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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.
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.
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