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Select a cell within your data.
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Select Home > Format as Table.
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Choose a style for your table.
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In the Create Table dialog box, set your cell range.
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Mark if your table has headers.
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Select OK.
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Insert a table in your spreadsheet. See Overview of Excel tables for more information.
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Select a cell within your data.
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Select Home > Format as Table.
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Choose a style for your table.
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In the Create Table dialog box, set your cell range.
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Mark if your table has headers.
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Select OK.
To add a blank table, select the cells you want included in the table and click Insert > Table.
To format existing data as a table by using the default table style, do this:
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Select the cells containing the data.
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Click Home > Table > Format as Table.
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If you don’t check the My table has headers box, Excel for the web adds headers with default names like Column1 and Column2 above the data. To rename a default header, double-click it and type a new name.
Note: You can’t change the default table formatting in Excel for the web.
One Variable Data Table | Two Variable Data Table
Instead of creating different scenarios, you can create a data table to quickly try out different values for formulas. You can create a one variable data table or a two variable data table.
Assume you own a book store and have 100 books in storage. You sell a certain % for the highest price of $50 and a certain % for the lower price of $20. If you sell 60% for the highest price, cell D10 below calculates a total profit of 60 * $50 + 40 * $20 = $3800.
One Variable Data Table
To create a one variable data table, execute the following steps.
1. Select cell B12 and type =D10 (refer to the total profit cell).
2. Type the different percentages in column A.
3. Select the range A12:B17.
We are going to calculate the total profit if you sell 60% for the highest price, 70% for the highest price, etc.
4. On the Data tab, in the Forecast group, click What-If Analysis.
5. Click Data Table.
6. Click in the ‘Column input cell’ box (the percentages are in a column) and select cell C4.
We select cell C4 because the percentages refer to cell C4 (% sold for the highest price). Together with the formula in cell B12, Excel now knows that it should replace cell C4 with 60% to calculate the total profit, replace cell C4 with 70% to calculate the total profit, etc.
Note: this is a one variable data table so we leave the Row input cell blank.
7. Click OK.
Result.
Conclusion: if you sell 60% for the highest price, you obtain a total profit of $3800, if you sell 70% for the highest price, you obtain a total profit of $4100, etc.
Note: the formula bar indicates that the cells contain an array formula. Therefore, you cannot delete a single result. To delete the results, select the range B13:B17 and press Delete.
Two Variable Data Table
To create a two variable data table, execute the following steps.
1. Select cell A12 and type =D10 (refer to the total profit cell).
2. Type the different unit profits (highest price) in row 12.
3. Type the different percentages in column A.
4. Select the range A12:D17.
We are going to calculate the total profit for the different combinations of ‘unit profit (highest price)’ and ‘% sold for the highest price’.
5. On the Data tab, in the Forecast group, click What-If Analysis.
6. Click Data Table.
7. Click in the ‘Row input cell’ box (the unit profits are in a row) and select cell D7.
8. Click in the ‘Column input cell’ box (the percentages are in a column) and select cell C4.
We select cell D7 because the unit profits refer to cell D7. We select cell C4 because the percentages refer to cell C4. Together with the formula in cell A12, Excel now knows that it should replace cell D7 with $50 and cell C4 with 60% to calculate the total profit, replace cell D7 with $50 and cell C4 with 70% to calculate the total profit, etc.
9. Click OK.
Result.
Conclusion: if you sell 60% for the highest price, at a unit profit of $50, you obtain a total profit of $3800, if you sell 80% for the highest price, at a unit profit of $60, you obtain a total profit of $5200, etc.
Note: the formula bar indicates that the cells contain an array formula. Therefore, you cannot delete a single result. To delete the results, select the range B13:D17 and press Delete.
How to Make a Data Table in Excel: Step-by-Step Guide (2023)
Data tables in Excel are used to perform What-if Analysis on a given data set.
Using data tables, you can analyze the changes to the output value by changing the input values to a formula.
There is so much that you can do using data tables in Excel. 😀
Continue reading the article below to learn it all.
Also, download our sample workbook here to practice the examples given in this guide.
What is an Excel data table?
An Excel Data table is a What-if Analysis tool. It allows users to use different input values for a variable and assess the changes to the output value.
These are especially of help if you are operating a formula in Excel where the output depends on several variables. And you are keen to compare the results for different inputs to the formula.
