Chapter 3 :

MICROSOFT EXCEL
(DATA OPERATION & GRAPH)
1
Objectives
: Sorting

Subtotal

Filtering

Pivot table

Graph

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3.4 Data
Operation

Excel provide data operations such as :

 Sorting - can sort data on one column or multiple columns, in ascending or descending order.
 Subtotal - can perform a number of calculations and keep them in line with the rest of data.
 Filtering - filter data if only want to display records that meet certain criteria.
 Pivot table – allows to extract the significance from a large, detailed data set.

in order to help the users do the data analysis.

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3.4.1 Sorting : One
Column
 Sorting ONE column

1. Click any cell in the column that

would like to sort (eg: cell A2 : Tesco).
2. Click Data tab.
3. In a Sort & Filter group, select Sort
A to Z (ascending order) or Sort Z
to A (descending order)

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3.4.1 Sorting : One
Column
 Output :

Sorting in
ascending order (A
to Z)

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3.4.1 Sorting : Multiple
Columns

Sorting MULTIPLE columns

1. Click any cell in the column that

would like to sort.
2. Click Data tab.
3. In a Sort & Filter group, select
Sort
button

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3.4.1 Sorting : Multiple
Columns
4. The Sort dialog box display.
5. Select Supermarket from the 'Sort by'
drop-down list.
6. Click on Add Level.
7.Select Product from the 'Then by' drop-
down list.
8. Click OK.

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3.4.1 Sorting : Multiple
Columns
Output :

Records are sorted by

Supermarket and Product
in ascending order

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3.4.2
Subtotal

Subtotal can perform a number of calculations and keep them in line with the rest of data

It is differs from other functions whereby the results of those calculations will be excluded
from a range you select to perform a function on.
 Syntax :
=SUBTOTAL(function_num,ref1,….)

=SUBTOTAL(109, C3:C10)

Cell range

SUM

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3.4.2
Subtotal

The SUBTOTAL function ignores

The SUM function
manually hidden rows and calculates
includes
the correct result.
manually hidden rows.
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3.4.3
Filtering
1. Click any single cell inside a data set.
2. On the Data tab, in the Sort & Filter
group, click Filter

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3.4.3
Filtering
3. Arrows in the column headers appear.
4. Click the arrow next to Supermarket.

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3.4.3
Filtering
5. Click on Select All to clear all the check
boxes.
6. Click the check box next :L & N Superstores

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3.4.3
Filtering
Output :

7.Excel only displays the L & N

Superstores in the
Supermarket.
8.Click Clear button to clear the filter
function

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3.4.4 Pivot
Table
Pivot tables allows to extract the
significance from a large, detailed data
set.
Example : The data set consists of 1553
records and 5 fields (Supermarkets, Product,
Month, Units and Sales).

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3.4.4 Pivot Table :
Insert
1. Click any single cell inside the data set.
2. On the Insert tab, in the Tables group, click PivotTable.
3. The following dialog box appears. Excel automatically
selects the data for user. The default location for a
new pivot table is New Worksheet.
4. Click OK.

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3.4.4 Pivot Table : Drag
Field
5. The PivotTable Fields pane appears. To get the total
amount sales of each product, drag the following fields
to the different areas.
1. Product field to the Rows area.
2. Sales field to the Values area.
3. Supermarket field to the Filters area.

Then, users can find

the pivot table.

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3.4.4 Pivot Table :
Sort
Example : To know which
product at the top of the list,
sort the pivot table.
1.Click any cell inside the
Sum of Sales column.
2.Right click and click on
Sort, Sort Largest to
Smallest.

Result :
Avocado is the top
product

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 3.4.4 Pivot Table :
Filter
Because we added the Supermarket
field to the Filters area, we can filter this
pivot table by Supermarket.
For example, which products is
the highest sales by Dunnes
Stores?
1.Click the filter drop-down and select
Dunnes Stores.

Result :
Dates is the
highest product
sales by Dunnes
Stores.
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 3.4.4 Pivot Table : Change
Summary
Calculation
By default, Excel summarizes
the data by either summing
or counting the items.
To change the type
of calculation :
1. Click any cell inside
the Sum
of Sales column.
2.Right click and click on Value
Field Settings.
3.Choose the type of
calculation would like to use.
For example, click Count.
4. Click OK.

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3.4.4 Pivot Table : Change
Summary
Result :
Calculation
18 out of the 114 sales by
Dunnes Stores were 'Avocado‘.

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 3.4.4 Pivot Table : Two
Dimensional
If drag a field to the Rows area and Columns
area, user can create a two-dimensional
pivot table.
1. First, insert a pivot table.
2.Next, to get the monthly sales and product
by supermarket, drag the following fields to
the different areas.
1. Supermarket field to the Rows area.
2. Product field to the Columns area.
3. Sales field to the Values area.
4. Month field to the Filters area.

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3.4.4 Pivot Table : Two
Dimensional
Two-
dimensional
pivot table.

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3.4.4 Pivot Table : Two
Dimensional
Example : January sales and product by supermarket.

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 3.4.4 Pivot Table : Pivot
Chart
 A pivot chart is the visual representation of a pivot table in
Excel.
 Pivot charts and pivot tables are connected with each other.
 Eg : Two-dimensional
Pivot table

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3.4.4 Pivot Table : Pivot
Chart
1.Click any cell inside the pivot
table.
2.On the Analyze tab, in the Tools
group, click PivotChart.
3.The Insert Chart dialog box
display.
3. Click OK.
Below you can find the pivot
chart. This pivot chart will amaze
and impress your boss.

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3.4.4 Pivot Table : Pivot
Chart
Result :
The pivot chart.
**Note: any changes in pivot
chart are immediately reflected in
the pivot table and vice versa.

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3.5 Graph /
Chart
1. Select the range B3:C7.
2.On the Insert tab, in
the Charts group, click
the Insert Column Chart.

3. Select
desired type of
column chart

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3.5 Graph /
Chart
Result :

Use Add
Chart
Element to

format/edi
t the chart

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3.5 Graph /
Chart

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