SORTING AND FILTERING Excel's sorting and filtering functions range from very simple sorts to being able to filter out unwanted data in large lists of information. Lists typed into an Excel worksheet are often used as a data source for creating merge documents in Word, or for exporting to other databases such as Microsoft Access. If you are creating a list that is intended for using with a merge document, the information you type is organized into fields (columns) and records (rows). The fields (the headings of each column known as the header row), must be one word ie, “Firsiname" or “First_Name" is more correct than “First Name” A list, unlike normal worksheet data, must not have entire blank rows or columns. However if information from a record is missing, a cell can be left blank. Once a list is created, it becomes easy to sort and filter the information. It can also be used to create pivot tables (not covered here). The Excel worksheet, Sorting and Filtering, has been set up to make practicing the following sorting and filtering methods more convenient. ‘Simple Sorts Select any cell in the column that needs sorting, then use the SORT MS ASCENDING or SORT DESCENDING icons on the formatting toolbar, a at Do not highlight the column to be sorted. If you do, only that column will sort, the rest of the data will remain static. Sorting on more than one criteria (DATA, SORT) The DATA, SORT option is used if you wish to sort on more than one criteria. For example, you may wish to have a sort done on surname, then if there is more than one surname the same, sort on the first name, then the city the person comes from. You can have up to three selections using the DATA, SORT option. 1 Select any cell within the list — this will help Excel to select the correct range of cells to be sorted. REM 2. Click on DATA, SORT. The SORT dialog box will | Fur | eee ‘open. ‘hen by = [rae a] cen 3. If your has a header row, make sure this © pescendng option is selected. Doing this makes the field Tenby names appear in the field names drop down text (=) 6 eto boxes. Scere letha eee 4. Select which field names are to be sorted, specifying each time whether the sortis to be in| gsr ren core ascending or descending order. seen aa 5. Click on OK ‘Sdministatvelsormation Technalogy Customer Senioes ManagementEaucaton and Training TeariGurent Trang Page 21 Modulos\Advanced ExcaiAavanced Excel formulas and funetone oeFiltering Data Filtered lists allow you to view only the specified data. This data can then be copied, printed etc, Example 1: From your list you require a list of all males living in NSW 1. Click on DATA, FILTER, AUTOFILTER 2. Drop down arrows appear next to each heading in the list. a) Click on the drop down arrow next to “GENDER’ and select “Male” b) Click on the drop down arrow next to “STATE” and select “NSW” ‘+ Notice that the drop down arrow on both of these fields have turned blue. This is to show that these particular fields have had filters applied + Toreturn each of the columns information back to normal, click on the drop down arrow and select “ALL” + Ifyou have many columns to restore, it is quicker to click on DATA, FILTER, SHOW ALL Example 2: You need a report listing everybody who lives in VIC or NSW, and was born before 1 January 1985. 1. Click on DATA, FILTER, AUTOFILTER 2. Select the drop down arrow next to “STATE” and select CUSTOM 3. Fill in the CUSTOM AUTOFILTER dialog box the same as the following screenshot (make sure you select the OR option, this makes sure you are left with everyone who lives in NSW or VIC) naan ‘Show rows where State equals =] few Cand FO feauale =] fad Use 7 tarepresert any sgl charter Use * wrepresert any seres of characters 4. Click on OK 5. Select the drop down arrow next to "DOB" and select CUSTOM 6. __ Fill in the CUSTOM AUTOFILTER dialog box as shown in the following screenshot ‘Sdministatvelnformation Techrlg/iGustomer Sewvices Managemenfieducaton and Training TeariGurent rang Page 22 Modulos\Advanced ExcaiAavanced Excel formulas and funetone oenaan ‘Show rows where oe. [etessthan =] fumes SCY re Fp Use 7 tarepresert any sgl charter Use * wrepresert any seres of characters al ea Turning AUTOFILTER off When you have finished filtering your data, click on DATA, FILTER, AUTOFILTER (there should be a tick next to