Ministry of Higher Education and Scientific Research

University of Algiers 3

Faculty of Economic Sciences, Commercial Sciences and Management Sciences

First Year L1

Module : Computer Science 1

Chapter 2 :
Getting started with Excel Software.
Course 2: Creating tables & operating tools.

From the achievements of the professors: Iabbassen Dalila and Mahri Soumia
Under the supervision of the Pedagogical Team for Computer Science 1

Azzi Sihem Kaddour Daouia

Baouni Lila Lalouche Ghania

Belaribi Fatma zohra Mahfoud Sami
Brahim Bounab Mohammed Amine Mahri Soumaya

Diab Mansour Riache Lakhdar

Djebrouni Nadia Sadouki Akila

Djeddou Djamel Yala Adel

Gueham Assia Zirem Djamila

Iabbassen Dalila

Academic Year : 2023 – 2024

Chapter 2: Part 2-Creating tables & operating tools.

1. What is an Excel Table?

• Isn’t an Excel worksheet a table by default?

•They all have rows

•They all have columns

• No, although all worksheets are Tabular in their looks, they are just a collection of individual cells.

An Excel table is a powerful way to organize and manage your data in Microsoft Excel. It's more than just
a simple range of cells; it's a named object with unique features that make data analysis and
manipulation easier. Here's a breakdown :

Think of it as a container :

• Imagine your data as loose items scattered around a room. An Excel table acts like a box that
neatly stores all those items, keeping them organized and easier to find.

Key features :

• Automatic formatting: When you create a table, Excel automatically adds headers, filters, and
other helpful elements.

• Easy expansion: As you add new data, the table automatically grows to accommodate it, unlike a
static cell range.

• Powerful calculations: You can create calculated columns within the table to perform automatic
calculations based on existing data.

• Filtering and sorting: Each header has built-in filter and sort options, letting you quickly focus on
specific information.

• Relationship awareness: Excel understands the connections between data points within the
table, making it smarter for analysis and reporting.

Benefits of using tables :

• Saves time: Formatting, calculations, and data management become automatic, saving you
manual effort.

• Reduces errors: Automatic features minimize the risk of mistakes in calculations and data
manipulation.

• Improves clarity: Filtering and sorting help you clearly visualize and analyze your data.

• Flexibility: Tables can be easily resized, moved, and even converted to other data formats.

In Excel 2007, and later versions, you can use the Table command to convert a list of data into a formatted
Excel Table. Tables have many features, such as sorting and filtering, that will help you organize and better
view your data.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 1

Chapter 2: Part 2-Creating tables & operating tools.

Figure 1. Example of an Excel table.

2. How to create a table

2.1. Preparing Data
Before you create the formatted Excel Table, follow these guidelines for organizing your data:

• The data should be organized in rows and columns, with each row containing information
about one record, such as a sales order, or inventory transaction.
• In the first row of the list, each column should contain a short, descriptive and unique
heading.
• Each column in the list should contain one type of data, such as dates, currency, or text.
• Each row in the list should contain the details for one record, such as a sales order. If
possible, include a unique identifier for each row, such as an order number.
• The list should have no blank rows within it, and no completely blank columns.
• The list should be separated from any other data on the worksheet, with at least one blank
row and one blank column between the list and the other data.

Figure 2. Preparing table’s data.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 2

Chapter 2: Part 2-Creating tables & operating tools.

2.2. Transform data to an Excel Table ( click here to see the video )
Select the cells you want to format as a table. And then choose one of these three ways:

Use the Insert Table option from the

Insert ribbon

Use Ctrl + t from the keyboard

Use Format as Table command in

the Styles group on the Home
ribbon.

• A dialog box will appear, confirming the range of cells you

have selected for your table. The cells will appear selected in
the spreadsheet, and the range will appear in the dialog box.
• If necessary, change the range by selecting a new
range of cells directly on your spreadsheet.
• If your table has headers, check the box next to My
table has headers.
• finally Click OK to accept these settings, and the table
will be formatted as shown in figure 1.
Note: when we create table or when the mouse pointer is put at any cell of the table range, a new ribbon
called “Table Design” is added to the menu.

