New Feature: Playlist Center! Pick a topic and let our playlists guide the way—like a learning mixtape.

Start learning with our library of video tutorials taught by experts. Get started

Managing and Analyzing Data in Excel 2010
Illustration by

Copying and sorting filtered lists


From:

Managing and Analyzing Data in Excel 2010

with Dennis Taylor

Video: Copying and sorting filtered lists

It's not uncommon when viewing a filtered list to want to copy the data elsewhere. There are special rules that allow us this to proceed pretty quickly. You don't have to worry about the hidden data. You also have the option of pasting the data as values or actually pasting it to include formulas where present. Let's imagine in this particular list here, we want to apply a filter and maybe we just wanted to see people from certain departments. So clicking the arrow for Department will unselect all of these and choose just the people in the ADC group and in the Audit Services group. Click OK.
Expand all | Collapse all
  1. 1m 32s
    1. Welcome
      54s
    2. Using the exercise files
      38s
  2. 25m 18s
    1. Sorting from the Sort menu
      4m 37s
    2. Sorting from the toolbar
      4m 2s
    3. Multi-key sorting
      3m 4s
    4. Sorting based on the order of data in custom lists
      4m 44s
    5. Sorting by color font, color background, or icon
      3m 57s
    6. Sorting columns
      2m 11s
    7. Sorting data in random order
      2m 43s
  3. 19m 1s
    1. Using single- and multiple-column text filtering
      5m 8s
    2. Taking a look at special numeric filters
      1m 54s
    3. Harnessing special date filters
      2m 5s
    4. Creating a top-ten list by value or percent
      3m 11s
    5. Creating custom filters
      1m 40s
    6. Copying and sorting filtered lists
      3m 7s
    7. Recognizing the limitations of standard filtering
      1m 56s
  4. 11m 16s
    1. Setting up subtotals
      4m 20s
    2. Creating multiple levels and copying subtotals
      6m 56s
  5. 13m 22s
    1. Using the Advanced Filter for complex OR criteria
      4m 30s
    2. Using the Advanced Filter for complex multiple-field criteria
      5m 37s
    3. Using the Advanced Filter to create unique lists from repeating field data
      3m 15s
  6. 10m 44s
    1. Using the Remove Duplicates command
      2m 30s
    2. Using a specialized array formula to identify data that's been duplicated
      5m 10s
    3. Using an array formula to count the number of unique items in a list
      3m 4s
  7. 10m 31s
    1. Using SUMIF, COUNTIF, and related functions for quick data analysis
      6m 48s
    2. Using database functions like DSUM, DAVERAGE, and DMAX
      3m 43s
  8. 34s
    1. Next steps
      34s

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
please wait ...
Managing and Analyzing Data in Excel 2010
1h 32m Appropriate for all Oct 27, 2011

Viewers: in countries Watching now:

In this course, Dennis Taylor shares easy-to-use database commands and methods for maintaining an Excel database. The course covers sorting, adding subtotals, auto-filtering, and using the Excel Advanced Filter feature and specialized database functions.

Topics include:
  • Multiple key sorting
  • Single and multiple column numeric filters
  • Creating a top-ten list with values or percentages
  • Setting up subtotals
  • Creating multiple-field criteria filters
  • Creating unique lists from repeating field data
  • Using the Remove Duplicates command
  • Finding duplicate data with specialized arrays
  • Counting the number of unique items in a list
  • Using SUMIF and COUNTIF functions
  • Working with the database functions such as DSUM and DMAX
Subjects:
Business Data Analysis
Software:
Excel
Author:
Dennis Taylor

Copying and sorting filtered lists

It's not uncommon when viewing a filtered list to want to copy the data elsewhere. There are special rules that allow us this to proceed pretty quickly. You don't have to worry about the hidden data. You also have the option of pasting the data as values or actually pasting it to include formulas where present. Let's imagine in this particular list here, we want to apply a filter and maybe we just wanted to see people from certain departments. So clicking the arrow for Department will unselect all of these and choose just the people in the ADC group and in the Audit Services group. Click OK.

And we may or may not want to sort these, but if we do, we could do that pretty quickly here, sort A to Z. We've isolated the two. Let's simply highlight the data. We might want to include the titles as well. There is a concern though as we consider highlighting the data. What about formulas that might be in here? Here is a formula here, rather long, that easy formula that extracts the month. There is another formula right there that calculates the number of years a person has been here. There is some concern about what's going to happen if we copy/paste data like this and the other concern is if we highlight all of this data, what about the data in the hidden rows? Well, if we manually select this data, just drag across and copy it, you might right-click and Copy and possibly Ctrl+C. Go to a different worksheet.

Now if you don't have a blank one handy, nice shortcut. Shift+F11 will create a brand-new sheet just to left. Let's jump out here, right- click and paste. There we go! Re-adjust the column widths, double-clicking any column boundary. We've got all of our data and just the visible data. We didn't have to worry about that. How about the formulas in the Monthly column here? Well, those are no longer formulas. Well, based upon what you want to do with this data, maybe this is just fine. Years of service, it's accurate right now, but it won't be within a day or so.

Even tomorrow that may or may not be all right. So let's reconsider how we might want to do this. Many times what we just did is just fine. Key idea, of course, was we didn't worry about the hidden data. None of that got picked up. Go back to the list where the filter was. Data is still highlighted. Let's copy this again, maybe a Ctrl+C. Those so-called marquee lights are a reminder that you're just picking up the visible data. So once again, we will go to that other sheet. It's called Sheet1. This time, put the data below here. Right-click, how about a Paste Special, and this time formulas or possibly formulas and number formats maybe.

We do want to keep those formulas, click OK ,and we want the formulas to relate to the data that we see here. So here's one of them right here and there's that big long formula and over here's the one for Years. We see that as well too. So based on what it is you're trying to do at different times, you may want to as you copy and paste consider pasting them as values, which is what happens when you do a simple paste, or paste them as actual formulas using Paste Special.

Find answers to the most frequently asked questions about Managing and Analyzing Data in Excel 2010.


Expand all | Collapse all
please wait ...
Q: Where can I learn more about Excel formulas?
A: Discover more on this topic by visiting Excel formulas on lynda.com.
 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

join now Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Managing and Analyzing Data in Excel 2010.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Notes cannot be added for locked videos.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.