AUTOFILTER, clicking on this ‘unticks' the option), ‘S\Aministatvellnformation TechnlogyiCustomer Sewvices Managemenfeducaton and Training TeariGurrent rang Page 28 Modulos\Advanced ExcaiAavanced Excel formulas and funetone oeMACROS Introduction Macros in Excel are not macros in the normal sense. Excel comes with its own programming language, Visual Basic for Applications. This means that very powerful macros can be created by almost anyone with the time and patience to construct them. ‘A macro is a recording of actions to automate tasks that are tedious or you do frequently. ‘Some examples: + Amacro to open a document you use every day: + Amacro to add the months of the year across a row, centring and bolding the names of the month; + Amacro to select a group of cells; ‘+ Amacro to find out which cells have Conditional Formatting; ‘+ Amacro to set up a worksheet in a certain way and then print the worksheet. Excel provides some useful tools to help beginners to use macros and to start achieving results straight away without having to learn much about Visual Basic for Applications, The following notes show how to: record a simple macro toggle between absolute and relative references when recording place a macro (assign a macro) on a toolbar icon assign a macro to a button on a worksheet so it is only available to that worksheet > delete macros vv Recording a macro These are instructions for recording a simple macro — selecting a range of cells you need to enter data into on a regular basis. 1. Select TOOLS, MACRO, RECORD NEW MACRO. The RECORD MACRO dialog box will appear. eee crema sea ces Sterley: Sexe acon culife [Peon ove Wortbook =] Desciton feta oe | _ ce ‘SAdministatvelnormation Techaalagy Customer Sewees ManagementEaucaton and Training TeariGuvrent Trang Page 24 Modulos\Advanced ExcaiAavanced Excel formulas and funetone oe2 In the MACRO NAME text box, type a name for your macro. Macro names cannot include spaces — an underscore is a good way to separate words. Do not use a cell address in the name as this will cause an error. Also, you may not use names of commands that already exist, e.g. Close. We have used Select_Cells for our example. You may wish to give the macro a keyboard shortcut (which is typed in the SHORTCUT KEY text box). You can have a lower case or upper case letter. If you use a shortcut that is already assigned to another function (i.e. CTRL + B has already been assigned to BOLD), you will overwrite that shortcut whilst the ‘workbook that is storing the macro is open. Decide where to store the macro This information gets entered in the STORE MACRO IN text box: + Personal Macro Workbook — a workbook that is usually hidden from view, a macro stored here will be available every time you use Excel, no matter which workbook or worksheet. ‘+ This Workbook — the current workbook. Useful if the macro you are going to record is only to be available when you are using this workbook. ‘+ New Workbook — Will open a new workbook where you can store the macro. You might do this because you want to have a similar macro workbook like the Personal Macro workbook — although unlike the Personal Macro workbook, this ‘one will not open automatically. If you want to use the macros stored in this new workbook, you would have to physically open it frst. If desired, fill in a brief description in the DESCRIPTION text box — this is for your information only. Click on OK to start the recording process. You will be placed back in the main worksheet. A STOP RECORDING toolbar should appear (if not, click on VIEW, TOOLBARS, STOP RECORDING). This toolbar has two icons. An icon to stop the recording and one to toggle between recording relative or absolute addresses (explained later). suy x 28 The STOP, Relative / Absolute button toggle The Macro Recorder is active at this stage. The Macro Recorder records all keystrokes and commands that you use, so now is the time to be careful as any mistakes you may make will also be recorded. Enter data as normal. For our example, select a range of cells e.g, F1:612, Click on the STOP button to stop recording or alternatively, click on TOOLS, MACRO, STOP RECORDING ‘Sdministatvellnlormation Technology Customer Senoes Managementeducaton and Training TeamiGurent Traning Page 25, Modulos\Advanced ExcaiAavanced Excel formulas and funetone oe