The Advantage Series ©2004 The McGraw-Hill Companies, Inc. All rights reserved Chapter 8 Managing Worksheet Lists Microsoft Office Excel 2003

©2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Lists Microsoft Office Excel 2003 is inarguably the most powerful electronic spreadsheet available. What you may not know is that you can also use Excel 2003 to efficiently manage lists of data when database management software seems like overkill.

©2004 The McGraw-Hill Companies, Inc. All rights reserved Defining a List Figure 8.1 Creating a worksheet list for recording bills Field Header Row Records Enter the list name on the sheet tab

©2004 The McGraw-Hill Companies, Inc. All rights reserved Defining a List Figure 8.2 Creating the field header row

©2004 The McGraw-Hill Companies, Inc. All rights reserved Defining a List Figure 8.3 Create List dialog box The range that you have selected appears in this text box automatically Because the field header row is formatted differently, Excel 2003 identifies that the list range contains headers

©2004 The McGraw-Hill Companies, Inc. All rights reserved Defining a List Figure 8.4 Defining a worksheet list The blue border signifies the extent or size of the list range List menu button Toggle Total Row button Chart Wizard button Print List button You use the AutoFilter buttons to sort and filter data in the list The blue asterisk signifies the “insert row,” where you can enter a new record’s data

©2004 The McGraw-Hill Companies, Inc. All rights reserved Entering Data into a List Figure 8.5 Opening the EX0810 workbook Notice that this cell range is not outlined by a blue border, signifying that it has not yet been defined as a worksheet list

©2004 The McGraw-Hill Companies, Inc. All rights reserved Entering Data into a List Figure 8.6 Selecting fields in a single record

©2004 The McGraw-Hill Companies, Inc. All rights reserved Entering Data into a List Figure 8.7 Displaying a data entry pick list Excel 2003 scans the field column for unique entries and then displays a sorted pick list of values

©2004 The McGraw-Hill Companies, Inc. All rights reserved Navigating a List Using a Data Form Figure 8.8 Data Form dialog box Navigate the records in a list using this scroll bar Display up to 32 fields from a single record Displays the active record number and the total number of records in the list Select from the available data management commands

©2004 The McGraw-Hill Companies, Inc. All rights reserved Navigating a List Using a Data Form Figure 8.9 Adding a new record using the Data Form dialog box

©2004 The McGraw-Hill Companies, Inc. All rights reserved Finding Data Using a Criteria Form Figure 8.10 Criteria form dialog box The “Criteria” label is a visual cue to tell you that this is a criteria form and not a data form

©2004 The McGraw-Hill Companies, Inc. All rights reserved Finding Data Using a Criteria Form Figure 8.11 Entering new search criteria Using a comparison operator to find all records containing a time greater than 12:00 PM in the Start field column

©2004 The McGraw-Hill Companies, Inc. All rights reserved Modifying a List’s Structure Figure 8.12 Creating a new field column Inserting a new field column Resizing handle

©2004 The McGraw-Hill Companies, Inc. All rights reserved Modifying a List’s Structure Figure 8.13 Entering a calculated field

©2004 The McGraw-Hill Companies, Inc. All rights reserved Working with Lists A worksheet list is used as a storage area for capturing and analyzing large quantities of data. However, data does not become information until it is processed. This processing can take several forms, from arranging, organizing, and extracting data to presenting data in charts and reports. Some common techniques for manipulating list data include sorting, filtering, and summarizing. In addition to these processes, this module examines methods for efficiently and effectively printing and converting your list data.

©2004 The McGraw-Hill Companies, Inc. All rights reserved Sorting a List Figure 8.14 Opening the EX0820 workbook

©2004 The McGraw-Hill Companies, Inc. All rights reserved Sorting a List Figure 8.15 Sort dialog box The current sort order, by descending Salary, is displayed in the Sort dialog box Click to access custom sort orders

©2004 The McGraw-Hill Companies, Inc. All rights reserved Filtering a List Figure 8.16 Viewing the filter options for the Department field Drop-down unique list of AutoFilter options AutoFilter drop- down list arrows attach to each field in the field header row

©2004 The McGraw-Hill Companies, Inc. All rights reserved Filtering a List Figure 8.17 Filtering the worksheet list A blue drop-down arrow tells you that a filter has been applied When a filter is active, row numbers appear blue

©2004 The McGraw-Hill Companies, Inc. All rights reserved Filtering a List Figure 8.18 Custom AutoFilter dialog box

©2004 The McGraw-Hill Companies, Inc. All rights reserved Filtering a List Figure 8.19 Applying a custom filter and sorting the results

©2004 The McGraw-Hill Companies, Inc. All rights reserved Summarizing a List Figure 8.20 Displaying the Total Row in a worksheet list A new row is added to the worksheet list range

©2004 The McGraw-Hill Companies, Inc. All rights reserved Summarizing a List Figure 8.21 Displaying the drop- down list menu for cell I52

©2004 The McGraw-Hill Companies, Inc. All rights reserved Printing a List Figure 8.22 Formatting the worksheet list

