Week 3 Excel With Excel Working With Structured Data Sets

8/10/2019 Week 3 Excel With Excel Working With Structured Data Sets

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The Company Rocks

Excel With Excel:

Managing Your Music

Program NeedsStep-by Step Instructions to Accompany Video Tutorials

Presented by Danny Rocks

www.thecompanyrocks.com

[email protected]

Copyright 2013 The Company Rocks, LLC
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Excel With Excel: Managing Your Music Program Needs

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Week #1 The Rudiments of Excel

For this first week of instruction, I cover 4 Essential Rudiments of Excel in depth. Here are the step-by-

step instructions that you should use as your guide while working through the video tutorials and as you

complete your lesson assignments.

Links to the Video Tutorials on YouTube

I have produced 8 videos to cover the materials in this weeks instruction. Each video is unlisted on

YouTube. So, it is important that you can easily link directly to each video.

While I include the links at the appropriate points in this step-by-step instructional guide, I also wanted

you to have all 8 listed in one place. So here is the list all with hyperlinks:

1a - Rudiments - Enter Data Efficiently -http://youtu.be/5W9kZGNR1Xs

1b - Rudiments - Clear Cell Contents & Formats - http://youtu.be/GYOuPhGP-I4

1c - Rudiments - Consistent Data Entry -http://youtu.be/kIOTpxMItXQ

2a - Rudiments - AutoFill Options & Custom Lists:http://youtu.be/YcRaOlGB20c

2b - Rudiments - More AutoFill Options: http://youtu.be/QozXFQMLRFg

3a - Rudiments - Selecting Cells: http://youtu.be/RwKikxLMY3I

3b - Rudiments - GoTo Special: http://youtu.be/RrpiLvqfM_M

4a - Rudiments - Introduction to Formulas: http://youtu.be/ZkCamBuQo4k
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Rudiment #1 Entering Data EfficientlyIn order to take advantage of Excels power to calculate accurate formula results, ensure that your data

is entered correctly. Data falls into two broad categories: Numeric values or Text labels. Numeric values

are primarily used inside formulas while Text labels are mainly used to describe the data in a field - i.e. a

Column Header - or in a record i.e. a Row Label.

Entering Numeric Values

Click this link to watch the Video Tutorial on YouTube:http://youtu.be/5W9kZGNR1Xs

When Numeric values are entered correctly, they align to

the Right Side of the Cell. As pictured, Numeric values

include: numbers, dates, times, fractions, percentages and

decimal values.

Once you have correctly entered a numeric value, you can

change the formatting to suit your preference or to betterrepresent the information in your worksheet.

Formatting Choices for Numeric Value Entries

As you can see from the picture on the left, you have many

formatting options available once you enter a numeric value in

a cell. The General Style is Excels default formatting style.

ENTERING FRACTIONS. If you enter in a cell, Excel will return 4-

Mar a Date! If you enter 0 , then Excel will return the

fraction . Notice, however, that Excel stores this entry in

the Formula Bar as 0.75.

HOW DATES ARE STORED. Notice, in the picture on the left, that

formatting the number 50 as a Date, displays February 19,

1900. All Dates in Excel are stored as Serial Numbers. The

number 1 is stored as January l, 1900 the Date on which

Excel began counting dates.

Tip: To apply a date stamp to a cell, use the keyboard shortcut Ctrl + ; (semi-colon).

HOW TIMES ARE STORED. Notice that the Decimal Number 0.5, when formatted as Time, displays 12:00

PM. In other words, at Noon, 50% of the day has passed. Take special care when entering time using the

AM / PM style. Time values that are entered correctly align to the Right Side of the cell. I recommend

that you enter the value as 10:45 p and then press Enter to register 10:45 PM.

Tip: To apply a time stamp to a cell, use the keyboard shortcut Ctrl + Shift + : (colon).
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Cleaning Cell FormattingClick this link to watch the Video Tutorial on YouTube -http://youtu.be/GYOuPhGP-I4

When you press the Delete Key, you clear the

Content for that cell selection. However, any

formatting that was applied to that selection ofcell(s), remains in place! This can produce

unexpected results. In the picture above, the numeric value 5678 is stored in each cell. Notice the

range of formatting choices in these cells. Deleting all of these cells clears only the content. The

formatting, however, is not cleared.

On the Home Tab, in the Editing Group, choose Clear Formatting or Clear All from the

drop-down menu. Clearing the formatting returns the selected cells to the (default)

General Formatting setting while leaving the content of the cells in place.