Convert an Excel table back into data

To convert a table back into normal cells, click the Convert to Range command from the Tools group in the
Table Design tab. The filters and Design tab will then disappear, but the cells will retain their data and
formatting.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 3

Chapter 2: Part 2-Creating tables & operating tools.

3. Filling cells
3.1. Autofill cells ( click here to see the video )
• The fastest way to autofill is to use Excel's Fill Handle: a plus sign that displays
when the mouse hovers over the bottom right corner of a selected cell.
• Select the cell(s) containing the data you entered, drag the Fill Handle to select
the cells to autofill, and release the mouse.

Autofill Cells with the Same Value:

• For adjacent cells, type the starting value in the first cell, select that cells and
those to autofill, and press Ctrl + D.
• Another method is after typing the first entry. hover the mouse in that cell until
the Fill Handle displays, and drag the Fill Handle to select and fill the other cells.
• Autofill non-adjacent cells or cell ranges? First, select the cells while pressing
the Ctrl key. Type the value to be replicated, and press Ctrl + Enter.

Autofill Dates:
• A common use of the autofill function of Excel is to autofill dates. For
sequential dates, which is the default, just type the first date and drag with
the Fill Handle to select and autofill additional cells.
• The easiest way to autofill non-sequential dates is to enter the first two
dates and drag with the Fill Handle to select and autofill additional cells. We
cover other methods in How to Autofill Dates. Or you can enter the first date,
press and hold the right-mouse button, and drag the Fill Handle to select the
cells to be filled. Then click "Series" on the menu that displays, enter the
desired Step Value, and click OK.

Autofill a Linear Series:

• In a linear series of numbers, the same constant is added to each number to
arrive at the next number. Autofilling a linear series in Excel is easy! Enter the first
two numbers, click in these cells and drag the Fill Handle up, down, left, or right
to select and autofill additional cells.

Autofill a Growth Series:

• In a growth series, the next number is always found by multiplying by a constant.
To autofill a growth series, enter the first two numbers, select these cells and drag
the Fill Handle with the right-mouse button pressed, and click "Growth Trend"
from the menu that displays.
• If you don't like using the Fill Handle, enter the first number, select it and the
cells to autofill, bring up the Series Dialog Box (Fill) from the Editing section of the
ribbon, click "Growth" and enter your "Step Value."

Autofill Days and Weekdays:

• Excel can autofill days of the week! For sequential days, enter the first day and
drag the Fill Handle to select the cells to autofill. For non-sequential days, enter
the first two days and drag with the Fill Handle.
• For weekdays, enter the first day, press the right mouse button and drag the Fill
Handle to select the cells to be filled, and chick "Fill Weekdays" from the menu
that appears.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 4

Chapter 2: Part 2-Creating tables & operating tools.

3.2. Data Validation:

Use data validation to restrict the type of data or the values that users enter into a cell, like a dropdown
list.
When is data validation useful?
Data validation is invaluable when you want to share a workbook with others, and you want the data
entered to be accurate and consistent. Among other things, you can use data validation for the following:
• Restrict entries to predefined items in a list— For example, you can limit a user’s department
selections to Accounting, Payroll, HR, to name a few.
• Restrict numbers outside a specified range— For example, you can specify a maximum
percentage input for an employee’s annual merit increase, let’s say 3%, or only allow a whole
number between 1 and 100.
• Restrict dates outside a certain time frame— For example, in an employee time off request, you
can prevent someone from selecting a date before today’s date.
• Restrict times outside a certain time frame— For example, you can specify meeting scheduling
between 8:00 AM and 5:00 PM.
• Limit the number of text characters— For example, you can limit the allowed text in a cell to 10
or fewer characters.
• Validate data based on formulas or values in other cells— For example, you can use data
validation to set a maximum limit for commissions and bonuses based on the overall
projected payroll value. If users enter more than the limit amount, they see an error message.
How to validate data? ( click here to see the video )
1. Select the cell(s) you want to create a rule for.

