In the last post on Excel PivotTable, we have seen how to create a PivotTable. Here we will see how to add a new field called calculated fields. Calculated field in PivotTable can be created by performing simple arithmetic calculation on existing field.
Steps to Create a Calculated Field in Excel PivotTable:
Click any Field in the pivot Table. The PivotTable Tools become available.
Click on ‘Options’ and then Click on Field list( In Excel 2010, it is ‘Fields, Items,&Sets.
Click on Formulas. A Menu appears.
Click calculated Field. The insert Calaculated Field dialog box appears.
Type the name for the new field
Double click an existing field to use in defining the field
Type the operator and the value or the filed such as *1.5
Click on Ok.
Values of the calculated field fill the data area and the calculated field appears at the end of the field list.
Using Excel, we can keep the track of our data in different ways and we can perform calculations. It will be useful for analyzing the data and thus understand it better and to make better decision. In post will give you an idea on what is pivot table and how to create pivot table in Excel. Excel PivotTable is one of the most useful tool and sadly least understood tool also. Like cross tabulation in statistics, a PivotTable show how data is distributed across categories. For example, you can analyse data and display how different products sell by region and by quarter. Alternately, you can analyse income distribution and consumer preference by gender and age bracket. Excel PivotTable answers very useful questions on the data. Let us start with how to create PivotTable in Excel. Creating PivotTable in Excel:
Step1: Select the data on which you want to include in the PivotTable. Step2: Click on Insert Tab
Step3: Click PivotTable. The Create PivotTable dialog box appears. Step 4: Click a data source. If you already selected a range in the current workbook, the range appears here. Just verify the data range selected covered all the data points. Step 5: Click to select where to place report. If you want to place the report in the existing worksheet, type the location. Step 6: Click Ok. Now you will see the PivotTable Field list. Step 7: We need to place elements in a way that we need the data to be presented. So let us have quick overview on the PivotTable Layout.
PivotTable layout consist of several elements: Report Filter, data, columns and rows. You can use the PivotTable Field list to organize these elements,When working with the PivotTable, you can bring the Field List into view by clicking anywhere in the PivotTable, then click the Options Tab and then clicking Field List. Report Fields enables you to filter the data that appears in your report. Row fields appear as row labels down the left side of your PivotTable and Column fields appear as Column lables across the top of your PivotTable. You place your continuous data field in the Value box. Field placed in the Values box make up the data area. You can also arrange and rearrange field layouts. Step 8: Click to select the fields you want to include in your PivotTable. Step 9: Click and Drag fields among the report, Column,Row Lab and Value boxes. Step 10: Click on the field header and then choose your sort and filter options.
Constructing the formulas sometimes very complicated especially when you use several functions in the same formula or multiple argument for a single function. For this, if you use named ranges or constants which refers to a frequently used value or constant. A ‘Named range’ is a name you assign to a group of related cells. Using named constants and named ranges can make creating formulas and functions easier by enabling the use of names that clearly identify a value or range of values. The named ranges or named values also helps you to understand the formula to other easier. Let us have a look into how to define a named ranges and values in excel and how to use them in Excel formulas.
Defining Named Ranges and Values in Excel
Click on the Formula Tab and then Click on ‘Define Name’. The new name dialog box appears.
Type the name you want to assign it to a range or constant. Ideally, it will be good practice to give a name which related to the value it refers to, though you can name it whatever you want.
Select the scope of the defined name. You can choose for the full workbook or specified sheet.
In the comment section, you can write something which describes your Named range or value. It is optional. It is better to write as it will be helpful when you refer this range after some time as you might forget what it refers to.
‘Refers to’ section you can enter a constant value or a range of cells. You can use browse icon to select the ranges or even you can manually enter it.
Click Ok. You are done with defining the Names Range or Value.
Creating the Formulas using defined Named Ranges
We have already defined the range with a name. Now we will how to use that in the Excel functions or formulas. Use the functions or Formulas as usual. But instead of writing the range, type the name of that range you have defined. Below is the simple example which will give you better idea on how to use Named ranges in Excel Formulas.
Below is the Sample Excel data which has Smartphone names and its price.
Here I have defined the range from B2 to B5 as ‘PriceRange’. Now for using this range in SUM function look as mentioned below.
=SUM(PriceRange).