Tip: Click the Select All Button (to the left of Column A and above Row 1 and then

use the Clear Formatting command to restore General Formatting to the worksheet.

Take Advantage of Excels Special Formatting Codes

Click this link to watch the Video Tutorial on YouTube -http://youtu.be/kIOTpxMItXQ

When entering 5-digit Zip Codes (Postal Codes)

for the USA, notice that Excel does not display -

nor does it store - any leading zeros! This

surprises and frustrates many people. Format the

range of cells that you want to contain Zip Codes,using Excels Special Formatting Codes. Now,

you will get the results that you expect.

Notice that you can also take advantage of the

Special Formatting Codes for Phone Numbers

and Social Security Number. Using these codes will save you time and will ensure that you maintain

consistent formatting for your data.
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Rudiment #2 Taking Advantage of AutoFill Options & Custom Lists

Speeding Up Data Entry with AutoFill Options and Custom Lists

Click on this Link to watch the Video Tutorial on YouTube -http://youtu.be/YcRaOlGB20c

You can quickly fill in labels for your Excel data using the built-in lists and AutoFill. Excel automaticallyincrements the values in these lists:

January, February, March, April, May, June, July, August, September, October, November, December

Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec

Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday

Sun, Mon, Tue, Wed, Thu, Fri, Sat

Beginning the AutoFill

Regardless of the direction (Up, Down, Left or Right) you always

begin to AutoFill when the mouse cursor turns to a + in the

lower right hand corner of the cell.

Click and Drag using your Left Mouse Button in the direction

that you want to AutoFill. Notice the Screen Tip; it displays the

value that is being filled in the cell as you drag the mouse.

Release the mouse when you have reached the end of your series.

When you release the Left Mouse Button, click on the AutoFill Options button to explore your choices.

Here are your choices when you AutoFill the Days of the Week. Notice that you

can skip the weekend days when you choose Fill Weekdays.

Alternately, you can use the Right Mouse button to AutoFill a range of cells. A

menu of AutoFill Options will appear automatically when you release the

mouse.

Creating Custom Lists to AutoFill

Follow these steps:

1)

Type your list in adjacent cells.2) Use F7 Key to open Spell Check.

3) Select all cells for the New Custom List.

4) Click on the File Tab on the Ribbon & choose Options

5) Click Advanced & scroll to the bottom of the list

6) Choose Edit Custom Lists.

7) Confirm that the cells that you selected in Step 3 appear in
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the Import List from cells box.

8) Click Import and then click OK.

You can now use this Custom List to AutoFill a series.

Two Possibilities with AutoFillClick this Link to watch the Video Tutorial on YouTube -http://youtu.be/QozXFQMLRFg

When you use AutoFill, Excel will either Copy the contents of the cell(s) or Increment the Series by a

Step Value. You can reverse the default setting by holding down the Ctrl key as you AutoFill.

Default Settings for AutoFill

COPY: Numeric Values, Standard Text Label

INCREMENT: Built-in & Custom Lists, Quarters of the Year, Ordinal Values e.g. 1st, 2nd, 3rd, etc.

CopyIncrement

Tip: Use the Right Mouse button to AutoFill. Now, the

cursor changes its shape to a White Arrow. When you

release the Right Mouse Button, a menu of AutoFill

Options appears. Make your choice.

Incrementing by More Than a Unit of One

You can increment by any step value that you wish. Follow these steps:

1. Enter the 1st value in a cell e.g. 5

2. In the cell directly adjacent, enter the 2nd value to indicate the step value of the series e.g. 10

3. Select both cells and then increment the series e.g. 5, 10, 15, 20, 25, etc.

Note: You can do this with Days, Weeks, Months, Years, Times, etc.

Additional AutoFill Possibilities

Number as the 1st character e.g. 1st Grade, 2nd Grade, 3rd Grade, etc.

Number as the last character Product 1, Product 2, Product 3, etc.

Quarters of the year works with Q1, 1st Quarter, Quarter 1, Qtr 1, etc.

Using the Fill Series Dialog Box

You can fine tune your method for filling a series by taking

advantage of the many options in the Fill Series Dialog Box. These

options include:
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DIRECTION: Rows (Default) or Columns. If you know the scope of the series you want to fill, I suggest that

you select those cells first.

TYPE: Linear (Addition by Step Value) or Growth (Multiplication by Step Value).

