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Excel 2007 Essential Training

Removing duplicates


From:

Excel 2007 Essential Training

with Lorna Daly

Video: Removing duplicates

In this chapter, we're going to take a look at some of the advanced formatting options in Excel 2007. I'm going to open up a new spreadsheet, underneath my office button. And for those of you that would like to follow along, it's included in folder 05_Advanced_Formatting, and it's called EatCake. E-mail list.. And What it's going to show here is a list of the employees that are working for our eat cake organization. We're tracking their last name, their first name, their e-mail address, and When they started with the company. I kept the list fairly small so that it's easy to see commands that were going to be exploring in a moment. Filtering for unique values and removing duplicates.
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  1. 36s
    1. Welcome
      36s
  2. 10m 57s
    1. Why use a spreadsheet?
      1m 44s
    2. What's changed in Excel 2007?
      5m 37s
    3. The Ribbon
      2m 9s
    4. The Microsoft Office Button
      1m 27s
  3. 12m 10s
    1. What's on the Ribbon?
      1m 56s
    2. Making your way around the Ribbon
      2m 12s
    3. Customizing the Ribbon
      3m 8s
    4. Customizing the Microsoft Office Button
      4m 54s
  4. 16m 15s
    1. Opening old worksheets
      2m 24s
    2. Adding and deleting worksheets
      3m 18s
    3. Inserting and deleting cells
      6m 53s
    4. Freezing areas of a worksheet
      3m 40s
  5. 20m 51s
    1. Width and height
      7m 25s
    2. Numeric formats
      2m 21s
    3. Alignment of data
      3m 19s
    4. Playing with fonts
      2m 58s
    5. AutoFilter
      2m 21s
    6. Formatting as a table
      2m 27s
  6. 21m 31s
    1. Removing duplicates
      6m 1s
    2. What is Conditional Formatting?
      2m 21s
    3. Working with Conditional Formatting
      2m 14s
    4. Managing Conditional Formatting rule preferences
      2m 39s
    5. Converting text to columns
      4m 35s
    6. Data validation
      3m 41s
  7. 10m 56s
    1. Templates
      3m 45s
    2. Styles
      3m 35s
    3. AutoFormat
      3m 36s
  8. 12m 16s
    1. Excel lists have now become tables
      2m 34s
    2. Converting text to columns
      3m 11s
    3. Sorting and Grouping
      5m 9s
    4. Creating a summary report
      1m 22s
  9. 6m 44s
    1. Proofing your work
      3m 31s
    2. Providing comments on worksheets
      3m 13s
  10. 11m 43s
    1. Protecting and sharing a worksheet
      3m 57s
    2. Allowing others to edit ranges
      4m 3s
    3. Track Changes
      3m 43s
  11. 22m 43s
    1. Preparing to print
      2m 31s
    2. Print Preview
      3m 33s
    3. The Page Layout Tab
      3m 56s
    4. Page Breaks
      4m 36s
    5. The Page Layout View
      3m 54s
    6. Headers and Footers
      4m 13s
  12. 22m 34s
    1. Adding themes to your worksheet
      2m 53s
    2. Page setup options
      8m 0s
    3. Scale to Fit
      2m 26s
    4. Worksheet options
      5m 29s
    5. Inserting images
      3m 46s
  13. 3m 50s
    1. Using templates
      3m 50s
  14. 17m 48s
    1. Workbook Views
      2m 53s
    2. Hiding and Zooming
      3m 44s
    3. Window Panes
      5m 31s
    4. More screen options
      5m 40s
  15. 8m 16s
    1. Importing from Access
      2m 24s
    2. Using the Import Wizard for text files
      5m 52s
  16. 11m 23s
    1. The Find and Select button
      4m 34s
    2. Find and Replace
      2m 48s
    3. Removing duplicates
      4m 1s
  17. 17m 3s
    1. What are formulas?
      3m 20s
    2. Order of Operations
      2m 50s
    3. Relative and absolute referencing
      4m 54s
    4. The new Formula Tab
      5m 59s
  18. 17m 29s
    1. What are Functions?
      2m 57s
    2. AutoSum
      2m 47s
    3. Minimum
      3m 55s
    4. Trim
      5m 2s
    5. Left
      2m 48s
  19. 19m 51s
    1. Concatenation
      4m 10s
    2. SumIf
      4m 23s
    3. Lookup
      7m 25s
    4. What-If Analysis
      3m 53s
  20. 16m 44s
    1. Why create a chart?
      2m 12s
    2. Creating your chart
      3m 37s
    3. Modifying your chart
      6m 46s
    4. Laying out your chart
      4m 9s
  21. 17m 23s
    1. What are PivotTable reports and PivotChart reports?
      2m 32s
    2. Creating a PivotTable
      4m 47s
    3. Laying out your PivotTable
      2m 30s
    4. Designing your PivotTable
      4m 9s
    5. Creating a PivotChart
      3m 25s
  22. 8m 57s
    1. Why use macros?
      2m 14s
    2. Creating a macro
      4m 31s
    3. Macro security
      2m 12s
  23. 5m 36s
    1. Reviewing a workflow in Excel
      5m 36s
  24. 22s
    1. Conclusion
      22s

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Excel 2007 Essential Training
5h 13m Beginner Jan 31, 2007

Viewers: in countries Watching now:

Like the other applications in Microsoft Office 2007, Excel 2007 boasts upgraded features and a brand-new look. In Excel 2007 Essential Training , instructor Lorna A. Daly introduces the new version in detail. The training begins with the essentials of using the program, including how and why to use a spreadsheet, how to set up and modify worksheets, and how to import and export data. Lorna then moves on to teach more advanced features, such as working with functions and macros. Exercise files accompany the tutorials.

