© Scott/Jones Publishing, Inc. 1 Chapter 19 Advanced Features of List Management Excel 2003, Volume 2 by Karen J. Jolly

2© Scott/Jones Publishing, Inc. Outcomes Sort data on multiple fields. Sort by months and weekdays. Filter on multiple fields. Use a custom filter to query a database.

3© Scott/Jones Publishing, Inc. Advanced Sort Sort can easily be completed on three fields. Can sort by date, time, or a custom list. Primary sort = first three fields sorted. Secondary sort = next fields sorted. Complete secondary sorts first, then the primary sort.

4© Scott/Jones Publishing, Inc. Plan the Sort Determine fields and order for the sort. Determine primary, or first three, fields. Determine secondary fields and their order. Complete the secondary sort first. Complete the primary sort last.

5© Scott/Jones Publishing, Inc. Sort a List Order of sort: Last name, first name, department, level, salary, ZIP

6© Scott/Jones Publishing, Inc. Sort Secondary Fields Complete secondary sort first: 1.Select any cell in the database. 2.From the Data menu select Sort. 3.Select the secondary fields, level, salary, zip.

7© Scott/Jones Publishing, Inc. Completed Secondary Sort

8© Scott/Jones Publishing, Inc. Sort Primary Fields Complete primary sort: 1.Enter primary sort fields.

9© Scott/Jones Publishing, Inc. Completed Sort

10© Scott/Jones Publishing, Inc. Sort by Date and Time Dates and times are stored in Excel as serial numbers. The serial number of date or time determines sort order. Dates/times entered as text will not be sorted accurately.

11© Scott/Jones Publishing, Inc. Sort by a Custom List Arrange list by birth date

12© Scott/Jones Publishing, Inc. Select a Custom List

13© Scott/Jones Publishing, Inc. Sort Complete by Birthdate

14© Scott/Jones Publishing, Inc. Custom AutoFilter Filter on two or more criteria or when a numeric range is needed. From the Data menu select AutoFilter.

15© Scott/Jones Publishing, Inc. Custom Auto Filter In AutoFilter list, select Custom.

16© Scott/Jones Publishing, Inc. Setting AutoFilter Criteria

17© Scott/Jones Publishing, Inc. Completed AutoFilter People with salaries greater than $30,000

18© Scott/Jones Publishing, Inc. Remove AutoFilter From Data menu select Filter; Show All.

19© Scott/Jones Publishing, Inc. Filter on Two Criteria In order for a record to be included in the list both criteria must be met. Example: Find salaries between $25,000 and $35, 000. Example: Find salaries between $25,000 and $35, 000. From the Data menu select Filter; AutoFilter.

20© Scott/Jones Publishing, Inc. Filter on Two Criteria Determine filter ranges. Select And; both criteria must be met.

21© Scott/Jones Publishing, Inc. Completed Filter

22© Scott/Jones Publishing, Inc. Multiple Criteria Filter Use a custom list when more than one criteria is needed in a field. The filter can only match one of the criteria use the OR operator. Example: filter for employees living in Chester and those living in Philadelphia. Example: filter for employees living in Chester and those living in Philadelphia.

23© Scott/Jones Publishing, Inc. Multiple Criteria Filter Click on OR

24© Scott/Jones Publishing, Inc. Filter for Two Criteria When two criteria must be matched in different fields. Example: People who live in Philadelphia who earn more than $25,000. Example: People who live in Philadelphia who earn more than $25,000. Complete one of the filters. Complete the second filter. Complete all additional filters.

25© Scott/Jones Publishing, Inc. Step 1 Complete one of the filters. Example: In the City column filter for Philadelphia. Example: In the City column filter for Philadelphia.

26© Scott/Jones Publishing, Inc. Step 2 Complete the second filter. Example: In the Salary column filter for greater than Example: In the Salary column filter for greater than

27© Scott/Jones Publishing, Inc. Filter for Two Criteria After first filter After second filter

28© Scott/Jones Publishing, Inc. Top 10 AutoFilter To quickly determine the top 10 or bottom 10 in a list. Example: Find the top 10 sales representatives in the company. Example: Find the top 10 sales representatives in the company.

29© Scott/Jones Publishing, Inc. Top 10 AutoFilter Dialog Box

30© Scott/Jones Publishing, Inc. Top Ten Salespersons

31© Scott/Jones Publishing, Inc. Advanced Filter Features Advanced Filter is another method of filtering a list. A copy of the filtered data can be extracted and placed in a new location. An advanced filter prepares a separate report. Advanced filter can replace the original list or create a new list.

32© Scott/Jones Publishing, Inc. Plan the Advanced Filter 1.Determine where new list will be placed. 2.Determine the fields to include in new list. 3.Determine filter criteria. 4.Copy column labels to new location.

33© Scott/Jones Publishing, Inc. Advanced Filter 1.From the Data menu select Filter; Advanced Filter. The list range that opens is the range of the database.

34© Scott/Jones Publishing, Inc. Advanced Filter 2.Determine if filtered list will replace current list. 3.Click and drag through Criteria range. 4.Select cell where copied list will be placed.

35© Scott/Jones Publishing, Inc. Formula as a Filter The criteria for a filtered list can include a formula or calculation. When criteria is a formula it is a calculated field.

36© Scott/Jones Publishing, Inc. Filter for people in Philadelphia Home Electronics earning more than $25,000

37© Scott/Jones Publishing, Inc. Formula as a Filter 1.Copy labels for criteria fields. 2.Enter criteria in next row. Example: Find employees working in Philadelphia earning more than $25,000. Example: Find employees working in Philadelphia earning more than $25,000.

38© Scott/Jones Publishing, Inc. Formula as a Filter 3.From the Data menu select Filter; Advanced Filter. 4.Highlight Criteria range. 5.Place range of criteria just created in Criteria range box. 6.Filter list in another location or replace current list.

39© Scott/Jones Publishing, Inc. Completed Filter

40© Scott/Jones Publishing, Inc.