STEP VALUE: The unit you wish to use to Fill the series.

STOP VALUE: This is a wonderful feature when you need to quickly fill a large number of cells. After you

have selected the direction, type, and Step Value, enter to Stop Value and press OK. Your series is

automatically entered without having to drag the mouse!

AutoFill Formatting Only

You can also use AutoFill Options to quickly copy the formatting from one cell to a contiguous range of

cells. The contents of

these cells remain in

place; only the

formatting getschanged. You could also

use the Format Painter

to paste only the

selected formatting to the destination cell(s). Both techniques produce the same result

Rudiment #3 Selecting Cells Efficiently

Selecting Cell Ranges Efficiently

Click this link to watch the Video Tutorial on YouTube -http://youtu.be/RwKikxLMY3I

Before you can apply formatting to a single cell or to a range of cells, you must first select those cells.

This is a core principle that applies to all of the programs in the Microsoft Office Suite. In this chapter,

you will learn the most efficient ways to select cells that are in a contiguous adjacent range as well as

cell that are in a non-contiguous range.

Select Contiguous (Adjacent) Cells

Method

Click, drag and release mouse.

Click cell in one corner; Hold down Shift; Click cell in opposite corner of range.

Select cell on one corner; Hold down Shift; Use directional arrow keys to complete selectionSelect single cell; Hold down Ctrl + Shift; Use directional arrow key to select all cells that

contain an entry in that direction. Use another directional arrow to expand selection.

Select single cell; Press F8 key to enter Extended Mode and then use directional arrows to

complete selection. Press either F8 or Esc key to exit Extended Mode.

Select single cell; Use Ctrl + A keyboard combination to select all occupied cells in range;

Repeat to select every cell in worksheet.
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Select Non-contiguous (Non-adjacent) Cells

1. Make your first selection (single cell or range).

2. Hold down Ctrl while you click to make additional selection(s).

Changing the Content in Multiple Cells

After you have selected a range of cells, you may want to change the content of all the cells in this

range. You may want to change the formulas, text labels, or numeric values for all of the cells your

selected range. After you make your change(s), use the Keyboard Combination Ctrl + Enter. Now, your

entry is updated in all of the selected cells and the focus remains on the active cell in the range.

Common Formatting Attributes to Apply to Selected Cells

Keyboard Shortcut Action

Ctrl + B Toggle Bold formatting

Ctrl + I Toggle Italic formatting

Ctrl + U Toggle Underline formatting

Ctrl + 1 (one) Open Format Cells dialog boxAlt + (apostrophe) Open Style dialog box

Selecting All Non-blank Content Cells

Frequently, you need to select all of the contiguous cells, moving down in a column or across a row,

which contain content (Text, Numbers, Formulas, etc.). In other words, stop your selection with the cell

that is one before you come to a blank cell moving in a single direction. Use these Keyboard Shortcuts:

Keyboard Shortcut Action

Ctrl + Shift + Select all contiguous content cells to the right of starting point

Ctrl + Shift + Select all contiguous content cells to the left of starting point

Ctrl + Shift + Select all contiguous content cells below the starting pointCtrl + Shift + Select all contiguous content cells below the starting point

Using Extend Selection Mode the F8 Key

Rather than holding down the Shift Key while using a directional key

to select a contiguous range, you can use Excels Extend Selection

Mode. When you press the F8 Key, notice that the words Extend

Selection appear on the Status Bar. The F8 Key is a toggle key. Press it a second time to exit Extend

Selection mode.


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Using the Go To Special Options

Click on link to watch Video Tutorial on YouTube -http://youtu.be/RrpiLvqfM_M

In addition to choosing cells based upon location,you can take advantage of Excels Go To Special

Options. In my experience, most people who use

Excel have never learned about these valuable and

time-saving commands.

Use the F5 key or the Ctrl + G Keyboard Shortcuts

to open the Go To Dialog Box. Then, click the

Special Button to open the Go To Special Dialog

Box.

I prefer to use this dialog box rather than choosingfrom the Go to menus selections for Find &

Select Command on the Home Tab of the Ribbon.

In the dialog box, when I select Formulas, I can narrow my selection to Numeric Formulas or, for

example, Text Formulas. Likewise, in the dialog box, I can narrow my selection down to, for example,

Numeric Constants.