Presently, Excel offers a one-variable and two-variable data table only. This means you can choose any two variable values (at max) from any formula to test.
Jump right into the article below to learn all about a data table in Excel. 🔔
How to create a one-variable data table in Excel
A one-variable data table in Excel allows users to test one variable.
For example, see the image below.
The image shows the particulars of a loan. We have three main variables in the data.
- The amount of loan
- The rate of interest/profit
- The tenure of the loan (until it is paid back)
Example 1: Column Input Cells
In this example, let’s see keep the interest rate as the variable.
What is the yearly payment to be made against the loan?
1. Write the PMT function to find the yearly repayment against the loan.
= PMT (B3, B4, B2)
= PMT (Interest Rate, Periods of Repayment, Amount of Loan Today)
2. Multiply this number by the number of payments to be made.
That’s the total amount to be paid against the loan over 5 years.
So how much is the interest on the loan?
3. Subtract the amount of loan from the amount of repayment.
Everything’s good and sorted.
Now, what if you want to see how the repayments change if one variable (the interest rate) changes?
Do not re-perform the entire calculation all over again. The Data Table (What-if analysis) will do it for you.
4. List down the variable (interest rate in this case) that is to be changed.
5. Create a link by referring to the targeted output for each interest rate in the corresponding column.
We want Excel to give us the repayments for different interest rates. So, we have created a link to the repayment in the original calculation.
6. Select the Inputs table (the interest rates and the corresponding column for targeted output).
7. Go to Data Tab > Forecast > What-If Analysis Tools > Data Table.
This will take you to the Data Table dialog box.
8. In the Column Input Cell box, create a reference to the ‘Interest Rate’ from the original table.
Reference is made to the Interest rate because that is the variable in our data. We want to experiment with how the changing interest rates affect repayments.
We have created a reference in the Column Input Cell box and not the Row Input Cell box. This is because our Input data is in the form of a column and not a row.
Kasper Langmann, Microsoft Office Specialist9. All set. Hit Okay and Ta-da! 😃
Excel creates a one-variable data table to calculate the repayments for different interest rates.
Example 2: Row Input Cells
Let’s bring a slight variation to the above data. This time the one variable of the data is the amount of the loan.
Also, let’s change the shape of Input Data from a Column to a Row.
1. Select the Inputs Data.
2. Go to Data Tab > Forecast > What-If Analysis Tools > Data Table.
3. In the ‘Data Table’ dialog box, create a reference to the Loan amount in the Row Input Cell box.
This time the variable is the amount of the loan. We want to experiment with how the changing loan amount affects the repayments.
Must note that we have created a reference to the ‘Row Input Cell’ this time. This is because our Input Data is row-oriented.
Kasper Langmann, Microsoft Office Specialist4. Click ‘Okay’ to see the repayment amount for differing amounts of loans.
What if we want to see how the total interest changes by the change in the loan amount?
Simple, refer to the amount of interest in the Inputs Data.
And there it is! Excel shows the changes to total interest instead of repayments.
How to create multiple one-variable data tables?
In the above example, what if you want to see the change in interest rates on both the repayments and total interest?
Create multiple Excel data tables. Simple.
1. In the Input Data, make two columns next to the variable interest rates.
2. In the first column, create a reference to the repayment calculation in the original data.
3. In the second column, create a reference to the total interest in the original data.
4. Create a one-variable data table by referring to the interest rate in the Column Input Cell box.
5. Click Okay, and there you go! 🙂
Excel shows the result of changes in interest rates on repayments and loan amounts.
How to make a two-variable data table in Excel?
The two-variable data table is more of a two-dimensional table. It allows you to analyze how your final output changes from the changes in any two variables of your data.
Let’s continue the example above to create a two-variable data table in Excel.
This time, let’s select two variables from the data, Interest Rate, and Loan Amount. We want to see how the repayments change when both these variables change.
1. Create a two-dimensional data table with each variable on one side of the table.
In the above image, we have set the interest rates in a columnar format. Whereas the loan amount takes the shape of a row.
2. Select the intersecting cell of both the data sides.
3. In this cell, create a reference to the calculation of the repayment in the original table.
This is because we want to see how the repayments change with changes in the interest rate and the loan amount.
Our Input Data is now ready. Let’s now create a data table and perform the What-if Analysis.
