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

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

Managing and Analyzing Data in Excel 2010
Illustration by

Multi-key sorting


From:

Managing and Analyzing Data in Excel 2010

with Dennis Taylor

Video: Multi-key sorting

Using the Sort command, you can sort on multiple columns at the same time and Excel has expanded this capability substantially in versions 2007 and in 2010. As we look at this data, it may be important to you to see the data in order possibly by department, but in some of these departments, we have over 100 people. And so we'd like to be able to look at that portion of the list and see it in order perhaps by Status, maybe by Employee Name, maybe by Salary, or maybe a combination of those.
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

Multi-key sorting

Using the Sort command, you can sort on multiple columns at the same time and Excel has expanded this capability substantially in versions 2007 and in 2010. As we look at this data, it may be important to you to see the data in order possibly by department, but in some of these departments, we have over 100 people. And so we'd like to be able to look at that portion of the list and see it in order perhaps by Status, maybe by Employee Name, maybe by Salary, or maybe a combination of those.

If your needs are to sort on more than one column and if you have not used the Sort buttons, which have their limitations and yet could work if you are only thinking about two columns or possibly three, go to the Sort command. Now, once again, click on a single cell within the data. Go to the Sort command button on the Data tab. Let's imagine that our major grouping that we're looking for here, in other words the very first column, the dominant sorting arrangement here, is to be by department.

As we suggested because in some departments there are many, many people, and we would want that to be alphabetical, make it be A to Z. Let's add another level and this, we want to put in by Status. Half Time, Full Time, etcetera. Add another level. We want those people perhaps to be in order by their salaries, and maybe we want to see the highest salaries first. So we'll choose Largest to Smallest. Now, it's possible that we still might have within certain organizations here because there are a lot of people, a lot of people with the same salary.

So let's add a fourth level. Now it's important to note here too that in all versions prior to Excel 2007, you could only sort on three fields at once. We're about to use a fourth right here and it will be the Employee Name. And it's unlike that they will have people with the same name within the organization. It's certainly possible but we don't need another level here, although certainly with other kinds of data here and there you will, and the response to a lot of complaints about being only able to sort on three fields at once, this limit has now been raised to believe it or not 64 levels.

Here we're using four levels: Department, Status, Salary, Employee Name. Click OK, there we are! And there are all the people in the same department and here are all the people who are full-time within this department. And how are they ordered? They are in descending order by the salaries. It looks like no two salaries there are alike, so the fourth order, by Name, really doesn't have a role to play here, although it certainly could in some situations. So being able to sort on multiple fields is probably best handled by way of the Sort command.

If you're pretty adept with the AZ and ZA buttons, you could have achieve the same objective, although it probably would have taken longer. In those cases, you probably refer to the previous movie to see how that's done. So multiple key sorting, big expansion in terms of capability in Excel 2007 and in Excel 2010. Best way to do that is to use the Sort command as we just saw.

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

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.