Subjects:
Business Spreadsheets
Software:
Excel
Author:
Lorna Daly

Removing duplicates

In this chapter, we're going to take a look at some of the advanced formatting options in Excel 2007. I'm going to open up a new spreadsheet, underneath my office button. And for those of you that would like to follow along, it's included in folder 05_Advanced_Formatting, and it's called EatCake. E-mail list.. And What it's going to show here is a list of the employees that are working for our eat cake organization. We're tracking their last name, their first name, their e-mail address, and When they started with the company. I kept the list fairly small so that it's easy to see commands that were going to be exploring in a moment. Filtering for unique values and removing duplicates.

The real power of these two commands are going to be seen when you have hundreds of rows of data to work with. What we want to do is we want to make sure that we don't have any duplicate information included in our list. And if you take a look at the information that I've got right here, you'll see that row 2, Joe Smith's information, is duplicated again in a row 8. This is fairly easy to see because it's a small list, but let's imagine we have hundreds of pieces of information in here, and we just don't notice it. The two commands that we're going to explore right now are going to help us do that.

when you're checking for duplicate information, it's important to note that every single column of data within that row, needs to be exactly the same for Excel to determine that that's a duplicate. If there's anything different within any of the Columns, it's not going to show up as a duplicate, so it has to be an exact match. Another important point to note is the difference between filtering and removing duplicates. In filtering for unique values, you're going to notice that all it does is hide the value, it doesn't actually remove it. So it just gives you a clean list of information, where as, removing duplicate data actually removes the information from your spreadsheet.

So that's a much more powerful command than just filtering for unique values. If you want to cleanse your list, the proper order to work with is to filter your data and then remove the duplicates. And that's exactly what we're going to do. The first thing we're going to look at is filtering for unique values. If you haven't already done so, make sure that you selected the Data tab on your ribbon. This allows you access the commands are going to be working with, much easier. As well, make sure that you selected your table by selecting one of the cells within that table.

Once you've identified the table that you're going to work with, go over to the Advanced commands, select that, and you get your Advanced Filter dialog box coming up. It identifies the table that were working with, and the table range. And visually, it identifies it by placing the neon sign around the table that we're working on. You two options; you can filter the list in place, or you can copy the filtered list to another location. That's the one we're going to start with, just to show you how this works. It identifies the area where the list will be copied to, just to make sure that that's where you're going to place it, you can always click off of the Advanced Filter dialog box, and identified the new location right there.

You also want to select the Unique records only option, so that it removes any duplicate entries. Click OK, and you'll see the difference in the table percentage for you. In the table above, you have 1, 2, 3, 4, 5, 6, 7 entries, and then below, you've got 1, 2, 3, 4, 5, 6 entries. It's removed the final Joe Smith duplicate entry. If you wanted to do that same functionality but do it with the list in place, we'll just repeat those options. You click the Advanced tab, you filter the list in place this time, selecting Unique records only, and clicking the OK button. Notice that in this case, it's hidden row 8.

It hasn't removed it, it still presents the same information, but it's hidden row 8. If I take a look at my row numbers, I've got 5, 6, 7, no 8, and popped over to 9. That's the main difference when you're filtering on unique values with the information still in place. Let's undo that last command so that we re-establish our list with the duplicate in it. What's the difference between what we just did, and the ability to remove duplicates command? Let's take a look. I select my list again, I go up to Remove Duplicates.

It asks me what columns am I comparing the data on? In this case, I'm going to select them all and I'll say OK. And it removes that information, and it identifies how many duplicate values were found, and how many remain. When I say OK, I am presented with my cleansed list immediately. When we're talking about removing duplicates, it's important to realize that the information that Excel is looking for is the displayed information, not the information that's housed in the cell itself.

And even though I have it displayed in this format, it's housed in the format that you see in the formula bar, which is very similar to what is displayed in row 5. So, if I was to look at this, I could see that I have a duplicate entry in D2, D4, and D5. Now, is Excel as smart as me? Let's check it out. If I select this table, I click Remove Duplicates, and I just concentrate on the Start Date column.

Check for duplication and click OK. What does it give me? Well, it tells me it found one duplicate value, but I was really expecting to see it grab two duplicate values. Well, what happened? Let's just click on OK and see. What it did, was that it removed the same value that was displayed on the table itself. So, it removed the duplicate value for Janice Smith on the start date of the 30th of November, 06. It did not remove the displayed value for Frank Doe.

Even though it is the same date. So the key to removing duplicates, is that Excel looks for exactly the same displayed value on the spreadsheet. Let's take a look at advanced filtering in the next movie.

Find answers to the most frequently asked questions about Excel 2007 Essential Training.


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Q: When trying to apply the techniques from the “Relative and absolute referencing” video to a worksheet other than the exercise file included with the title, the formulas did not work for the entire worksheet. The formulas would only work when going through the worksheet row by row. What could be causing this to happen?
A: When trying to apply formulas to a whole workshee, here is a tip to try:

If you want to always refer to the same cell then use an absolute reference. For example, always pulling the value from cell A3 would be referenced as $A$3. This will never change no matter where you copy it to in the spreadsheet.

 If you want to reuse the same formula, but with values in different cells,  use the relative reference, A3. This way formula =A3*B3 will become =A4*B4 as you copy it down a column.
Q: In the chapter 7 video "Sorting and Grouping" at approximately 4:05, the author says to go to cell 5 on the worksheet and click on Subtotal to subtotal the grouping. My screen will not allow me to click on the Subtotal option at the top of the page. Is this an issue with my version of Excel?
A: It seems that there is an error in the instructions in this video. The video should have instructed users to do the subtotaling first, then create the table.
Q: Where can I learn more about Excel formulas?
A: Discover more on this topic by visiting Excel formulas on lynda.com.
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