I frequently use the Go To Special options to visually audit an Excel worksheet to ensure that, for

example, the cells that I expect to contain Formulas actually contain Formulas. It is far too easy for

someone to accidently type in a Constant Value rather than use a Formula.

Rudiment #4 Introduction to FormulasExcel does many things well: Managing lists of data, charting, etc. However, the real power in Excel is

the ability to quickly calculate almost anything: Monthly payments for loans, Future value of an

investment, Variances in budgets, etc. In order to perform these calculations, you need to learn how to

use Formulas and Functions. Once you master a few key concepts, you will be amazed at how easy it is

to really get the most out of Excel.

An Introduction to Formulas in Excel

Click to view the Video Tutorial on YouTube -http://youtu.be/ZkCamBuQo4k

All calculations in Excel must begin with the = (equal sign). At a minimum, a formula needs to include at

least one reference. As a best practice, make these references to cells and not Constant Values that you

type in.

When you change the value in a cell that is referenced in a formula, the results of all dependent

formulas update automatically.
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Using Mathematical Operators in Formulas

Excel uses the symbols in this table to perform

mathematical calculations. Notice that most of the

example formulas use cell references and not constant

values.

You join text strings with the & (ampersand).

Order of Precedence when Calculating Formulas

Take care to understand the Order of Precedence that

Excel uses when calculating formulas. When two or more

operators are at the same order of precedence, Excel

calculates them moving from Left to Right in the formula.

You can use the Parenthesis () to control how calculations

are performed. It is the unit result of the operations

inside parentheses that is further calculated in the formula.

The Comparison Operators e.g. > (Greater than) produce

a result that is either TRUE or FALSE. Comparison

operators are best used inside Logical Functions.

Week #2 Using Formulas & Functions

For this second week of instruction, I demonstrate how to write Excel Formulas and use the most

popular Excel Functions. Here are the step-by-step instructions that you should use as your guide while

working through the video tutorials and as you complete your lesson assignments.

Links to the Video Tutorials on YouTube for Week #2

I have produced 4 videos to cover the materials in this weeks instruction. Each video is unlisted on

YouTube. So, it is important that you can easily link directly to each video.

While I include the links at the appropriate points in this step-by-step instructional guide, I also wanted

you to have all 4 listed in one place. So here is the list all with hyperlinks:

5a - Formulas / Functions - Relative Cell References: http://youtu.be/tbKDssgUQjI

5b - Formulas / Functions - Absolute Cell References:http://youtu.be/SW79T8Lk3io
http://youtu.be/tbKDssgUQjIhttp://youtu.be/tbKDssgUQjIhttp://youtu.be/SW79T8Lk3iohttp://youtu.be/SW79T8Lk3iohttp://youtu.be/SW79T8Lk3iohttp://youtu.be/SW79T8Lk3iohttp://youtu.be/tbKDssgUQjI


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5c - Formulas / Functions - Mixed Cell References: http://youtu.be/nd2GSCSK_lM

5d - Formulas / Functions - Most Popular Functions:http://youtu.be/NP7YlvU5kiM

While you can do many things with Excel, most people want to learn how to properly write Formulas

and to select the proper Function to perform powerful calculations. In this weeks instruction, I take care

to demonstrate the best practices when using Formulas and Functions.

Types of Cell References Used in Formulas

Click to view the Video Tutorial on YouTube -http://youtu.be/tbKDssgUQjI

Relative Cell References

By default, cell references used in formulas are relative cell references. This means that when you

copy a formula like =B2*C2 down in the column, the formulas adjust relative to the starting position to

become e.g. =B3*C3 and =B4*C4.

Excel does NOT interpret a relative cell reference literally. Rather, it uses this logic: Relative to the cell

location for my formula, go over x columns to the left, in this row and multiply that cell value by the

value in the cell that is y columns to the left, in this row.

This is why it is so easy to write a formula one time and then copy that formula to adjacent cells going

down vertically in the column or across horizontally in the row.

Absolute Cell References

Click to view the Video Tutorial on YouTube -http://youtu.be/SW79T8Lk3io

There are times e.g. when referring to a cell that contains the Sales Tax Percentage that you want

that cell reference to remain frozen in place, when you copy the formula to other locations. While a

cell reference like - A4 is a Relative Reference, you can make that reference Absolute e.g. $A$4 by

adding $ (Dollar Signs) in front of the Column Letter and the Row Number.

Tip: Use the F4 Keyboard Shortcut to quickly cycle through the four possible cell reference types.

