Excel Basics

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Excel Basics

  1. 1. Excel BasicsSome useful functions
  2. 2. Filtering 1 Occasionally, you may have a lot of data in an Excel spreadsheet, but you only want to see certain parts of it.You can hide the unwanted data by applying a filter. To dothis, highlight the cells above the data you want to filter on – this is normally the column headers .
  3. 3. Filtering 2 Note: If you have a blank line between your column headers and your data, you MUST highlight all of the data, including the headers, for the autofilter to work.Select the Data menu, then Filter, and then click on Autofilter
  4. 4. Filtering 3You will then notice that your column headers now have a small downwards arrow in the bottom right corner of the cell. If you click on that arrow, you will see a list of all of the items you can filter on, e.g.
  5. 5. Filtering 4 If you want to filter on only one item, then youcan just click straight on that item and it will bedone automatically. If you have applied a filter, and want to get back to seeing all entries, you will need to select the “(All)” option. You also have the option to sort the data in eitherascending or descending order. If you want to filter on more than one option, or to choosewider criteria, you will need to use the “Custom” option:
  6. 6. Filtering 5Selecting the Custom option will show the following screen: At the top, you can see the drop down which currently states “equals”. You can use the drop down and select the appropriate logical operator
  7. 7. Filtering 6 The logical operators allow you to apply a filter based on numerical values as well as text based one. Once you have selected the operator, you can then enter the value on the right hand side. For example, with “Less than 10”, “less than” is the operator, “10” is the value.
  8. 8. Filtering 7Using the “And” or “Or” radio button in the middle allows you to use more than one condition at a time, forexample you could have one condition of “greater than or equal to 0” and another of “less than or equal to 10” to show all entries in that column that have a numberbetween 0 and 10 inclusive. Once you have entered all of the conditions you require on this column, click on “OK” for your filter to be applied.
  9. 9. Filtering 8 You can repeat this process for as many columns as you require. For largespreadsheets, you may find that you need toapply filters to numerous columns in order to find the data you require.
  10. 10. Filtering 9 At a glance, you can tell which columns have a filterapplied by looking at the colour of the drop down arrow. If it is blue instead of black, then a filter is applied. It can be very hard to distinguish sometimes. Filtered Not Filtered
  11. 11. Filtering 10 Filtered Not Filtered N.B. To remove the filter, select “All” from thedropdown. To adjust the custom filter, select “Custom” from the drop down again, and adjust the entries accordingly.

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