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Copying and sorting filtered lists

From: Managing and Analyzing Data in Excel 2010

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.

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.

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Image for Managing and Analyzing Data in Excel 2010
Managing and Analyzing Data in Excel 2010

27 video lessons · 22231 viewers

Dennis Taylor
Author

 
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  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

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