Note: When you are using the named range in Excel Formula, as soon as you
type first letter of your named range, you will see a drop down list which
shows the named ranges. You can use that for easy to type the names.
Windows 8 the latest operating system from Microsoft is made big news because of its new User interface. This operating system is mainly built to use on touch screen devices. However, it runs and functions properly on even on normal non touch screen laptops and desktops. Those who are familiar with older versions of Windows, feel little difficult to adopt. So here is a simple tricks using keyboard shortcut keys to make life easier on Windows 8.
Windows 8 Keyboard Shortcut Keys:
1. Windows Key+C: This brings the side bar menu. Alternatively, you can move the cursor to right bottom or top corner to get this menu.
2. Windows Key+I: This will show you the quick settings menu in the right side. Using this menu provides access to Control panel, brightness of the screen, Power options, Volume etc. This is one of the most handy shortcut key and it is very useful for me because I do not have the touch screen device.
3.Windows Key+D: This shows the desktop. It works even if you are in modern UI page or any other pages are open and if you want to go back to desktop, you can use this shortcut key.
4. Windows Key: This will bring the modern UI.
5. Windows Key+.(Period): This will snap the active app to right side bar. For example, you might have opened news app and you want to open other things. You can keep that modern UI app in the right side, so that even if you are opened other software or app, the side bar shows the your modern UI app.
6. Windows Key+X: This gives you the power menu through which you can access Device manager, Run command, Disk Management etc.
7. Windows Key+E: This quickly takes you to the My computer screen. This is another very useful shortcut key in Windows 8. Because there is no direct shortcut key to My computer in Windows 8 like its predecessors.
8. Windows Key+Q: This shows the page which shows all the apps installed on the system
9. Windows Key+F: You can this shortcut key to search for an app
10. Windows Key+R: This opens the run command
Other Miscellaneous Shortcut Keys For Various Tasks:
1. For shutting down or restarting the system: Press Windows Key+I. This brings the right side settings menu. Choose power and select shutdown or restart.
2. For showing the system information: Windows Key+X. This brings the power menu options in the left bottom corner. In that select the ‘System’. The new page opens which shows the system information such as Processor, RAM etc.
3. Switching between pages or apps: Press Alt+Tab: using these two keys you can toggle between the active applications or pages. Use Alt+Tab+Shift to select the applications in the backward directions.
4. Typing Indian Rupee Symbol: You can use Shit+Ctrl+$: This writes the rupee symbol if you are enabled the Indian keyboard layout. I have written a detailed post on how i enabled rupee symbol on my Windows system You can read on this here . It works on all the keyboards irrespective of whether rupee symbol is written in the keyboard or not.
Excel Tables are defined as the series of rows and columns with related data which can be managed independently. In the processor of learning Excel, Excel Table is very important because it is a very useful and a powerful tool of Excel.
Excel Table Example
What is Excel Tables? What are the advantages of using the Excel Tables? You might be thinking on these questions. For better understanding, let us look into a simple example. We have a data in the range A1 to E20 which talks about the different products, their price variations. By using Table, we are telling the excel that, The cells from A1 to E20 has related data and row 1 has table headers. Currently data is in only 19 rows. However it can be increased later. When you make a table in Excel, you can add rows without worrying about updating the formula references, formatting of cells, Filter settings etc. Key Advantages of Excel Tables:
Activating any cell in the table gives the access to a new Table Tools contextual tab on the ribbon
Provides option to quickly apply background color and text color formatting by choosing from the gallery This formatting is optional.
Each column header contains a drop down list which you can use to sort the data or filter the table to hide specific rows.
If you scroll down the sheet so that the header row disappears, the table headers replace the column letters in the worksheet header. In simple words, you don’t need to freeze the top row of the table to keep the column labels visible
Tables support calculated columns. A single formula in a column is automatically propagated to all cells in the column.
Excel Tables supports structured references. Instead of using the cell references formula can use table names and column headers
When you move your mouse pointer to the lower right corner of the lower right cell, you can click and drag to extend the table’s size, either horizontally(add more columns) or vertically(Add more rows).
Selecting the rows and columns within the table is simplified
Disadvantages or limitations of Excel Tables:
When a workbook contains atleast one table, Excel doesn’t allow you to use the custom views features(choose view->Workbook Views-> Custom Views).
You cannot insert automatic subtotals within a table(by choosing Data->Outline->Subtotal)
