Excel 2016 Tables
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Excel 2016 Tables
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Table of Contents
Tables ............................................................................................................................................................. 1
AutoFilters ................................................................................................................................................. 2
Table Tools Design Tab .............................................................................................................................. 3
Add a Total Row ......................................................................................................................................... 3
Add a Column Total ................................................................................................................................... 5
Formatting Table Data ............................................................................................................................... 5
Banded Rows and Columns ................................................................................................................... 5
Apply a Different Table Style ................................................................................................................ 5
Delete Duplicate Data ................................................................................................................................ 6
Automatically Extend a Table .................................................................................................................... 7
Automatically add Rows to a Table ....................................................................................................... 7
Automatically Extend Conditional Formatting to new Table Rows ........................................................... 7
Automatically Freeze Panes to Show the Heading Row ............................................................................ 7
Automatically Set up Range Names for the table and for each Column in the Table ............................... 8
Adding New Formulas to Tables ................................................................................................................ 8
Resize Table ............................................................................................................................................... 8
Convert to Range ....................................................................................................................................... 9
Select Columns, Rows or the Entire Table ................................................................................................. 9
Using Right Click .................................................................................................................................... 9
Using the Mouse ................................................................................................................................... 9
Table Tips ................................................................................................................................................. 10
Create a Key Field ............................................................................................................................... 10
Quick Analysis .......................................................................................................................................... 10
Appendix A – Excel 2013 & 2016 Table Functions .......................................................................................... 1
Appendix B – Excel 2016 Shortcut Keys .......................................................................................................... 1
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Tables
To more easily manage related data, you can turn a range of cells into a Microsoft Office Excel table. A
table is a series of rows (records) and columns (fields) that contains related data that is managed
independently from the data in other rows and columns in the workbook. Intelligent tables have the
following optional benefits:

Automatically add AutoFilter drop-downs to the headings which allows you to:
−
Sort tables in ascending or descending order or by color, or you can create a
custom sort order.
−
Filter tables to show only the data that meets the criteria that you specify, or you
can filter by color.

Toggle a Total Row on or off with a single click.

Quickly add a Total Column which will copy new formulas to all cells in the column.

Add banded row or column formatting with a single click

Easily add or change a table style.

Remove duplicate rows with a single click.

Automatically extend the table when new data is added below or to the right of the
table. This will also affect any formulas, charts, PivotTables, etc. based on the table.

Extend conditional formatting to new table rows.

Automatically freeze panes to show the heading row.

Automatically set up range name for the table and for each column in the table.
Exercise:

Create a Table
1.
Click in a cell in your data.
2.
Select Insert, Table and the Create Table dialog box will appear; or
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3.
Select Home, Format as Table on the styles group. Select a style and continue with Step 4.
4.
Select the My table has headers if appropriate and click OK. The table is now defined. By
default, every column in the table has filtering enabled in the header row so that you can filter or
sort your table data quickly.
This is how your table is displayed:
AutoFilters are
automatically
applied to each
column
AutoFilters
AutoFilters are the drop-down arrows in each of the column headings that allow you to sort tables in
ascending or descending order or by color, or you can create a custom sort order. They can also filter
tables to show only the data that meets the criteria that you specify, or you can filter by color. See
AutoFilter below.
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Table Tools Design Tab
A new context tab appears for to use in tables. This makes most functions available with a single click.
Add a Total Row
Add a total row to your table that provides a drop-down list of aggregate functions for each total row cell.
A sizing handle in the lower-right corner of the table allows you to drag the table to the size desired.
1.
Check Total Row in the Table Tools Design toolbar to add a Total row.
2.
The total row is automatically added and a drop-down appears for you to select which function
you want to use.
3.
Select the Sum function. Then drag the fill handle across to fill the function to the other cells.
Tip!
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You can insert more than one table in the same worksheet.
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Excel 2016 Tables
When you choose a function from the list, what you get is the SUBTOTAL function, where the
first argument is the function, and the second argument is the Table column data. In the picture
below, 109 represents the Sum function, and [Jan] is the data. Excel inserts this formula
automatically when you select Sum from the drop-down list. Below is a table that displays the
numbers used for a variety of Functions using the SUBTOTAL function.
IMPORTANT! Using SUBTOTAL in the Total Row means that when the Table is filtered, the
function will give the correct answer. If you change the Function to =SUM instead of =SUBTOTAL,
the Total row will always give you the total of all values including those that are filtered and/or
hidden.
If you toggle the Total Row off, Excel will remember the function and it will appear again when
you toggle the Total Row back on.
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Add a Column Total
1.
Type the word “Total” in cell N4. Notice that Excel automatically expands the table to include
the new column.
2.
Select cell N4 and click the AutoSum tool on the Home tab. Excel displays the function in cell N4.
When you press Enter to enter the function, Excel automatically copies the formula all the way
down the column!
Formatting Table Data
Banded Rows and Columns
1.
Select First Column. See how quickly the first column is bolded.
Apply a Different Table Style
Hover over the different styles to determine which style you wish to apply. Live preview will display the
table in the new style. The new style will not be applied until you click to select it. Use the arrows on the
right of the style group to scroll through the styles or display them all at once.
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Delete Duplicate Data
It is now very easy to remove duplicate data in a table. Notice there are duplicates in the table below.
1.
In the Table Tools Design tab, select Remove Duplicates.
2.
Select which columns you wish to check for duplicates and click OK.
3.
A message appears telling you how many duplicates were removed. Notice all the duplicates
were removed. Click OK.
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Automatically Extend a Table
Add a blank row at the end of the table, include adjacent worksheet rows or worksheet columns in the
table, or insert table rows and table columns anywhere that you want.
Automatically add Rows to a Table
1.
Select the last cell in the table (above the Totals row) and press Tab. A new table row is created
above the Totals row; or
2.
If there is no Total Row, you can also just start typing in a row adjacent to the last row of the
table to add it to the table; or
3.
Use the arrow in the bottom right corner of the table and drag it to the new table dimensions.
You can only drag one direction at time (add rows and then columns).
You can also delete rows and columns as needed.
Automatically Extend Conditional Formatting to new Table Rows
If you have applied conditional formatting, it will automatically be added to new rows. This example
shows a new Ice Cream row being added. There was already conditional formatting on this column that
highlighted all values above 850 in green.
Automatically Freeze Panes to Show the Heading Row
Notice the headings take the place of the column letters as they scroll off the screen.
IMPORTANT! These headings only appear if a cell in the table is active.
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Automatically Set up Range Names for the table and for each Column in the Table
Instead of using cell references, such as A1 and R1C1, you can use structured references that reference
table names in a formula. Notice [Jan] is the range name used in the SUBTOTAL Function below.
Adding New Formulas to Tables
Excel 2013 and 2016 use nomenclature for the formula references in a Table and it will copy a formula
down an entire column when you press Enter. Look at the sample formula below.
Tip!
To stop Excel from automatically copying formulas down a column, press Undo immediately after it
copies the cell. It will undo the copy, mark the cell with a green flag showing it is inconsistent with
the remainder of the column and will not copy down formulas in that column in the future.
Resize Table
If you want to resize the table:
1.
Click in the table and select Resize Table on the Table Tools Design tab. Select the new range for
the table.
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Convert to Range
If you want to remove the table feature from the range:
1.
Click in the table and select Convert to Range on the Table Tools Design tab.
Select Columns, Rows or the Entire Table
Using Right Click
1.
Right click on a cell in the table and choose Select.
2.
Choose the type of selection desired.
Using the Mouse
1.
Point to the top of the table. When your mouse turns into a black arrow: click once to select only
data, click twice to select data with headings and totals.
2.
Point to the left side of the table and click to select the entire table row.
3.
Click in the upper Left Corner of the table once to select the table data and twice to select the
entire table.
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Table Tips
Create a Key Field
You may want to create a Key for your table. A key is a field with a unique identifier (i.e. employee or
item number). If you create a Key field before creating a table it will be easy to sort the data back to its
original order. It is easy to create a key using the fill handle.
Quick Analysis
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Appendix A – Excel 2013 & 2016 Table Functions
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Appendix B – Excel 2016 Shortcut Keys
Function
Keystroke/Mouse
Entering Data
Function
Keystroke/Mouse
Cursor Movement
In Multiple Cells
Select Cells and Type Text
Press Ctrl + Enter; or
Type Text and Drag the fill handle
(lower right corner of cell)
Extend Months
Type Jan, Drag fill handle for Jan, Feb, etc.
Current Date/Time
Ctrl + ; / Ctrl + :
Wrap text in a cell
Alt + Enter
Enter (stay in cell)
Ctrl + Enter
Modifying Sheet
Beginning of Sheet
Last Used Cell
Beginning of Row
End of Row
Ctrl + Home
Ctrl + End
Home
End
Tables
Create from a Range
Ctrl + T
Formulas
Change Column
Width or Row Height
Drag or double-click line between column or
row headings
Making Cell Absolute
F4
Keep Rows and
Columns from
disappearing
Click below and to the right of rows and
columns you wish to freeze.
View, Freeze Panes, Freeze Panes
AutoSum
Select the cells where the total is to
appear.
Select Home, AutoSum.
Copy a formula down
Click on cell you wish to copy.
Shift + Double Click on Fill handle
Formatting
Select Cells/Row/Columns
Bold
Ctrl + B
Using keystrokes
Use Shift + any Cursor Movement Key
Underline
Ctrl + U
Current Region
Ctrl + A
Italics
Ctrl + I
Column/ Row
Ctrl + Spacebar/ Shift + Spacebar
Contiguous cells
Click in the first cell and
Shift + Click in the last cell
Entire Worksheet
Ctrl + A (2x) or (3x) if in a table
Non-contiguous cells
Highlight the first range of cells, then Hold
the Ctrl key down and highlight each of the
subsequent ranges of cells.
View/Hide Formulas
View/Hide Formulas
Ctrl + ~
Edit
Worksheet & Workbook Commands
Edit
F2; or Double click in cell; or edit in Formula
Bar.
Save a Workbook
Ctrl + S
Undo
Ctrl + Z
Previous Worksheet
Ctrl + Page Up
Go To
Ctrl + G; or type the cell address in the Name
Box of the formula bar and press Enter.
Next Worksheet
Ctrl + Page Down
Active Cell
Ctrl + Backspace
Previous Workbook
Ctrl + Shift + F6
Fill
Down: Ctrl + D; Right: Ctrl + R
Next Workbook
Ctrl + F6
Comments
Move/Copy
Create
Right click in desired cell.
Select Insert Comment and type Comment
Copy (Ctrl + C)
Select Cells, Home, Copy
Select Destination, Home, Paste or Enter
Delete Comment
Right click on desired cell.
Select Delete Comment
Cut/Move (Ctrl + X)
Select Cells, Home, Move
Select Destination, Home, Paste or Enter
Edit Comment
Right click on desired cell.
Select Edit Comment
Paste (Enter or Ctrl + V)
Ctrl + V to Paste Multiple times; or
Enter - to paste and remove the marquis
Print Comments
View, Comments
File:Page Setup, Click Sheet Tab
Select As Displayed on Sheet
Copy from Above
Ctrl + ‘
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