4. Select the entire Data Table.
5. Go to Data Tab > Forecast > Click What-if Analysis Tools > Data table.
6. This opens up the data table dialog box.
7. Against the Column Input Cell box, create a reference to the interest rate from the source data.
Pay attention to how a reference is created to the interest rate against the Column Input Cell. This is because the possible input values for interest rate (the first variable) are in the shape of a column.
8. Against the ‘Row Input Cell’, create a reference to the amount of loan from the source data.
The Row Input Cell refers to the amount of the loan. This is because possible input values for the loan (second variable) are in the shape of a row.
9. Click ‘Okay’, and you’re good to go.
Woah! This seems like a very densely packed data table.
What is this? See below.
Each cell of this data table is mutual to two cells. For example, in the image above, the highlighted cell shows the amount of repayment, if the interest rate changes to 12% and the loan amount changes to 2000.
Must Note: A two-variable data table is a two-dimensional table. It captures the result of the change in any two variables at the same time.
The data table formula above is an array formula. To double-check, click on any cell from the data table and see the formula bar.
You will find the formula enclosed in curly brackets. A formula enclosed in curly brackets is an Array formula.
Kasper Langmann, Microsoft Office SpecialistTrouble Shooting the Two-Variable Data Table
The Two-Variable data table in Excel seems no less than magic. A heap of calculations is only a click away.
A two-variable data table is an array, and there is something you must know about a table array.
1. Editing a two-variable data table
Once you have created a two-variable data table, try clicking on any individual cell from the data table and making some changes to it.
You cannot make changes to a part of this data! This is all that Excel has to say in return.
A data table is an array, and you cannot make changes to individual cells of an array.
To make any changes to the data table, click the data table and select the whole of it.
1. From the formula bar, delete the Table formula.
2. Type in the desired value (let’s say 10) and hit Ctrl + Enter.
3. The entire table will be replaced by 10.
You can now make changes to any individual cells as it is no more an array.
2. Deleting a two-variable data table
Deleting two-variable data is a little science.
You cannot delete an individual value from the data table. However, you can only delete the whole data table.
- Select the entire array (whole data table).
- Press the delete key.
- And your data table is gone.
That’s it – Now what?
Data Tables can save you big on time.
In the article above, we have learned almost all about data tables in Excel – starting from creating a single-variable data table, and multiple single-variable data tables (in one go) to creating multiple-variable data tables.
And of course, many tips.
While data tables help data analysis in Excel, you’d need many other functions of Excel to handle big data sets in Excel. The most important of these include the VLOOKUP, SUMIF, and IF functions.
Learn each of these three functions by signing up for my free 30-minute email course that teaches you these functions (and more!).
Kasper Langmann2023-01-19T12:23:16+00:00
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What is Data Table in Excel?
A Data Table in Excel helps study the different outputs obtained by changing one or two inputs of a formula. A data table does not allow changing more than two inputs of a formula. However, these two inputs can have as many possible values (to be experimented) as one wants. Excel Data tables, along with Scenarios and Goal Seek are parts of the What-If Analysis tools.
For example, an organization may want to study how changes in the cash possessed impact its working capital. A data table will help the organization know the optimum level of cash (from the specified possible values) to be held to meet its short-term obligations.
The purpose of creating data tables in Excel is to analyze the variation in outputs resulting from a change in the inputs. Moreover, one can have all the outputs in a single table which eases interpretation and allows quick sharing with other users.
Table of contents
- What is Data Table in Excel?
- Types of Data Tables in Excel
- One-Variable Data Table in Excel
- Example #1
- Two-Variable Data Table in Excel
- Example #2
- The Key Points Governing Data Tables in Excel
- Frequently Asked Questions
- Recommended Articles
- One-Variable Data Table in Excel
Types of Data Tables in Excel
The kinds of data tables in Excel are specified as follows:
- One-variable data table
- Two-variable data table
Let us discuss each type of data table one by one with the help of examples.
Note: A data table is different from a regular Excel tableIn excel, tables are a range with data in rows and columns, and they expand when new data is inserted in the range in any new row or column in the table. To use a table, click on the table and select the data range.read more. The former shows the various combinations of inputs and outputs. These outputs are calculated by considering the source dataset as the base. In contrast, an Excel table shows related data that is grouped in one place.
