s and than the, so you will filter out the erenity pa sales. Refer to Figure 4.32 as you complete tep 3. Transaction Humbert J5j Heist,- Date! 1 First Namd Last Nan- 1/1/2012 1/ /31/2012 1/11/2012 1/9/2012 1/24/2012 1/18O012 1/31/2012 1/26/2012 1/18/2012 1(28/2012 1/ /19/2012 McGutre y Data Januajj Totals 22 of 70 re ords found j January Range >.1^HP^p^Bn^j I i The Original Hot Tuc Porta-pa Porta-pa Porta-pa Porta-pa Porta-pa?7 ~"lil < I nnp UjsEM $ 26,500 % ~" 12,500 $ $ $ $ $ 6780 $ 3200 $ $ $ 7, ,...j "_B IK I * Fl i \immm 100% - + a. Click the ales Rep Last Name filter arrow. The (elect All) check box is selected. b. Click the (elect All) check box to deselect all last names. C. Click the check box, and then click OK. The status bar indicates that 27 out of 70 records meet the filtering condition. The Last Name filter arrow includes a funnel icon, indicating that this column is filtered. d. Click the Manufacturer filter arrow. Hands-On Exercises Excel 2O1O

4 e. Click the check box to deselect this manufacturer, and then click OK. ave the workbook. You filtered out the brand that sold. The remaining 22 records show 's sales for the s and brands sold. The Manufacturer filter arrow includes a funnel icon, indicating that this column is also filtered. TEP 4 APPLY A NUMBER FILTER You now want to focus on the amount of sales for. In particular, you are interested in how much gross revenue she generated for spas that cost at least $10,000 or more. Refer to Figure 4.33 as you complete tep 4. Transaction Numberfl " "if m ales Rep ales Rep Down Date IB First NaniQ Last Nam El Manufacturer Q Payment Tvpefi TransacticB Amount 3 Pavmenfl /1/2012 $ 15,000 1/25/ ,500 1/31/ , /2012 The Original Hot Tufa 22,500 1/18/ , Owed T Number of filtered records FIGURE 4.33 Filtered to Amounts Greater Than or Equal To $10,000 > «* ' ' Januar1 Data January Totals January Range > ]H «I Rtady 7ot70i«ordifouna Avetigc: 518,964 Count 7 um :::. '. -r a. elect the range H6:H75 of the filtered list, and then view the status bar. The average transaction amount is $10,159 with 22 transactions (i.e., 22 filtered records). 's total January sales are $223,502. You will use this total to see how much of the $223,502 sales generated are for higher-priced models she sold. b. Click the Amount filter arrow. C. Point to Number Filters, and then select Greater Than Or Equal To. The Custom AutoFilter dialog box opens. The default comparison is is greater than or equal to, although you could change it if needed. d. Type in the box to the right of is greater than or equal to, and then click OK. ave the workbook. When typing numbers, you can type raw numbers such as or formatted numbers such as $10,000. Out of the original 27 spas sold, she sold only 7 of the s and brands that cost $10,000 or more. Out of the $223,502 total sales for those two brands, sold $132,750 in the higher-priced models costing $10,000 or more. [ TROUBLEHOOTING: If no records display or if too many records display, you might have I entered or Repeat steps b-d. CHAPTER 4 Datasets and Tables

TEP APPLY A DATE FILTER Finally, you want to study 's sales records for the week of January 22. You will add a date filter to identify those sales records. Refer to Figure 4.34 as you complete tep 5.

5 TEP APPLY A DATE FILTER Finally, you want to study 's sales records for the week of January 22. You will add a date filter to identify those sales records. Refer to Figure 4.34 as you complete tep 5. Number of filtered records FIGURE 4.34 Filtered by Dates Between 1/22/2012 and 1/28/2012 > a. Click the Date filter arrow. b. Point to Date Filters, and then select Between. The Custom AutoFilter dialog box opens. The default comparisons are is after or equal to and is before or equal to, ready for you to enter the date specifications. C. Type 1/22/2012 in the box on the right side of is after or equal to. You specified the starting date of the range of dates to include. You will keep the And option selected. d. Type 1/28/2012 in the box on the right side of is before or equal to. Click OK. ave the workbook. had only two sales during that week, totaling $35,000. TEP 6 CREATE TRUCTURED REFERENCE To continue reviewing the January transactions, you need to calculate the required down payment for customers who financed their spas. The required down payment is located above the table data so that you can change that value if needed later. In addition, you need to calculate how much customers owe on their spas if they did not pay in full. You will use structured formulas to perform these calculations. Refer to Figure 4.35 as you complete tep 6. Hands-On Exercises Excel 2O1O