2. Select Data >Data Validation.

3. On the Settings tab, under Allow, select

an option:

▪ Whole Number - to restrict the cell to accept only whole ▪ Time - to restrict the cell
numbers. to accept only time.
▪ Decimal - to restrict the cell to accept only decimal numbers. ▪ Text Length - to restrict
▪ List - to pick data from the drop-down list (section 3.3). the length of the text.
▪ Date - to restrict the cell to accept only date. ▪ Custom – for custom
formula.
4. Under Data, select a condition.

5. Set the other required values based on what you chose for Allow and Data.

6. Select the Input Message tab and customize a message users will see when entering data.

7. Select the Show input message when cell is selected checkbox to display the message when the
user selects or hovers over the selected cell(s).

8. Select the Error Alert tab to customize the error message and to choose a Style.

9. Select OK.

Now, if the user tries to enter a value that is not valid, an Error Alert appears with your customized
message. - Click here to download a practice workbook -

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 5

Chapter 2: Part 2-Creating tables & operating tools.

3.3. Create a drop-down list – ( click here to see the video )

You can help people work more efficiently in worksheets by using drop-down lists in cells. Drop-
downs allow people to pick an item from a list that you create

- Click here to download a practice workbook -

Figure 3. example of a drop-down list.

How to make a drop-down list from another sheet?
1. In a new worksheet, type the entries you want to appear in your drop-
down list. Ideally, you’ll have your list items in an Excel table.

2. Select the cell in the worksheet where you want the drop-down list.

3. Go to the Data tab on the Ribbon, and then Data Validation.

4. On the Settings tab (figure 4), in the Allow box, select List.

5. Select the Source box, then select your list range. We put ours on a sheet
called Cities, in range A2:A9. Note that we left out the header row,
because we don't want that to be a selection option.

Figure 4. creating a drop-down list from another sheet.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 6

Chapter 2: Part 2-Creating tables & operating tools.

Note: You can also fill the source box with a constant values list, separated by a semicolon (;).

For example:

Example 1: Yes; No; Not sure.

Example 2: Male; Female.

Example 3: Licence; Master; Doctorat.

6. If it’s OK for people to leave the cell empty, check the Ignore blank box.

7. Check the In-cell dropdown box.

8. Select the Input Message tab.

▪ If you want a message to pop up when the cell is

selected, check the Show input message when cell
is selected box, and type a title and message in the
boxes (up to 225 characters). If you don’t want a
message to show up, clear the check box.

9. Select the Error Alert tab.

▪ If you want a message to pop up when someone

enters something that's not in your list, check
the Show error alert after invalid data is
entered box, pick an option from the Style box, and
type a title and message. If you don’t want a
message to show up, clear the check box.

10. Not sure which option to pick in the Style box?

▪ To show a message that doesn’t stop people

from entering data that isn’t in the drop-
down list, select Information or Warning.

Information will show a message with this

icon and Warning will show a message

with this icon .

▪ To stop people from entering data that isn’t

in the drop-down list, select Stop.

Note: If you don't add a title or text, the title defaults to "Microsoft Excel" and the message to: "The
value you entered is not valid. A user has restricted values that can be entered into this cell."

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 7

Chapter 2: Part 2-Creating tables & operating tools.

4. Sort & Filter Data

Your data is now an Excel Table, and is automatically
formatted with a default Table Style, which you can
change. The heading cells have drop down arrows that
you can use to sort or filter the data.

4.1. Sorting Data ( the video )

As you add more content to a worksheet, organizing this
information becomes especially important. You can
quickly reorganize a worksheet by sorting your data. For
example, you could organize a list of contact information
by last name. Content can be sorted alphabetically,
numerically, and in many other ways.

We can sort a table using one of these 3 methods:

Click on the drop-down arrow of the

heading cell in the column you want to
sort by

Select a cell in the column you want to

sort by, and then Use Sort & Filter
command in the Editing group on the
Home ribbon

Select a cell in the column you want to

sort by, and then Use Sort & Filter group
on the Data ribbon

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 8

Chapter 2: Part 2-Creating tables & operating tools.