One-Variable Data Table in Excel
A one-variable data tableOne variable data table in excel means changing one variable with multiple options and getting the results for multiple scenarios. The data inputs in one variable data table are either in a single column or across a row.read more is created to study how a change in one input of the formula causes a change in the output. A one-variable data table in excel can be either row-oriented or column-oriented. This implies that all the possible values that an input can assume are listed in either a single row (row-oriented) or a single column (column-oriented) of Excel.
You can download this DATA Table Excel Template here – DATA Table Excel Template
Example #1
There are two images titled “image 1” and “image 2.” The following information is given:
- Image 1 shows an organization’s revenue (in $) for 2018 in cell B2. The minimum growth rate expected is given as 12% in cell B3. The projected revenue (in $ in cell B5) for 2019 has been calculated by using the formula “=B2+(B2*B3).”
- Image 2 shows the possible values (in column C) that the growth rate can assume. The value of cell D8 has been explained in steps 1 and 2 (given further in this example).
We want to perform the following tasks:
- Calculate the projected revenues (in column D) according to the different growth rates (in column C) given in image 2.
- Create a “line with markers” chart showing the growth rates on the x-axis and the projected revenues on the y-axis. Replace the markers of the chart with arrows.
Use a one-variable data table of Excel. Interpret the data table thus created.
Image 1
Image 2
The steps for performing the given tasks by using a one-variable data table are listed as follows:
- Enter the data of the two images in Excel. In cell D8, type “equal to” (=) followed by the reference B5. This links cell D8 to cell B5.
The linking of the two cells is shown in the following image.
Since all the growth rates have been entered vertically (C9:C19), our data table is said to be column-oriented. The entire range C8:D19 is our one-variable data table. We are creating a one-variable data table as the change in outputs will be observed against a change in one input, i.e., the growth rate.
Note: Notice that either the formula “=B2+(B2*B3)” could be typed directly in cell D8 or cell D8 can be linked to cell B5. We have chosen to link the two cells.
The linking of cell D8 to cell B5 ensures that any updates in the formula of the latter are automatically reflected in the range D9:D19 of the data table. For instance, if the formula of cell B5 is multiplied by 2 [like =B2+(B2*B3)*2], all the outputs obtained in the range D9:D19 are automatically multiplied by 2.
Had we not linked cells D8 and B5, any changes to the formula of cell B5 would not have changed the value in cell D8. Consequently, the outputs in the range D9:D19 would not have been updated automatically.
- Press the “Enter” key. Cell D8 shows the value of cell B5, as shown in the following image.
Notice that if one manually enters the value (1680000) in cell D8, the data table will not work. Moreover, one should always type the formula [=B2+(B2*B3)] or link the cell that is one row above and one column to the right of the possible input values (C9:C19). This is the reason we chose to link cell D8 to cell B5.
Note: If the data table is row-oriented, type the formula or link the cell that is one column to the left and one cell below the first possible input value. For instance, had the possible input values been in the range F2:P2, we would have entered the formula or linked cell E3 to cell B5.
- Select the range of the data table. This selection should include the linked cell (D8), the possible input values (C9:C19), and the empty cells for outputs (D9:D19). Hence, we have selected the range C8:D19, as shown in the following image.
- From the Data tab, click the “what-if analysis” drop-down (in the “data tools” or “forecast” group). Select the option “data table.” This option is shown in the following image.
- The “data table” dialog box opens, as shown in the following image. In the box of “column input cell,” select cell B3, which contains the minimum expected growth rate. As a result, the reference $B$3 appears in this box. Leave the box of “row input cell” blank.
By giving the reference to cell B3 in the “column input cell,” we are telling Excel that at the growth rate of 12%, the projected revenue is $1,680,000. So, with this data table, Excel is being asked the projected revenue when the growth rates vary from 12.5% to 22.5%.
Note 1: A “row input cell” or “column input cell” is a reference to a cell that contains the input. This is the input that can assume the different possible values. Moreover, this input must necessarily be used in the formula whose outputs are to be studied.
In a one-variable data table, either the “row input cell” or the “column input cell” is specified depending on whether the data table is row-oriented or column-oriented.
Note 2: In a one-variable data table, Excel uses either the formula “=TABLE(row_input_cell,)” or “=TABLE(,column_input_cell)” to calculate the different outputs. The former formula is used when the possible input values are in a row, while the latter is used when the possible input values are in a column.
