Microsoft® Office Excel® 2003 Training

How to use lists

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How to use lists

Course contents

• Overview: Lists in Excel 2003

• Lesson 1: Create a list

• Lesson 2: Sort and filter a list

Each lesson includes a list of suggested tasks and a set of test questions.

How to use lists

Overview: Lists in Excel 2003

There’s a new List command in Excel 2003 that makes it easy to create orderly rows of data such as addresses, names of clients or products, and quarterly sales amounts. The new List command also makes it easy to total up values and to sort and filter data.

How to use lists

Course goals

• Create a list using the List command.

• Add up values in lists using the List toolbar.

• Use the AutoFilter arrows to sort and filter list data.

Lesson 1

Create a list

How to use lists

Create a list

Using the new List command to enter list data has several benefits.

For example, AutoFilter arrows are applied automatically in a convenient way (more on that in Lesson 2).

The new List command is on the Data menu.

Also, you can use the new Toggle Total Row button to total the last column in the list.

How to use lists

Use the List command

Imagine that you've already entered some data for salespeople into Excel.

To have Excel see this data as a list, click any cell within the data, and then:

Creating a list 1. Point to List on the Data menu.

2. Click Create List.

(Continued on next slide.)

How to use lists

Creating a list

The Create List dialog box appears.

You confirm that your data has headers (column headings), and that the indicated data is what you want included in the list.

Then the data becomes a list.

Use the List command, cont’d.

How to use lists

Now you have a list

Now that the data is a list:

1. AutoFilter arrows are automatically added in the header row.

2. A dark blue border appears around the list.

(Continued on next slide.)

How to use lists

Now you have a list, cont’d.

The dark blue border indicates the range of cells in your list.

You can have more than one list on a worksheet when you use the List command.

The blue border distinguishes one list from another and helps you to tell list data from other worksheet data.

How to use lists

Add a row or a column to the list

The row that contains an asterisk at the bottom is the insert row—the row you use to insert additional data.

List with an insert row

(Continued on next slide.)

As soon as you enter data to the insert row, another empty insert row is added to the list, so that you can continue to add data.

How to use lists

Add a row or a column to the list, cont’d.

List with an insert row If you click outside the list, the insert row and asterisk disappear, and the list border moves up one row.

(Continued on next slide.)

1. When another name, Callahan, is added to Cell A8…

2. … a new insert row is added in cell A9.

How to use lists

Add a row or a column to the list, cont’d.

List with an insert row

You can add a column to the list by typing in the empty column to the right. The list automatically expands to include that column.

How to use lists

Add up values

The Toggle Total Row button on the new List toolbar totals the last column in the list.

To get a total in column C of the example:

1. Click the Toggle Total Row button on the List toolbar...

2. ... to add a Total row to the list.

The Toggle Total Row button on the new List toolbar

How to use lists

Suggestions for practice

1. Create a list.

2. Add a total to a list.

3. Add a row and a column.

Online practice (requires Excel 2003)

How to use lists

Test 1, question 1

On which menu is the List command? (Pick one answer.)

1. On the Tools menu.

2. On the Data menu.

3. On the List menu.

How to use lists

Test 1, question 1: Answer

On the Data menu.

On the Data menu in Excel 2003, point to List, and then click Create List.

How to use lists

Test 1, question 2

How do you add a column to a list? (Pick one answer.)

1. Type in the empty column to the right.

2. On the Data menu, point to List, and then click Resize List.

3. Right-click the empty column to the right, click Insert, and then click Entire Column.

How to use lists

Test 1, question 2: Answer

Type in the empty column to the right.

The list will automatically expand to include that column.

Lesson 2

Sort and filter a list

How to use lists

Sort and filter a list

When you create a list with the List command, you automatically add AutoFilter arrows to the list.

You can use the AutoFilter arrows for sorting and filtering your list data.

The List command also lets you work with several lists on a single worksheet.

AutoFilter arrows

How to use lists

How to sort

You can sort any column in a list, just by clicking its AutoFilter arrow and choosing one of the sort commands on the menu that appears.

(Continued on next slide.)

How to use lists

How to sort, cont’d.

To sort the Date column in the example in descending order, so that you could see the most recent orders first:

1. Click the AutoFilter arrow on the Date header…

2. … click Sort Descending.

How to use lists

How to filter

Filtering list data is as simple as sorting. Excel will automatically show only the data you specify.

To see only sales made by Peacock, instead of everyone’s sales:

1. Click the AutoFilter arrow on the Name column.

2. Select Peacock.

How to use lists

More than one list on a worksheet

When you use the List command, you can have more than one list on a worksheet.

You can add or delete a row in one list without adding or deleting a row in a list next to it, an ability new in Excel 2003.

You can add a row to the list on the right without adding a row to the list on the left.

You can also sort those lists separately, because using the List command automatically gives each list its own AutoFilter arrows.

How to use lists

Suggestions for practice

1. Sort a list

2. Filter a list.

Online practice (requires Excel 2003)

How to use lists

Test 2, question 1

How do you sort list data in descending order? (Pick one answer.)

1. Click Sort on an AutoFilter arrow in the list.

2. Click Sort Descending on an AutoFilter arrow in the list.

3. Click Sort Descending on the List toolbar.

How to use lists

Test 2, question 1: Answer

Click Sort Descending on an AutoFilter arrow in the list.

How to use lists

Test 2, question 2

You can have more than one list on a worksheet, and you can add or delete a row in one list without adding or deleting a row in the list next to it . (Pick one answer.)

1. True.

2. False.

How to use lists

Test 2, question 2: Answer

True.

How to use lists

Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.