Excel Data Analysis – Tables in Excel

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Tables

Insert a Table | Sort a Table | Filter a Table | Total Row | Table Name | Auto Expansion

Master Excel tables and analyze your data quickly and easily. Learn how to insert, sort and filter a table, and how to display a total row at the end of a table.

Insert a Table

To insert a table, execute the following steps.

1. Click any single cell inside the data set.

Data Set in Excel

2. On the Insert tab, in the Tables group, click Table (or simply press Ctrl + T).

Insert Table

3. Excel automatically selects the data for you. Check ‘My table has headers’ and click on OK.

Create Table

Result. Excel creates a nicely formatted table for you. This may still seem like a normal data range to you but many powerful features are now just a click of a button away.

Excel Table

Sort a Table

To sort by Last Name first and Sales second, execute the following steps.

1. Click the arrow next to Sales and click Sort Smallest to Largest.

2. Click the arrow next to Last Name and click Sort A to Z.

Result.

Sorted Table

Filter a Table

To filter a table, execute the following steps.

1. Click the arrow next to Country and only check USA.

Result.

Filtered Table

Total Row

To display a total row at the end of the table, execute the following steps.

1. First, select a cell inside the table. Next, on the Design tab, in the Table Style Options group, check Total Row.

Check Total Row

Result.

Total Row

2. Click any cell in the last row to calculate the Total (Average, Count, Max, Min, Sum etc.) of a column. For example, calculate the sum of the Sales column.

Sum in Table

Note: in the formula bar see how Excel uses the SUBTOTAL function to calculate the sum. 109 is the  argument for Sum if you use the SUBTOTAL function. Excel uses this function (and not the standard SUM function) to correctly calculate table totals of filtered tables.

Table Name

Each table has a unique name. You can use this name in formulas. If you like, you can edit the name of a table.

1. First, select a cell inside the table. Next, on the Table Design tab, in the Properties group, we can see that Table1 is the name of this table.

Table Name

2. The formula below refers to Table1 and counts the total number of records.

Table Formula

Note: visit our page about structured references to learn more about table formulas.

Auto Expansion

Tables in Excel expand automatically when adding new rows or columns. This is a great feature.

1. First, select a cell inside the table.

2. Press Ctrl + Shift + T to quickly remove the total row.

3. Select cell A16 and type Brown (Excel automatically formats this new row for you).

Tables Expand Automatically

Conclusion: this new row is automatically part of the table. All formulas referring to Table1 will be updated automatically (see cell G2). Wow!

Next Chapter: What-If Analysis

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