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Managing and Analyzing Data in Excel 2010

Recognizing the limitations of standard filtering


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Managing and Analyzing Data in Excel 2010

with Dennis Taylor

Video: Recognizing the limitations of standard filtering

Despite the power and capability of the Filtering tool, there are some situations that you just cannot handle. Now, there have been huge improvements in filtering and in prior versions, by the way, filter was often referred to as auto filter, but we have another category called Advanced Filters. Not to be covered in this particular movie. Let's talk about those situations that filter does not cover. Let's apply the filter to this list here and imagine that the following request came up. We'd like to create a list here consisting of those people whose salaries are above 80,000 or whose years of service are 20 or more.
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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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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

Recognizing the limitations of standard filtering

Despite the power and capability of the Filtering tool, there are some situations that you just cannot handle. Now, there have been huge improvements in filtering and in prior versions, by the way, filter was often referred to as auto filter, but we have another category called Advanced Filters. Not to be covered in this particular movie. Let's talk about those situations that filter does not cover. Let's apply the filter to this list here and imagine that the following request came up. We'd like to create a list here consisting of those people whose salaries are above 80,000 or whose years of service are 20 or more.

Now if we start with salary here and choose a number filter for all those that are Greater Than Or Equal to 80,000, there we go. If we now click the Year Filter and choose Number Filters and here we are interested in those who have been here 20 or more years. I think if you haven't tried this, you're already thinking what's going to happen here. We are going to get results here for people who meet both criteria at the same time, and the original statement was if the salary is greater than 80,000 or the years are 20. There's no way that we can handle this with a standard filter.

We must use an advanced dilter. Thinking along similar lines, imagine if you wanted to-- and I'll pull back all of the data by Clearing-- you wanted to come up with a list consisting of those manufacturing people who are full- time and at the same time, those quality control people who are contract, admittedly an unusual combination, but trying to pull together disparate fields using the Or as a joining word, that's one way to describe it, is not going to work with regular filter. I think for most people, filter is going to handle 95% to 100% of what you need most of the time, but there is an advanced filter to handle these kind of unusual situations typically involving the word Or in different columns.

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