To view the TABLE formula, select any of the output cells and check the formula bar. In this example, the formula “=TABLE(,B3)” is used to calculate the outputs.
Further, Excel uses these TABLE formulas as array formulasArray formulas are extremely helpful and powerful formulas that are used in Excel to execute some of the most complex calculations. There are two types of array formulas: one that returns a single result and the other that returns multiple results.read more. However, these formulas cannot be edited manually, unlike the regular array formulas. But, one can delete all the output cells containing the TABLE formulas.
- Click “Ok” in the “data table” window. The range D9:D19 of the data table has been filled with values. The different outputs are shown in the following image.
Interpretation of the one-variable data table: By looking at the data table in the preceding image, one can say that when the growth rate is 12.5%, the projected revenue is $1,687,500. Likewise, when the growth rate is 13.5%, the projected revenue is $1,702,500. Hence, the larger the growth rate, the more the increase in the projected revenue.
The projected revenue is at its maximum ($1,837,500) when the growth rate is at its highest (22.5%). So, the organization can study the variation in outputs when a single input (growth rate) changes.
Note: For more examples related to the one-variable data table of Excel, refer to the hyperlink given before step 1.
- To create a “line with markers” chart that displays the growth rates on the x-axis and the projected revenues on the y-axis, follow the listed steps:
a. Select the range D9:D19 and click the Insert tab on the Excel ribbon.
b. Click the “insert line or area chart” icon from the “charts” group. Select the “line with markers” chart under the 2-D line charts. A “line with markers” chart appears, which displays the projected revenues on the y-axis.
c. Click anywhere on the chart. The “chart tools” menu becomes visible. This menu consists of the Design and Format tabs.
d. Click the Design tab of the “chart tools” menu. Choose “select data” from the “data” group. The “select data source” window opens.
e. Click “edit” under “horizontal (category) axis labels.” The “axis labels” window opens.
f. Select the range C9:C19 in the “axis label range” box. Click “Ok.” Click “Ok” again in the “select data source” window.The “line with markers” chart is created whose x-axis and y-axis look the way they are shown in the image of step 8.
- To replace the default markers of the chart with arrows, follow the listed steps:
a. Select the markers of the chart and right-click them. Choose the “format data series” option from the context menu. The “format data series” pane opens.
b. Click the “fill & line” tab. Expand the “line” tab. In “end arrow type,” select any of the arrows. We have chosen “open arrow.”
c. Select “marker” and expand the “marker options.” Choose the option “none.”
d. Close the “format data series” pane.The “line with markers” chart looks the way it is displayed in the following image. Notice that since the chart shows the projected revenues, we have titled it accordingly.
Two-Variable Data Table in Excel
A two-variable data table in excelA two-variable data table helps analyze how two different variables impact the overall data table. In simple terms, it helps determine what effect does changing the two variables have on the result.read more helps study how changes in two inputs of a formula cause a change in the output. In a two-variable data table, there are two ranges of possible values for the two inputs. From these two ranges, one range is in a row and the other is in a column of Excel.
Example #2
There are three images titled “image 1,” “image 2,” and “image 3.” The following information is given:
- Image 1 shows an organization’s revenue (in $ in 2018) and the minimum growth rate in cells B2 and B3 respectively. Both these figures are the same as that of the previous example. Additionally, the organization gives a 2% discount (in cell B4) to its customers. This is given to boost sales.
- Image 2 shows how the projected revenue (in $ in cell B6) for 2019 has been calculated. The formula “=B2+(B2*B3)-(B2*B4)” is used for this purpose. The amount obtained ($1,650,000) is the projected revenue after the discount.
- Image 3 shows the different values in row 9 that the discount rate can assume. The possible values that the growth rate can assume are given in column D. The value of cell D9 has been explained in steps 1 and 2 (given further in this example).
Calculate the projected revenues (in E10:J18) according to the various discount rates (in row 9) and growth rates (in column D). Use a two-variable data table of Excel. Interpret the data table thus created.
Image 1
Image 2
Image 3
The steps for creating a two-variable data table are listed as follows:
Step 1: Enter the data of the preceding images in Excel. In cell D9, type the “equal to” operator followed by the reference B6.
