Session 7: Advanced Data Management Techniques

Objective: Teach students how to use advanced data management techniques in

Excel, focusing on conditional formatting, tables, and pivot tables.

Duration: 1 hour

1. Review of Session 6 (5 minutes)

- Quick recap of key points from the previous session.

- Answer any lingering questions.

2. Conditional Formatting (20 minutes)

- Introduction to Conditional Formatting:

- Explanation of what conditional formatting is and its uses.

- Examples: Highlighting cells based on values, creating data bars, color scales,
and icon sets.

- Applying Conditional Formatting:

1. Select the range of cells to format.

2. Go to the "Home" tab and click on "Conditional Formatting".

3. Choose a rule type (e.g., "Highlight Cell Rules", "Top/Bottom Rules", "Data
Bars", "Color Scales", "Icon Sets").

- Customizing Rules:

- Creating custom rules:

1. Select "New Rule" from the Conditional Formatting menu.

2. Choose a rule type and set the criteria.

3. Define the format to apply (e.g., font color, fill color, border).

- Managing Rules:

- Editing and deleting rules:

1. Select "Manage Rules" from the Conditional Formatting menu.

2. Choose the rule to edit or delete and make the necessary changes.
3. Working with Tables (20 minutes)

- Creating and Formatting Tables:

- Explanation of the advantages of using tables (automatic filtering, easy

sorting, and formatting).

1. Select the range of data to convert into a table.

2. Go to the "Insert" tab and click on "Table".

3. Ensure the correct range is selected and check the "My table has headers"
box if applicable.

4. Click "OK" to create the table.

- Using Table Features:

- Sorting and filtering within tables:

1. Click the drop-down arrows in the header row to sort or filter data.

- Adding and removing rows and columns:

1. Right-click a cell within the table and choose "Insert" or "Delete" to add or
remove rows or columns.

- Applying table styles:

1. Go to the "Table Tools" tab and choose a style from the "Table Styles"
gallery.

- Working with Structured References:

- Explanation of structured references and their benefits in formulas.

- Example: Using structured references in formulas (e.g.,

`=SUM(Table1[Sales])` instead of `=SUM(B2:B10)`).

4. Introduction to Pivot Tables (15 minutes)

- Creating a Pivot Table:

- Explanation of what pivot tables are and their uses.

1. Select the range of data to analyze.

2. Go to the "Insert" tab and click on "PivotTable".

3. Choose whether to place the pivot table in a new worksheet or an existing

one.
 4. Click "OK" to create the pivot table.

- Configuring Pivot Table Fields:

- Explanation of the PivotTable Field List (Rows, Columns, Values, Filters).

- Dragging and dropping fields to create the desired layout:

1. Drag fields into the Rows and Columns areas to organize data.

2. Drag fields into the Values area to perform calculations (e.g., sum,
average).

3. Drag fields into the Filters area to filter data displayed in the pivot table.

- Customizing Pivot Tables:

- Changing summary functions (e.g., Sum, Count, Average):

1. Click the drop-down arrow next to a field in the Values area.

2. Choose "Value Field Settings" and select the desired summary function.

- Applying PivotTable styles and formatting:

1. Go to the "PivotTable Tools" tab and choose a style from the "PivotTable
Styles" gallery.

5. Hands-on Practice (10 minutes)

- Create a new worksheet and enter sample sales data (e.g., Date, Region,
Product, Sales, Quantity).

- Apply conditional formatting to highlight sales greater than $1000.

- Convert the data range into a table and use table features to sort and filter
data.

- Create a pivot table to summarize sales by region and product and apply a
suitable style.

6. Detailed Steps and Demonstrations:

1. Applying Conditional Formatting:

1. Select the cells to format.

2. Go to the "Home" tab, click "Conditional Formatting", and choose a rule type
(e.g., "Highlight Cell Rules").

3. Set the criteria and choose the formatting to apply (e.g., fill color).
 4. Click "OK" to apply the rule.

- Example:

- Highlight cells greater than 1000:

1. Select the range.

2. Choose "Conditional Formatting" -> "Highlight Cell Rules" -> "Greater

Than".

3. Enter "1000" and choose a format.

2. Creating and Formatting Tables:

1. Select the data range.

2. Go to "Insert" -> "Table".

3. Ensure the correct range is selected and check "My table has headers".

4. Click "OK".

- Using Table Features:

- Sort and filter data by clicking the drop-down arrows in the header row.

- Add or remove rows/columns using right-click options.

- Apply styles from the "Table Tools" tab.

3. Creating a Pivot Table:

1. Select the data range.

2. Go to "Insert" -> "PivotTable".

3. Choose to place the pivot table in a new or existing worksheet.

4. Click "OK".

- Configuring Pivot Table Fields:

- Drag fields to Rows, Columns, Values, and Filters areas.

- Change summary functions by clicking the drop-down arrow in the Values

area and selecting "Value Field Settings".

4. Hands-on Practice:
- Enter sales data:

A1: Date

A2: 2024-01-01

A3: 2024-01-02

B1: Region

B2: North

B3: South

C1: Product

C2: Apples

C3: Bananas

D1: Sales

D2: 1500

D3: 900

E1: Quantity

E2: 50

E3: 30

- Apply conditional formatting to highlight sales > 1000.

- Convert data to a table and use sorting/filtering.

- Create a pivot table to summarize sales by region and product.