Then choose the way of sorting, as an example of sort on alphabetic data, click the A-Z command to sort
by ascending order, or the Z-A command to sort by descending order, or choose to use a custom sorting.

Custom sorting
Sometimes you may find that the default sorting options can't sort data in the order you need. Fortunately,
Excel allows you to create a custom list to define your own sorting order.

To create a custom sort:

In our example below, we want to sort the worksheet by T-Shirt Size (column D in figure 5). A regular sort
would organize the sizes alphabetically, which would be incorrect. Instead, we'll create a custom list to
sort from smallest to largest.

- Click here to download a practice workbook -

Figure 5. Table to sort.

The Sort dialog box will appear after choosing a custom sort. Select the column you want to sort by, then
choose Custom List... from the Order field. In our example, we will choose to sort by T-Shirt Size.

The Custom Lists dialog box will appear. Select NEW LIST from the Custom Lists: box.

Type the items in the desired custom order in the List entries: box. In our example, we want to sort our
data by T-shirt size from smallest to largest, so we'll type Small, Medium, Large, and X-Large,
pressing Enter on the keyboard after each item.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 9

Chapter 2: Part 2-Creating tables & operating tools.

Click Add to save the new sort order. The new list will be added to the Custom lists: box. Make sure the
new list is selected, then click OK.

The Custom Lists dialog box will close. Click OK in the Sort dialog box to perform the custom sort.

The worksheet will be sorted by the custom order. In our example, the worksheet is now organized by T-
shirt size from smallest to largest.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 10

Chapter 2: Part 2-Creating tables & operating tools.

Figure 6. Custom ordered table.

4.2. Filtering Data ( click here to see the video )

If your worksheet contains a lot of content, it can be difficult to find information quickly. Filters can be
used to narrow down the data in your worksheet, allowing you to view only the information you need.

To filter data:
In our example, we'll apply a filter to an equipment log worksheet to display only the laptops and
projectors that are available for checkout.

- Click here to download a practice workbook -

• In order for filtering to work correctly, your worksheet should include a header row (figure 8), which is
used to identify the name of each column. In our example, our worksheet is organized into different
columns identified by the header cells in row 1: ID#, Type, Equipment Detail, and so on.

Figure 8. Header row.

• Select the Data tab, then click the Filter command (see Figure9 (1)).

• A drop-down arrow will appear in the header cell for each column (see Figure9 (2)).
• Click the drop-down arrow for the column you want to filter. In our example, we will filter column B to
view only certain types of equipment (see Figure9 (2)).
• The Filter menu will appear (see Figure9 (3)).
• Uncheck the box next to Select All to quickly deselect all data (see Figure9 (4)).

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 11

Chapter 2: Part 2-Creating tables & operating tools.

• The data will be filtered, temporarily hiding any content that doesn't match the criteria. In our example,
only laptops and projectors are visible (Figure9).

Figure 9. filtering data steps.

Figure 10. Filtered table with one filter.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 12

Chapter 2: Part 2-Creating tables & operating tools.

Applying multiple filters:

Filters are cumulative, which means you can apply multiple filters to help narrow down your results. In
this example, we've already filtered our worksheet to show laptops and projectors, and we'd like to narrow
it down further to only show laptops and projectors that were checked out in August.

To do this, just make a second filter in column D; by following the same steps done to make the first filter
in the common B.

Figure 11. Filtered table with two filters.

Clear a filter:
After applying a filter, you may want to remove—or clear—it from your worksheet so you'll be able to
filter content in different ways.

• Click the drop-down arrow for the filter you want to clear. In our example, we'll clear the filter in
column D.

• The Filter menu will appear.

• Choose Clear Filter From [COLUMN
NAME] from the Filter menu. In our
example, we'll select Clear Filter From
"Checked Out".
• The filter will be cleared from the column.
The previously hidden data will be
displayed.

To remove all filters from your worksheet,

click the Filter command on the Data tab.

Developed by: Dr Iabbassen Dalila and Mahri Soumia Page 13