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Excel: Sorting and Filtering Data

Excel: Sorting and Filtering Data. Judy Barnes Dooley. To Sort or To Filter?. Excel data as a database Sorting = alphabetizing Filtering = narrowing the window based on criteria. Agenda. Sorting On a single column On multiple columns Prioritizing your sorts Filtering AutoFilter

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Excel: Sorting and Filtering Data

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  1. Excel: Sorting and Filtering Data Judy Barnes Dooley MOUG March 26, 2003 By Judy Barnes Dooley

  2. To Sort or To Filter? • Excel data as a database • Sorting = alphabetizing • Filtering = narrowing the window based on criteria MOUG March 26, 2003 By Judy Barnes Dooley

  3. Agenda • Sorting • On a single column • On multiple columns • Prioritizing your sorts • Filtering • AutoFilter • AutoFilter with ‘fluid’ chart • Removing filters MOUG March 26, 2003 By Judy Barnes Dooley

  4. Sorting • Select a single cell in the column you want to sort by • If you select a whole column, only that column will be sorted, disconnecting it from the other data in the database • Sort on multiple columns • Sort the least important column first, progressing to the most important • Sort the most important column last MOUG March 26, 2003 By Judy Barnes Dooley

  5. Prioritizing Sorts • For ExampleDesired end result is to see data broken down by division, by department, and in order of hire date, hourly rate, and gross pay MOUG March 26, 2003 By Judy Barnes Dooley

  6. Example       • This example was sorted • First, by GROSS PAY • Then by HOURLY RATE • Then by HRS • Then by DATE of HIRE • Then by DEPT • Then finally, by DIVISION MOUG March 26, 2003 By Judy Barnes Dooley

  7. Filtering • Filtering with AutoFilter • Click any cell within the database • Select Data, Filter, AutoFilter • Filter arrows appear in each cell in the header row • Click on any filter arrow and choose how to narrow the database • Click on other filter arrows to further narrow the database • A blue arrow indicates that a filter is active MOUG March 26, 2003 By Judy Barnes Dooley

  8. ‘Fluid’ Chart with AutoFilter • Create a quick chart • Select data for chart • Chart Wizard • Select ‘Custom Types’ tab • Select ‘Line-Column on 2 Axes’ • Place the chart below, but on the same page as the data MOUG March 26, 2003 By Judy Barnes Dooley

  9. The chart is selected Pink, Green, and Blue outlines show the sources of the chart data Blue Filter arrows indicate where filters have been applied. ‘Fluid’ Chart with AutoFilter MOUG March 26, 2003 By Judy Barnes Dooley

  10. Removing Filters • Simply click to toggle filters off: • Data, Filters, AutoFilter MOUG March 26, 2003 By Judy Barnes Dooley

  11. Excel Tips MOUG March 26, 2003 By Judy Barnes Dooley

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