This time we have chosen to link cell D9 to cell B6. Alternatively, we could have also entered the formula [=B2+(B2*B3)-(B2*B4)] in cell D9. This is because, in a two-variable data table, one should type the formula or link the cell that is one column to the left of the first horizontal input value (2.5%). At the same time, this cell should be one row above the first vertical input value (12.5%).
The linking of cells ensures that any changes to the formula of cell B6 are reflected in the value of cell D9. Further, any change in the value of cell D9 will update the outputs (in E10:J18) automatically.
Note: Please ignore the differences in font, colors, and alignment across the images of this example. These differences may be due to the different versions of Excel being used to create the images.
Step 2: Press the “Enter” key. Cell D9 shows the value of cell B6, which is 1,650,000. This is shown in the following image.
The entire range D9:J18 is our two-variable data table. Notice that the excel data table shows the possible discount rates horizontally (in bold in row 9) and the possible growth rates vertically (in column D). This time the variation in outputs resulting from changes in both these inputs (discount rate and growth rate) need to be studied.
Note: If the value is entered manually in cell D9, the excel data table will not work.
Step 3: Select the range D9:J18. Note that the selection should include the linked cell (D9), possible discount rates (E9:J9), possible growth rates (D10:D18), and the empty cells for the outputs (E10:J18).
The selection is shown in the following image.
Step 4: Click the “what-if analysis” drop-down (in the “data tools” or “forecast” group) of the Data tab. Select the option “data table.”
Step 5: The “data table” window opens, as shown in the following image. In the box of “row input cell,” select cell B4. In the box of “column input cell,” select cell B3. The absolute referencesAbsolute reference in excel is a type of cell reference in which the cells being referred to do not change, as they did in relative reference. By pressing f4, we can create a formula for absolute referencing.read more to cells B4 and B3 appear in the two boxes.
Cells B4 and B3 contain the minimum expected growth rate and the discount rate of the source dataset.
By making these selections, Excel is told that at a discount rate of 2% and a growth rate of 12%, the projected revenue is $1,650,000. Therefore, our two-variable data table instructs Excel to calculate the projected revenues when the discount rates and growth rates vary from 2.5% to 5% and 12.5% to 20.5% respectively.
Note: In a two-variable data table, both the “row input cell” and “column input cell” are specified, unlike a one-variable data table where one has to specify either of the two inputs.
Further a two-variable data table uses the formula “=TABLE(row_input_cell,column_input_cell)” to calculate the outputs. So, in this example, the formula “=TABLE(B4,B3)” has been used for the calculations. This formula is visible in the formula bar when an output cell is selected.
For the meaning of the “row input cell” and the “column input cell,” refer to “note 1” under step 5 of example #1.
Step 6: Click “Ok” in the “data table” window. The outputs appear in the range E10:J18, as shown in the following image.
Interpretation of the two-variable data table: When the discount rate is 2.5% and the growth rate is 12.5%, the organization’s projected revenue is $1,650,000 (in cell E10). Notice that this figure is the same as that of cell B6. However, the value in cell B6 takes into account 2% and 12% as the discount rate and growth rate respectively.
Notice that the numbers of cells E10 and B6 match those of cells G11 and I12. This implies that when the discount rate and growth rate are increased in the same proportion (like by 0.5%, 1.5% or 2.5%), the resulting value is the same as the output of the source dataset (in cell B6). Cells E10, G11, and I12 reflect 0.5%, 1.5%, and 2.5% increase in the two rates.
Likewise, had we increased both the discount and growth rates by 1%, the resulting value would have again been $1,650,000. In this case, the discount rate and growth rate would have been 3% and 13% respectively.
By obtaining the projected revenues in the range E10:J18, the organization can sell at an optimum discount rate and, at the same time, target an attainable growth rate. Hence, the organization can choose the most suitable combination of the two rates.
Note: For more examples related to the two-variable data table of Excel, click the hyperlink given before step 1 of this example.
The Key Points Governing Data Tables in Excel
The important points related to data tables of Excel are listed as follows:
- It helps select those input values that fit the business in the best possible manner.
- It facilitates the comparison of the different outputs as all the results are consolidated in one place.
- It presents the results in a tabular format that can neither be edited nor undone with the shortcut “Ctrl+Z.” The outputs can only be deleted by selecting them and pressing the “Delete” key.
- It uses the TABLE array formulas to calculate the outputs. The “row input cell” and the “column input cell” must be selected carefully to get accurate results. Moreover, the input cell or cells must be on the same worksheet as the data table.