6 f tructured references ]_ in formula J [ Down payment _ 1 formula results J f Formulas copied down their ) respective table columns J I URE 4.35 tructured ^reiices in Formulas > Home Insert Page layout Table Name: jj u mmarize with PivotTable Tatalel ORe jze Table j^ Convert to Range Proi ert«s 16 B 1 2 ' 3 nt Requirement: 4 if w < > Ready Hljr V1/2012 1/1/2012 1/7/2012 1/7/2D12 -a Remove Duplicate Tools "C 25% Formu as Data Review View Add-lns ' Design Export JV] Header Row 1 i% Open in Browser Q Total Row Refresh 3 Unlink 2! Banded Rows External Table Data C3 First Column O t-ast Column [j Banded Coluoms : Table tyle Options Jfc] =IF([PaymentType]="PaidinFull",[Amount],[Amount]*C3) U G un ~T [) F ' The pa Experts Monthly Transactions Oteta Paid in Fufl The Onginal Hot Tub Paid in FuH Paid in Pud InoersoH erenity oas Paid tn Full ta January Totals Janua HI OEM UMUUUBBB Table tyles! H i I! $ 15,000 {$.: : j : : I 12,000 $ , J 1, ,432 $ 1, $ 1, ,432 $ 1, , t $ $ 2, $ ,550 $ 4, $ $ $ 7,450 $ J $ 6780 $ $ $ $ 1, $ $ 5000 % a Q = BiTFTTiT zr mil I 5Jflaii-i4QQ-QQ. -. j ( 11, $ $ 7, $ J $ $ 19,87500 $ 3, $ $ *d f- 1 i 1 1 >[?*! - a. Click the January Totals worksheet tab. To preserve the integrity of the sorting and filtering in case your instructor wants to verify your work, you will continue with an identical table on another worksheet. b. Click in the Name Box, type 16, and then press Enter to go to cell 16. Click Insert Function on the Formula Bar to open the Insert Function dialog box, select IF in the elect a function list, and then click OK. C. Type [Payment Type]="" in the Logical_test box. The logical test evaluates whether a customer paid in full, indicated in the Payment Type column. Remember to type the brackets around the column heading. d. Type [Amount] in the Value_if_true box. If a customer pays in full, their down payment is the full amount. e. Type [Amount] *$C$3 in the Value if_false box. If a customer does not pay in full, they must pay a required down payment. You use [Amount] to refer to the Amount column in the table. You must enclose the column heading in brackets. The amount of the spa is multiplied by the absolute reference to C3, the cell containing the required down payment percentage. You make this cell reference absolute so that it does not change when Excel copies the formula down the Down Payment column. Figure 4.35 shows the formula in the formula bar. f. Click OK to enter the formula (see Figure 4.35). Because you are entering formulas in a table, Excel copies the formula down the column automatically. The first customer must finance $3,750 (25% of $15,000). The columns in the current worksheet have been formatted as Accounting Number Format for you. TROUBLEHOOTING: If the results seem incorrect, check your function. Errors will result if you do not enclose the field names in brackets, if you have misspelled a field name, if you omit the quotation marks around, and so on. Correct any errors. v CHAPTER 4 Datasets and Tables

g. Click cell J6. Type the formula =[Amount]-[Down Payment] and press Enter. ave the workbook. The formula calculates how much customers owe if they finance their hot tubs.

