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Basic and multi-field sorting

From: Excel 2010 Essential Training

Video: Basic and multi-field sorting

Another great database type feature that Excel has is the ability to sort data. Now sorting could be a matter of just one or two clicks or you could make it a little more interactive if you need. You can filter your data as you are sorting as well, which is pretty cool. Now if you aren't unfamiliar with database technology, Excel regards each row as like a record in a database and each column is like a field. So we have a Last Name field, First Name field, and so on. So let's say we want to sort by Department.

Basic and multi-field sorting

Another great database type feature that Excel has is the ability to sort data. Now sorting could be a matter of just one or two clicks or you could make it a little more interactive if you need. You can filter your data as you are sorting as well, which is pretty cool. Now if you aren't unfamiliar with database technology, Excel regards each row as like a record in a database and each column is like a field. So we have a Last Name field, First Name field, and so on. So let's say we want to sort by Department.

Click anywhere in the Department column. Now do not select the whole column and you don't have to select the whole area. Just clicking anywhere in the Department column is okay. Now, we want to be on the Home tab and over here on the right click Sort & Filter, and just choose Sort A to Z and boom, it's done. Let's say we want to sort by State. Click anywhere in the State column, click Sort & Filter, and maybe let's sort from Z to A. And now we have Vermont at the top and California at the bottom.

We can do this by number also. Maybe you want to sort by many hours people put in. So click in the Hours, Sort & Filter, and Smallest to Largest or Largest to Smallest. Now, that's all great but what if you want to sort by multiple keys? So, for example, what if we want to sort first by state? Then once we have all the states grouped, we want to sort by Department, and then within the group departments, we want to sort by Last Name. So that's when we use what's called a custom sort.

So clicking anywhere in this data area is okay. Go back to Sort & Filter and then over here choose Custom Sort. So over here under Column where it says Sort By, click that down arrow and choose State. And we are going to sort on values from, let's make that from A to Z. Now we want to add a key. So click Add Level and where it says Then by we'll sort by Department, also A to Z.

Add another level and Then by Last Name. Unlike earlier versions of Excel, you aren't limited to only three keys. You can have as many levels as you want. And also up here we see that our data have headers and that's kind of important to leave that selected. Click OK and now it's sorted. Let's take a look at what's happening here. Let me select California. So C is the earliest one in the alphabet in our range here. So California is on top. Now, within California, we have Executive and Finance and so on and Sales comes latest in the alphabet.

Now, within Sales, let me select these two. We have Coules coming before Richardson. So that's how we have first the State, then the Department, then the Last Name. Now we can filter also. So click anywhere in the data area, go back to Sort & Filter, and from the menu here,choose Filter. Now when you do that, you get these little drop-downs coming up here and if you want to adjust the columns, you can do that. So let's say we wanted to see only those people who are in the Sales department.

So over here, next to Department, click that down arrow and you might need to scroll down and you can see all of the departments here. First thing is let's hide all of them. So where it says Select All, just click that so they are all deselected, scroll down, click in Sales, click OK and now we are filtered. So we see just the Sales department regardless of what state and regardless of what last name they got. Now, we could filter this even further. Maybe we want to see only those people who are in Sales who get a window seat.

So let's go over here to Seat Preference and let's open that up. Click the down arrow and I am just going to deselect Window. So Aisle is selected, click OK, and now it's sorted even further. You notice that next to Seat Preference, there is a little filter icon and next to Department, there is a little filter icon. Now while we are filtered, we can still sort by Last Name. So click somewhere in the Last Name field, go up to Sort & Filter, and let's Sort A to Z. So now we are sorted from Fitzpatrick down to Zarish.

Well, we can clear some of these filters, but we don't have to clear in the same order. Remember we first filter by Department, then by Seat Preference. We don't have to do it in reverse order. Let's un-filter this and two ways to do it. You can simply click Select All or you could click Clear Filter from Department. So now we see every state, every department, as long as the Seat Preference is an Aisle seat. Well, what if we want to see only those people who have a particular wage? Maybe everybody who has a wage greater than or equal to 1000.

Well, first, let's clear this filter over here, so I am going to clear that filter. So here is the Wage column, click that down arrow and let's choose number of filters. And let's choose Greater Than Or Equal To and where it says Greater than or equal to, type in 1000, click OK, and now regardless of what seat they have or state or anything else, we see only those people where the wage is greater than 1000. We can continue filtering this, we can continue sorting this. Maybe everybody who has wage greater than a thousand and is in New Jersey. We can click that down arrow. Deselect Select All.

By the way, you can stretch this out if you want. If that's easier. Click New Jersey and OK and there you go. So you could keep doing this over and over. But just one more thing. Let's say this is what we want. We have everybody in New Jersey whose wage is greater than 1000 and we want to take this data and put it on another worksheet. Well, click in here and we want to select all and the easiest way is press Ctrl+A, because all begins with the letter A. Now if you don't want that Payroll in there, you can simply just select like this.

It's your choice. So copy to the Clipboard. I'll just press Ctrl+C. And you see the marching ants have some multiple borders? That's because it's picking up just what you want and you can see over here the row headers are skipping numbers. Now let's go to Sheet 2, first cell is fine, press Ctrl+V to paste, and there you go. Well, the columns are a little too narrow. So if you click this little box in the upper-left corner and then just stretch out the columns. Now everything is out and this is not dynamically linked. This is simply copied and pasted and is exactly what you are looking for.

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This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 126164 viewers

Bob Flisser
Author

 
Expand all | Collapse all
  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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