Mixed Cell References

Click to view the Video Tutorial on YouTube -http://youtu.be/nd2GSCSK_lM

In the example on the video, I use a Mixed Cell Reference B$28 because I want Row 28 to be the top

row in my =SUM() Formula for calculating Cumulative Sales.

Calculating Price Discounts

Remember that Multiplication (*) has a higher level of

precedence when Excel calculates a formula. So,
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notice how I use Parenthesis () in the formula in this picture.

In this example, cell M44 contains the value 15%. I want to multiply the current price by the inverse of

the discount percentage. That is, (1-15%) means that I am multiplying by 85% to receive a price that is

discounted by 15%.

For price increase, you would use a reference like (1+M44) where cell M44 contains the percentage of

increase you want to apply.

Using the Most Popular Excel Functions

Click to view the Video Tutorial on YouTube -http://youtu.be/NP7YlvU5kiM

There are several hundred Functions in Excel. However, all functions have three required elements:

1) The = (equals) sign all calculations in Excel must begin with =.

2) The name of the function e.g. SUM and take advantage of Function AutoComplete!

3)

Matching Parentheses () which enclose the Function Arguments.

Functions with No Arguments

The =TODAY() function returns the current date according to your computers system clock.

The NOW() function returns the current date & time according to your system clock.

Both of these functions are called volatile functions. While the value that =TODAY() will update

automatically when the system clock changes to a new day, you may need to periodically

recalculate the cell(s) that contain the =NOW() Function. You can use the F9 Keyboard Shortcut to

recalculate all formulas including =NOW() in your Excel workbook.

Functions that Reference a Range of CellsThe most common Excel Functions are found on the drop-down menu for AutoSum. They are: Sum,

Average, Count, Max, and Min.

Before you select one of these AutoSum Functions, ensure that you have selected a

blank cell that is adjacent to the last cell in the range that you will reference for your

AutoSum Function.

Ensure that the correct range of cells has been selected and then

press either the Enter key or use the Ctrl + Enter combination. I

prefer to use Ctrl + Enter because it keeps the ActiveCell Focus on

the Formula Cell. Then, you can use the AutoFill Handle to copy

this formula to adjacent cells.

Tip: You can save several keystrokes if you select the adjacent cells

that will receive copies of the formula before you select the AutoSum Function.

Tip: Use the Keyboard Shortcut Alt + = to use AutoSum SUM() Function only.
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Tip: Automatic Calculations on the Status Bar. Whenever you select two or more cells that contain

numeric values, you can view the results of

the most popular Excel functions on theStatus Bar. Right-click on the Status Bar to

add or remove a function or feature.

Functions that Count

In my experience, I find that many Excel users are uncertain which function to use to count values in a

range of cells. In this video, I demonstrate:

=COUNT() Counts the number of cells in the range that contain Numeric Values

=COUNTA() Counts the number of cells in the range that are non-blank i.e. they contain

either Numeric Values or Text Labels.

=COUNTBLANK() Counts the number of cells in the range that are blank.

Functions that Manipulate TextFrequently, when you import or receive a database report, the records are in UPPER CASE. You can use

the =PROPER() Function to quickly convert these text strings to Initial Capitalization case. This will look

more professional when you print out your report or send personalized mailings.

Earlier in this video, I demonstrated how to use the & (ampersand) operator to join text strings. You can

also use Excels =CONCATENATE() Function to join text strings.

This concludes the instruction for Week # 2 of our course: Excel with Excel.

Week #3 Working with Data Sets

For this third week of instruction, I demonstrate how to work with Structured Data Sets in Excel. You

will learn how to Sort & Filter Data Sets; Create Subtotals; Work with Pivot Tables and Excel Tutorials.

I have also created a matching set of Tutorials for the Mac. I am using Excel 2011 for Mac while

filming this series.

Here are the step-by-step instructions that you should use as your guide while working through the

video tutorials and as you complete your lesson assignments.

Links to the Video Tutorials on YouTube for Week #3I have produced 5 videos each for Windows and for Mac - to cover the materials in this weeks

instruction. Each video is unlisted on YouTube. So, it is important that you can easily link directly

to each video.