- It need not be refreshed, unlike a pivot table. A change in the values or the formula of the source dataset causes the excel data table to update automatically.
Frequently Asked Questions
1. Define a data table and suggest when it should be used in Excel.
A data table helps analyze how a change in one or two inputs of a formula causes a change in the output. The resulting outputs are arranged in a tabular format, making them easy to compare and interpret.
A data table of Excel should be used in the following situations:
• When the outputs resulting from a change in one or two inputs need to be studied
• When the most optimum input value or values need to be chosen
• When all the combinations of inputs and outputs need to be explored in one glance
2. How to create a data table in Excel?
The steps to create a data table in Excel are listed as follows:
a. Enter the source dataset in an Excel worksheet. Use one or two inputs to calculate an output.
b. Arrange the possible values, which an input can assume, in a row and/or column.
c. Link one cell of the data table to the output cell of the source dataset. Alternatively, in a cell of the data table, enter the formula whose outputs need to be studied.
d. Select the data table. The selection should include the linked cell (or the formula cell of the data table), the possible input values, and the empty cells for outputs.
e. Select the “data table” option from the “what-if analysis” drop-down of the Data tab. The “data table” window opens.
f. Enter either the “row input cell” or “column input cell” if the impact of changing one input is to be studied. To study the impact of changing two inputs, enter both “row input cell” and “column input cell.”
g. Click “Ok” in the “data table” window.
A one-variable or two-variable data table is created depending on the execution of steps “a,” “b,” and “f.”
Note: For more details on creating a data table in Excel, refer to the examples of this article.
3. How does a data table work in Excel?
A data table works on the policy “what will be the result if one or two inputs of a formula are changed?” One cell of the data table is linked to the source dataset. In this way, Excel is told how the inputs are to be used in calculating the output.
Next, as the possible input values are supplied, Excel is asked to calculate the outputs using the same formula as that of the source dataset. The resulting table shows the different mixes of inputs and outputs, thereby assisting the user in decision-making.
Recommended Articles
This has been a guide to Data Tables in Excel. Here we discuss how to create one-variable and two-variable data tables along with practical Excel examples. You may learn more about Excel from the following articles–
- Two-Variable Data Table in ExcelA two-variable data table helps analyze how two different variables impact the overall data table. In simple terms, it helps determine what effect does changing the two variables have on the result.read more
- VBA Refresh Pivot TableWhen we insert a pivot table in the sheet, once the data changes, pivot table data does not change itself; we need to do it manually. However, in VBA, there is a statement to refresh the pivot table, expression.refreshtable, by referencing the worksheet.read more
- Merge Tables ExcelWe can use a number of different methods to merge tables in Excel, including the VLOOKUP function, the INDEX function, and the MATCH function.read more
- Data Validation in ExcelThe data validation in excel helps control the kind of input entered by a user in the worksheet.read more
This tutorial demonstrates how to create a table in Excel.
Create an Excel Table
You can either create an Excel table using existing data, or you can create a blank table and fill it with data afterwards.
- To create a table using existing data, ensure that your data is laid out in a way that is compatible with creating a table, e.g., each column should have a header row that describes the contents of that column and no blank rows or columns should exist in the middle or the data.
- Then, in the Ribbon, go to Insert > Table.
- Excel selects the entire range of data. Leave My table has headers ticked, and then click OK.
- This automatically creates a table as far down as the next blank row and as far across as the next blank column.
Alternate Shading in a Table
When a table is automatically created, the table is formatted according to the default table style that exists in Excel. This means that the top row is formatted with a blue background and white writing, while the rows below are formatted alternatively with a blue or white background.
- To change the table’s appearance, click somewhere within the table and in the Ribbon, go to Table Design > Table Styles. Choose a style.
- The format changes according to the style you choose. There are many built-in styles available. To access a few more styles, click the “more” button as shown below.
- The list of styles is expanded to show a variety of different table styles. Choose one.
Convert Table Back to a Range
If you have formatted your data as a table, and then wish to remove the filter options and convert your table back to a range, you can use the Table Design tab to do this.
- Click in your table, and then in the Ribbon, go to Table Design > Tools > Convert to Range.
- Click OK to convert your table to a range.
While the formatting is preserved, the filters are removed from the column headers indicating that the data is now a normal range and no longer a table.
