5. Sorting data is an integral part of data
analysis.
User might want to put a list of product
inventory from highest to lowest , list of
names in alphabetical order, compile a list of
product inventory levels from highest to
lowest or order rows by colors or icons.
Sorting data helps user quickly visualize and
understand data better, organize and find the
data that user wants, and ultimately make
more effective decisions.
6. This feature allows users to look at the same
data in different ways.
It allows users to sort by date, sort by text or
numbers, sort by multiple columns, or by
color.
7. To sort the data in a database, we have to
follow the steps given below:
1. Select a cell in the database.
2. On the Data Tab, in the Sort & Filter group,
click Sort. sort dial dialog box appears.
OR
On the Home Tab, in the Editing group, click
Sort & Filter and then select Custom Sort
8. • Excel will select all cells above, below,
to the right, and to the left of the cell
the user selected until it encounters a
blank column and row. Excel will
examine the top row of the database
and either assign it as a record by
including it in the selection, or excludes
it assuming it as a as a row of column
header.
• The last section of the Sort dialog box
lets the user specify whether the
database has a header row or not.
9. TO SORT IN ALPHABETICAL ORDER:
Select a cell in the column you want to
sort (In this example, we choose a cell
in column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information
in the Category column is organized in
alphabetical order.
TO SORT FROM SMALLEST TO LARGEST:
Select a cell in the column you want to
sort (In this example, we choose a cell
in column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now
the information is organized from the
smallest to largest amount.
13. Under column, in the sort by box, select the field
name to sort by, from the drop down list.
Under the Sort On, select the criteria on which to
sort.
Choose the sort order under the Order box.
If the user wants case sensitive sort, click
Options. The sort dialog box
opens.
Click case sensitive and click
OK.
14. 1. SORT BY CELL COLOR, FONT COLOR, OR CELL ICON
If the user has manually or conditionally formatted a
range of cells or a table column by cell color or font
color, the user can also sort by these colors. The user
can also sort by an icon set created through a
conditional format.
2. SORT BY A CUSTOM LIST
The user can use a custom list to sort in a user-
defined order. For e.g. a column might contain
values that the user wants to sort by, such as High,
Medium or low.
15.
16. A filter is used to select records that meet a
specific criterion and temporarily hide all
other records. The user can set the criteria to
set the filter.
17. Filtering is a useful way to see only that data
that a user want displayed.
User can use filters to display specific records
in a form, report, query, or datasheet, or to
print only certain records from a report,
table, or query.
18. USING AUTOFILTER
•To have Excel set up an auto filter, select any cell in the
database and click Filter on the Data Tab. Excel reads
every records in the database and creates a filter criteria
list for each field. Click the drop-down arrow that
appears next to each field name to access the field’s
criteria list.
•Using Auto filter, we can create three types of filter: by
a list of values, by a format, or by a criteria. Each of
these types is mutually exclusive for each range of cells
or column table. For e.g. we can filter by cell color or list
of numbers but not by both
FILTERING WITH SELECTION
• The user can quickly filter data with criteria equal to
the contents of the active cell.
20. CLEARING A FILTER
• We can clear a filter for a specific column or clear all
filters.
• To clear filter from
Column: Click Filter button on the column heading
and then click Clear Filter from < Column Name>.
Entire: Click Clear in the Sort & Filter group on the
Data Tab.
FILTERING FOR UNIQUE VALUE
• Filtering for unique value does not delete duplicate
records.
• It temporarily hides them
• It is operated with Advanced Filter in
the Sort & Filter…
ADVANCED FILTER
DIALOG BOX
21.
22. The user can create subtotals based on any
field in the database. A subtotal can be an
average, count, minimum, maximum or other
statistical calculation based on a group of
records…
23.
24. Sorting is a pre-requisite for subtotals and data
needs to be sorted on the same column on which
the subtotals have to be done.
STEPS
1. On the Data Tab, in the Outline
group, click subtotal. This will display
the subtotal dialog box.
SUBTOTAL DIALOG BOX
26. 2. In the At each change in box, select the
numeric fields to be subtotaled.
3. In the Use function box, select the summary
function to be used for creating subtotals
4. In the subtotals to the list, select the
checkbox for each numeric field to be
subtotaled. The user can subtotal more than
1 field at a time.
5. If the user wants an automatic page break
between groups check box.
27. 6. To specify a summary row above or below
the details row, clear or select the Summary
below data check box respectively.
7. To avoid overwriting the existing subtotals
clear the Replace current subtotals check
box.
8. Click OK
28. The steps for removing the subtotals in a
database are:
1. Select any cell in the database.
2. On the Data Tab, in the Outline group, click
Subtotal. This will display the Subtotal dialog
box.
3. Click Remove All.
29.
30. Data in an Excel workbook can from two different
locations. The data may be stored directly in the
workbook, or it may be stored in an external data
source, such as text file, a database or an Online
Analytical Processing(OLAP) CUBE.
This external data source is connected to the
workbook through a data connection, which is a
set of information that describes how to locate,
log in to, and access the external data source…
31. • The connection files all the information that is
needed to access and retrieve data from an
external data source.
• The data connections are stored in the My
Data Sources folder in My documents folder.
• The connection information is copied from the
connection file into the workbook, which is
called Workbook connection. Using that we can
edit the connection information
32. 1. On the Data Tab, in the connection group, click
connections. This will display the Workbook
Connection dialog box.
2. Click Add. The existing Connection dialog box
appears showing a list of existing connections.
3. Click Browse for More and locate the external data
source. Click Open. The Text Import Wizard
appears.
4. Select the required option and click Next to go to
the next step. After selecting all options click
Finish. Excel will add new entry to the Workbook
Connections.
5. If you want to change the properties click
Properties and do adjustment as required.
6. Click Close
33. 7. On the Data Tab, in the get External Data group,
click Existing connections.
8. Select the connection and click Open. This will
display the Import Data dialog box.
9. Specify where the data is to be inserted, either
into the current worksheet or to a new
worksheet.
10.Click OK. The data will get inserted..