7 g. Click cell J6. Type the formula =[Amount]-[Down Payment] and press Enter. ave the workbook. The formula calculates how much customers owe if they finance their hot tubs. Excel copies the formula down the column. TEP? ADD A TOTAL ROW The table is almost complete, but you want to see the monthly totals for the Amount, Down Payment, and Owed columns. Instead of entering UM functions yourself, you will add a total row. Refer to Figure 4.36 as you complete tep 7. =UBTOTAM109,(Amount]) f Totals added J The Onginal Hot Tub 6,780 6,780 27,000 4,550 8,490 5, ,560 26,500 7, , ,200 3,200 18, $ 7,540 $ ,000 11,250 58,012 3, , , , , , , , , , , , , , , , , FIGURE 4.36 Totals for Filtered Table > a. Click the Design tab, and then click Total Row in the Table tyle Options group. Excel displays the total row after the last record. It sums the last column of values automatically. The total amount customers owe is $259, b. Click the Down Payment cell in row 76, click the total arrow, and then select um. Increase the Down Payment column width as needed. You added a total to the Down Payment column. The total amount of down payment collected is $406, The formula appears as =UBTOTAL( 109,[Down Payment]) in the Formula Bar. C. Click the Amount cell in row 76, click the total arrow, and then select um. You added a total to the Amount column. The total amount of spa sales is $666,818. The formula appears as =UBTOTAL( 109,[Amount]) in the Formula Bar. d. Filter by again. ave the workbook. Notice that the total row values change to display the totals for only the filtered records. Hands-On Exercises Excel 2O1O

TEP CONVERT A TABLE TO A RANGE Your last task for now is to convert a copy of the table to a range again so that you can apply other formats. Refer to Figure 4.37 as you complete tep 8.

8 TEP CONVERT A TABLE TO A RANGE Your last task for now is to convert a copy of the table to a range again so that you can apply other formats. Refer to Figure 4.37 as you complete tep 8. [ Table Tools tab no longer available [ tructured formula X f Filter arrows removed Alternating table style colors remain FIGURE 4.37 Table Converted to a Range H Insert Pag* Layout Formulas Data Review m ^-Insert- Z - fff JA Aral -jo - A' A' "*'««- 3"' Accounting "* ' aj" m m * *D«««. 1- ^f ** Paste B I H ' M Conditional Format CeH E:- & A- fmm»» m~ $ - %» To <._ ort& Fmd& * *r Formatting - as Table * tyles - gp Format- ^- Filter - elect - Ciipbosfd ^ fa nt Q Alignment 'i i Number tyles Cells Editing a i; I) jtf='january Range'!$H$6:$H$75-'January Range'!$l$6:$l$75 ti M 1 1 ^^^^^ 2 ; 3 25% 4 ^ JQud 6" Jj 8 9 Oteta _22_ Ready t I r- The pa Experts Monthly Transactions BEJE pl^lyh The Original Hot Tufa Ingersotl Inoersoll erenttv oas anuaiv Toas January Range (J HQjMu Pro motion ^^^^2 $ 15,000 $ 3, ,240 $ $ $ 5,432 1, $ $ 27,000 $ $ $ 10,000 $ $ $ 8,490 $ 8, J $ $ , J $ 1,25000 $ $ $ 5,000 % laoqjffl [j]< Bi J K L rh ] BE55JB ~ ;, :oo oo I , , ,07400 $ 7, ,500,00 s s -! % 5,58750 $ $ 3,750,00 $ , i - ;, n"; I] 100%, 0 J,+ a. Click the January Range worksheet tab. To preserve the integrity of the sorting and filtering in case your instructor wants to verify your work, you will continue with an identical table on another worksheet. b. Click within the table, and then click the Design tab, if necessary. C. Click Convert to Range in the Tools group. Excel displays a message box asking if you want to convert the table to a range. d. Click Yes. Excel converts the table to a range. The filter arrows disappear, and the Table Tools no longer display. The range is still formatted using the table style you applied. The structured formula =[Amount]-[Down Payment] changes (see Figure 4.37). e. Double-click the border between the column I and } headers to increase the width of column I so that the down payment total displays on the last row. f. ave the workbook. Keep the workbook onscreen if you plan to continue with Hands-On Exercise 4. If not, close the workbook and exit Excel. CHAPTER 4 Datasets and Tables

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If you want to flag a question for later review, select the Mark for review button. Exam Number: 584002RR Lesson Name: Microsoft Excel 2016 Exam Guidelines: This exam is now available only in the online assessment system. If your study guide still contains an exam, that exam is no longer