Link Tables: Relationships
If you have data in two different ranges in Excel, but the data is linked together by a common column name, you can create a relationship between these two sets of data as long as both sets of data are tables in Excel.
Consider the following two tables in Excel.
One table contains the salesperson‘s name and their Sales Target, while the other table contains their order amounts. In one table, the salesperson appears only once while in the other table the salesperson can appear multiple times.
Note: the data does not have to be on one sheet and may be much larger than the example above.
For example, to create a pivot table that contains information from both tables, you can link these tables together by creating a relationship between them.
Note: Try using some shortcuts when you’re working with pivot tables.
- In the Ribbon, go to Data > Data Tools > Relationships.
- In the Relationships window, click New.
- In the Table drop down, choose the first table and in the drop down below, choose the second table.
- In the Column table, first choose the Foreign column (in this case, Salesperson as it can appear multiple times); and then in the Related Column, choose the Salesperson field from the second table. This is the Primary column where the salesperson only appears once in that table.
- Click OK to create the relationship.
- Click Close to return to Excel.
Benefits of Using a Table
Add Totals Automatically
Adding a total row to a table is incredibly easy.
Click in your table, and then, in the Ribbon, go to Table Design > Table Style Options > Total Row
The default function use for the Total Row is the sum function. You can, however, amend this function if you want to use a different function.
Notice that the Header Row, Banded Rows, and Filter Button are also ticked in this group of options.
- If you switch off the Header Row, then the Filter Button option is no longer available.
- If you switch off the filter option, you can’t use the filter option in your table.
- you switch off the Banded Rows option, the rows are no longer alternatively shaded.
Automatically Add Rows With Tab Key
One of the benefits of using at table is that a table will automatically expand if you enter more data into the table. Notice that in the bottom row of the table, a small, backward-L-shaped handle exists.
If you then click in this cell and press the TAB key, a new row in the table is created, and your cursor is moved to the first cell in the new row. The table has therefore automatically expanded to include this row.
This is useful since some of the benefits of using a table are the sorting and filtering options that are built into the table. If you then wanted to filter on the Salesperson, for example, the new record is automatically included in that filter. Similarly, if you sort the data, the new row(s) are included in the sort.
Consistent Formulas
If you add two more columns to the table, these would automatically be included in the table, as the new rows were above.
Then, add a formula to work out the total by multiplying the Order Amount by the Quantity. The formula is created using the field names (column headers).
When you press ENTER, the formula is copied down to all the other rows in the table.
Multiple Filters on One Sheet
In the example below, a table has been created for each year of orders, and then, each table has been filtered by region to show the orders for a single region in each individual year.
Combine Tables Into One Pivot Table
If you have created a relationship between two tables, you can create a pivot table using fields from both tables.
- In the Ribbon, go to Insert > Pivot Table > From Data Model.
- Select New Worksheet, and then click OK.
- You now have the field available from both your tables to use in your pivot table where the linked fields (Salesperson) will show up identical data.
Able to Use Slicers
When you data is formatted as a table, you are able to use slicers to filter your data.
- Click in your table and then, in the Ribbon, select Table Design > Tools > Insert Slicer.
- Select the field or fields of the slicer you wish to insert, and then click OK.
- You can then filter your data by selecting an individual value in the slicer, or you can hold down the CTRL key (for nonconsecutive values) or the SHIFT key (for consecutive values) to filter on multiple values.
PowerPivot and Power Query
Any data used in a Power Pivot or Power Query must be in a table format. So for users of Power Query, formatting as an Excel table is a necessity, not just a benefit.
More on Tables
| Tables | |
|---|---|
| Add a Column and Extend a Table | |
| Add a Total or Subtotal Row to a Table | |
| Compare Two Tables | |
| Convert a Table to a Normal Range | |
| Display Data With Banded Rows | |
| Remove a Table or Table Formatting | |
| Rename a Table | |
| Rotate Data Tables | |
| Conditional Formatting | yes |
| Highlight Every Other Line In Excel | |
| Copy & Paste | yes |
| Copy Every Other Row | |
| Database | yes |
| Create a Searchable Database | |
| Filters | yes |
| Filter Rows | |
| Find & Select | yes |
| Select Every Other Row | |
| Format Cells | yes |
| Alternate Row Color | |
| Insert & Delete | yes |
| Delete Every Other Row |