While I include the links at the appropriate points in this step-by-step instructional guide, I also

wanted you to have all 5 listed in one place. So here is the list all with hyperlinks:


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Videos for Windows6a - Structured Data - Sorting & Filtering: http://youtu.be/RdUgGUN0BhY

6b - Structured Data - Natural Language Filters: http://youtu.be/AUbqHHCIQcY

6c - Structured Data - Subtotals: http://youtu.be/ZTjLXQyZyyk

6d - Structured Data - Pivot Tables: http://youtu.be/7uO5dGOKPnA

6e - Structured Data - Working with Tables: http://youtu.be/T1PLckxSUP4

Videos for Mac (Excel 2011 for Mac)6a - Structured Data - Sorting & Filtering: http://youtu.be/-uFc7oryucM

6b - Structured Data - Natural Language Filters: http://youtu.be/oLYN7fEGx34

6c - Structured Data - Using Subtotals: http://youtu.be/rKhTjdumWbs

6d - Structured Data - Working with Pivot Tables: http://youtu.be/IX-psE8h1sc

6e - Structured Data - Working with Excel Tables: http://youtu.be/B0mi_fG2G-8

Working with Structured Data SetsMany people use Excel to create and manage lists. Popular types of lists include Contacts Lists, CustomerSales History, and Inventory Status Reports. Of course, Excel allows you to sort, filter, and chart your lists.

However, before you can sort your list, you must first structure your list.

Structure Your DataAs you can see in this diagram, there are three simple rules to follow

when you want to take advantage of Excels tools for sorting,

filtering, and charting your list.

CLEARLY DEFINED FIELD LABELS.Simply select the cells in the top row

- that contain the text labels that define each column and apply Bold

Formatting. Now, Excel will automatically recognize these cells as Field Headers.

NO BLANK ROWS OR COLUMNS.Excel determines the dimensions of your structured data set based upon the

first blank row or column that it finds. So keep all of your records together. Do not insert a new blank row or

column. As a best practice, you should also ensure that your data set does not contain blank cells. It is

better to put a 0 (zero) or some symbol in the cells that do not yet contain data.

SELECT A SINGLE CELL IN YOUR DATA SET.Before you sort or filter your data set, select a single cell that is

inside your data set. If you select more than one cell, Excel will sort the selected cells only. This is not the

result that you want!
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Sorting Your Data Set

Click to view the video tutorial on YouTube:

Excel for Windows: http://youtu.be/RdUgGUN0BhY

Excel for Mac: http://youtu.be/-uFc7oryucMI

n Excel, the sorting menus provide helpful information. For example, if you want to sort on a

field that contains Dates, Excel tells you that Ascending Order means Newest to Oldest.

Here is how to perform a simple sort based on one field:

Right-click a single cell in your sort field.

Hover your mouse over Sort on the short menu.

Click on the command you want to use for sorting your data.

Since you are sorting a structured data set, all of the records remain intact even though your data has been

reordered based upon the values in your sort field.

Custom SortingWhen you need to sort your data based on more than one field, open the Sort Dialog Box which is located

on the Data Tab of the Ribbon. In Excel, you can sort on an unlimited number of fields. In addition, you can

also sort by Color, by Icon, and many more options.

Sorting By a Custom ListEarlier, you learned how to AutoFill using both the Built-in Lists

and the Custom Lists that you created. In addition to sorting

alphabetically, you can sort using these Custom Lists. For

example, you can sort the months of the year field in

chronological order.

Filtering Your DataLists tend to grow in size quickly! Often, you will want to focus

in on a subset of your data. Filter your data so that only the

records that match your criteria are displayed. In the picture

on the left, I applied two filters to the data set:

1) Filter the Division field to only display the East and

West Divisions.

2) Filter the Quarter field to only display the 1stand 2ndQuarters.

Notice the gap in the row numbers. The records in these missing rows are hidden because their data did

not match the Filter Criteria.
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Here are two ways to open the Filter Dialog Box:

1) On the Data Tab of the Ribbon, click on the Filter Command.

2) Use the Keyboard Shortcut Ctrl + Shift + L. This shortcut is a toggle which means that you can use

it to quickly clear all filters and remove the filter drop-down arrows from the Header Row.

Natural Language Filters


Excel for Windows:http://youtu.be/AUbqHHCIQcY

Excel for Mac:http://youtu.be/oLYN7fEGx34

In Excel, you can take advantage of Natural Language Filters that fall into

three types:

1) Natural Language Date Filters

2) Natural Language Text Filters

3) Natural Language Number Filters

Natural Language Date FiltersNow you can filter a date field for records from e.g. Yesterday, Last

Week, Next Month, etc. Choose a Natural Language Date Filter from the

drop-down menu. Of course, all Date Filter selections return filtered

results that are relative to the system clock on your computer.

