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BADM 2301 Spring 2014 Lab 5

This document provides instructions for creating and using pivot tables and the VLOOKUP function in Excel. It begins with an agenda that includes VLOOKUP, pivot tables, and an in-class exercise. It then explains how to use the VLOOKUP function to lookup values from one table and return data from another table. It describes the four arguments in the VLOOKUP function - lookup_value, table_array, col_index_num, and range_lookup. The document concludes by explaining how to create and format pivot tables, including potential uses and an example, and provides an in-class exercise involving pivot tables to analyze faculty data.

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88 views19 pages

BADM 2301 Spring 2014 Lab 5

This document provides instructions for creating and using pivot tables and the VLOOKUP function in Excel. It begins with an agenda that includes VLOOKUP, pivot tables, and an in-class exercise. It then explains how to use the VLOOKUP function to lookup values from one table and return data from another table. It describes the four arguments in the VLOOKUP function - lookup_value, table_array, col_index_num, and range_lookup. The document concludes by explaining how to create and format pivot tables, including potential uses and an example, and provides an in-class exercise involving pivot tables to analyze faculty data.

Uploaded by

chanyoung4951
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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BADM 2301

Lab 5
EXCEL PART 2
PREETHI SUBRAMANIAN
09/24/2014

Todays Agenda
V-Lookup
Pivot Table
In-class exercise

VLookup Function
Vertical Lookup
You can match data from one table to a column in another
table
This is kind of complicated to understand at first. Dont
worry!

Going through the


VLOOKUP Function
=VLOOKUP(lookup_value, table_array,
col_index_num, range_lookup)
Searches for a value in the leftmost column of a table
and then returns a value in the same row from a
column you specify in the table
Lookup_value: the value to be found in the first column of the
table array; can be a value, reference or text string
Table_array: the table of information in which data is looked
up
Col_index_num: the column number in table_array from which
the matching value must be returned
Range_lookup: a logical value that specifies whether you
want VLOOKUP to find an exact match or an approximate
match

VLOOKUP
Lookup_value
The value that is in the first column of the
array
Lookup_Value there is a value that you specify that
will be looked for in the table_array
Slide 5 Example : You have a grade of 89% in Cell A2 but you need to
assign a letter grade in Cell B2
Your Lookup_Value is A2 (89%)
You will then look up this value (89%) in the table_array
The Table_array has a column of percentages, and a column of related grade letters

VLOOKUP
Table_array
Table_array is the table of data from which data are looked up
You specify the array which contains the data by selecting the
top-left corner of the table and the bottom-right corner of the
table, separated by a colon :
To make the value absolute, Dollar signs are used before each
letter and number referring to these table corners
Absolute means we can copy the formula without changing it

Example

$E$6:$H$8: Tells us that the top left corner of the data in the table we are looking up is
cell E6 and the bottom right corner of the data in the table we are looking up is cell H8

VLOOKUP Col_Index
The column number in the table_array that you
specify from which the matching number must be
returned
Slide 7 Example:
Our Table_array is: $E$6:$H$8$
This means we have Columns E, F, G, H in our table
We only select ONE of these 4 columns to be the
Col_Index
If you want the data in Column E, your Col_index will be 1
If you want the data in Column F, your Col_index will be 2
If you want the data in Column G, your Col_index will be 3
If you want the data in Column H, your Col_index will be 4

VLOOKUP
Range_Lookup
TRUE: an exact match or approximate match
is returned
If an exact match is not found, the next largest value
that is less than the look-up value is returned
If look_up value is smaller than the smallest value in
the table_array(first column), an error value will be
returned

FALSE: will look for an exact match and if an


exact match is not found, an error value
(#N/A) will be returned

Pivot Tables
Excel pivot tables are very useful and powerful feature of
MS Excel
Essentially just a data summarization tool

Excel pivot table


Quickly summarize data from a worksheet or from an
external source
Automatically calculate totals, averages, counts, etc.
based on any numeric fields in your table
Generate charts from your pivot tables

Pivot table
advantages
Interactive: easily rearrange them by moving, adding, or
deleting fields
Dynamic: results are automatically recalculated whenever
fields are added or dropped, or whenever categories are
hidden or displayed

Potential uses:
Reporting with refreshable summary table reports
Data validation and checking
Data exploration

Pivot table example


A pivot table can help quickly summarize the
data and highlight the desired information.

How to create pivot


table
The first question to ask is, "What am I looking
for?
PivotTable example
Step1: Select the data range you wish to include in your
PivotTable.
$A$1:$D$7 (cells that contain your data)
Sheet1!$A:$D (columns that contain data)
Note that you may create a PivotTable based on an
external data source.
Also, you can base a PivotTable off of another PivotTable
to avoid large file sizes.

How to create pivot


table (cont.)
Step 2: Go to Insert ribbon and click PivotTable option
Step 3: Select the target cell where you want to place the
pivot table (the default is a new worksheet within this
workbook)

How to create pivot


table (cont.)
Important!!!!!!!!!!!!
Understand your data
Ask yourself what you want to know
Remember the rules of where to place data fields:
First row = column label
Row Fields: display data vertically, in rows
Column Fields: display data horizontally, across columns
Data Items: numerical data to be summarized
Page Fields: display data as pages and allows you to filter to a
single item

Changing the layout takes only seconds, so dont worry about


making it perfect the first time

How to create pivot


table (cont.)
Step 4: Make your first pivot table
Drag and drop fields in to the pivot table grid area.
The pivot table is divided in to header and body sections.
You can drag and drop the fields you want in each area.
The body itself contains three parts. Rows, Columns and
Cells. You can use any fields in these areas too.

Formatting
To rename the fields - click the field name, retype, and
then press ENTER.
Format Numbers:
Click a cell that contains numerical data, or the name of the
field heading for that data.
Click on Number format
In the Format Cells dialog box, click any option in the
Category list.
Click OK twice.

You may click the right button and choose Number format

In-Class Exercise
Answer the following questions by building pivot tables
with the Faculty Data worksheet:
1) Which department has the highest average salary?
2) Which department has the highest number of full
professors?
3) How many professors of each rank were hired in each
year?

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