©2004 The McGraw-Hill Companies, Inc. All rights reserved Printing a List Figure 8.23 Previewing the worksheet list The field header row will appear at the top of each page, as specified in the Print titles area of the Page Setup dialog box

©2004 The McGraw-Hill Companies, Inc. All rights reserved Printing a List Figure 8.24 Printing the active worksheet list Select the list option button to print the active worksheet list. You can also use this area to print just the range selection, the active sheet, or the entire workbook

©2004 The McGraw-Hill Companies, Inc. All rights reserved Converting Workbooks to Different File Formats Figure 8.25 Save As dialog box

©2004 The McGraw-Hill Companies, Inc. All rights reserved Converting Workbooks to Different File Formats Figure 8.26 Displaying a CSV (comma delimited) text file using Notepad Field Header Row Notice that columnar entries are separated by commas. Numeric entries that have been formatted using commas must be enclosed in quotes

©2004 The McGraw-Hill Companies, Inc. All rights reserved Analyzing Lists Analyzing a list entails querying, extracting, and summarizing data. These tasks are facilitated using Excel 2003’s advanced filtering techniques. In this module, you learn to limit the display of records using multiple criteria, extract records to a different location in a worksheet, and summarize statistical data using a variety of database and list functions.

©2004 The McGraw-Hill Companies, Inc. All rights reserved Querying Lists and Extracting Data Figure 8.27 Opening the EX0830 workbook Field Header Row

©2004 The McGraw-Hill Companies, Inc. All rights reserved Querying Lists and Extracting Data Figure 8.28 Creating a criteria range Criteria Header Row Criteria Area Field Header Row List Area

©2004 The McGraw-Hill Companies, Inc. All rights reserved Querying Lists and Extracting Data Figure 8.29 Advanced Filter dialog box

©2004 The McGraw-Hill Companies, Inc. All rights reserved Querying Lists and Extracting Data Figure 8.30 Entering complex search criteria

©2004 The McGraw-Hill Companies, Inc. All rights reserved Querying Lists and Extracting Data Figure 8.31 Filtering a worksheet list Row numbers appear in blue to signify that the list area is filtered Complex Criteria using logical AND (criteria on same row but in different field) and logical OR (criteria in different rows)

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using Database and List Functions Figure 8.32 Selecting and naming the worksheet list The entire list range from A7 to G39 is selected prior to clicking in the Name box The worksheet list’s range name, “List,” should now appear in the Name box

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using Database and List Functions Figure 8.33 Using database functions

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using Database and List Functions Figure 8.34 Entering database functions for the “Edutech” workbook

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using COUNTIF and SUMIF Functions Figure 8.35 Using COUNTIF and SUMIF

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using COUNTIF and SUMIF Functions Figure 8.36 Function Arguments dialog box for the COUNTIF function

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using COUNTIF and SUMIF Functions Figure 8.37 Function Arguments dialog box for the SUMIF function

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using the Conditional Sum Wizard Figure 8.38 Add-Ins dialog box

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using the Conditional Sum Wizard Figure 8.39 Conditional Sum Wizard: Step 1 of 4

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using the Conditional Sum Wizard Figure 8.40 Conditional Sum Wizard: Step 2 of 4 Use these drop- down list boxes to build conditions for the SUMIF function Conditions that you’ve added to the SUMIF calculation are displayed in this area

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using the Conditional Sum Wizard Figure 8.41 Conditional Sum Wizard: Step 3 of 4 Select this option to insert only the formula result into the worksheet Select this option to insert the criteria information and the formula result into the worksheet

©2004 The McGraw-Hill Companies, Inc. All rights reserved Using Subtotals and Outlines This module describes two methods for summarizing data based on the level of worksheet detail displayed. First, creating subtotals in a worksheet automatically groups data, creates an outline, and computes summary calculations. Second, grouping and outlining data manually in a worksheet provides ultimate control over the level of column and row detail that you want to display in reports and charts. These techniques are especially helpful for organizing and summarizing data in large worksheet lists.

©2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Subtotals Figure 8.42 Opening the EX0840 workbook

©2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Subtotals Figure 8.43 Subtotal dialog box Specify the field to group records by Select a summary function to use for subtotaling Select the fields to summarize Specify whether to print groups on separate pages

©2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Subtotals Figure 8.44 Inserting subtotals in a worksheet list Row-Level Buttons Inserted subtotal row containing the SUBTOTAL function in cells E11 and G11

©2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Subtotals Figure 8.45 Viewing the worksheet at Row-Level 1 Total Hours Worked Total Billable Fees

©2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Subtotals Figure 8.46 Viewing the worksheet at Row-Level 2

©2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Subtotals Figure 8.47 Filtering a list prior to subtotaling

©2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Subtotals Figure 8.48 Using subtotals to display averages

©2004 The McGraw-Hill Companies, Inc. All rights reserved Grouping Data Manually Figure 8.49 Creating a Row-Level data grouping

©2004 The McGraw-Hill Companies, Inc. All rights reserved Grouping Data Manually Figure 8.50 Collapsing manually grouped rows and columns Rows 10 through 14 have been collapsed Columns E through G have been collapsed