Natural Language Text FiltersWith Natural Language Text Filters you can focus in on records that Contain or Do Not Contain certain text

strings. Other selections are Begins With, Ends With, etc.

Natural Language Number FiltersIn addition to the standard Greater Than and Less Than Filters, we can now filter for Numeric Values that

are Above Average, Below Average or in the Top 10. It is important to understand that Above Average,

Below Average and Top 10 Filters refer to all of the records in the numeric field that you are filtering. So, for

example, if you applied a text filter and then a Top 10 filter, it is possible that no records would match the

criteria.

Tip:If you right click any cell in your data set, you can select Filter Selected Cells Value. This is a quick way

to filter by a specific date.
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Subtotal Your Data Set


Excel for Windows:http://youtu.be/ZTjLXQyZyyk

Excel for Mac: http://youtu.be/rKhTjdumWbs

Filtering your data set is great because it allows you to focus on specific records.

However, if you want to see and capture the sum total or the average value for

each category, you should use Excels Subtotal tool. Here are the steps to follow:

1) Sort your data set by the field that you wish to summarize.

2) On the Data Tab of the Ribbon, choose the Subtotal Command.

3) In the dialog box, select the field to Subtotal At each change in.

4) The Sum Function is the default. However, you can use another one.

5) Place a Check next to the field(s) that you want to Subtotal by Sum.

6) Choose other options as needed and then click OK.

Work with Subtotal OutlineYour subtotaled data is automatically outlined. Click on the +

symbol to expand a subtotal. This reveals the detailed records

included in the Subtotal. Click on the symbol to collapse the

detailed records. You can also change the Level of your Subtotal

by lick on a Number. In this example, Level 2 was selected.

If you want to make changes to your subtotal, click on the

Subtotal Command to reopen the dialog box. Follow the same

method if you want to remove the Subtotal from your data set.

Copy and Paste Subtotal Outline

It is important that you follow these steps so that you can successfully copy and paste your Subtotal Outlineto another location:

Select the data area that you want to copy.

Open up the Go To Special Dialog Box.

Use the F5 Shortcut to open the Go To Dialog Box and click Special.

Choose Visible Cells Only and click OK.

Notice the blinking blinds in your outline.

Copy these visible cells only. You can use the Ctrl + C shortcut.

Go to your new location and paste the outline. You can use the Ctrl + V

shortcut.

Notice that you have pasted the values only of the Subtotal Outline.

Tip:A quick way to select the visible cells only. Select the data range and use the Alt +; (semi-colon)

keyboard shortcut.
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Natural Language Formulas automatically copied to each record

Formatting choices from the Table Style Gallery

Total Row summaries

To convert a list to an Excel 2010 Table:

1)

Select a single cell and from the Insert Table select Table.2) Confirm the size of your data set and that it contains Headers

Notice that alternate row shading has been applied to your new table.

Filter drop-down menus have been added. And, a new contextual

Table Tools Tab appears on the Ribbon.

Use Table Style OptionsYou can change the look of your Table by selecting from the Styles

Gallery. You can control which styles appear by changing one or more of

the Table Tool options. For example, Banded Rows allows you to enable

or disable Alternate Row shading for your table.

If you want to see a Total Row Summary, check the Total Row option.Initially, the Sum Function is added to the last column. Use the drop-

down menus to add or change summaries for each column.

Name your TableI recommend that, rather than using a generic name Table1 -, you give each table a

relevant name. For example, Revenue. This will be very helpful when you are creating

formulas inside the table or outside of the table.

Writing Formulas Inside TablesWhen you convert a standard list to an Excel 2010

Table, you can take advantage of Natural LanguageFormulas. Simply use your mouse to select the cells for

your formulas and the Field Names are included in the

formula. When you accept the formula, it is automatically copied down for each record in your Table.


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Resources Offered

by The Company Rocks

I invite you to improve your Excel Skills by taking advantage of the many resources that I offer you:

Visit and explore my website www.thecompanyrocks.com to search for all of the posts and

videos that I have published for the past six years.

Subscribe to my free Video Podcast,Danny Rocks Tips and Timesavers on iTunes.

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Sincerely,

Danny Rocks

The Company Rocks

[email protected]

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DannyRocksExcels

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Documents

Week 3 Excel With Excel Working With Structured Data Sets