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Sorting and Grouping

From: Excel 2007 Essential Training

Video: Sorting and Grouping

Before you can begin to group your data, you need to sort it. And that's what we're going to talk about in this movie. By selecting a cell within a particular table, you can then go to your Sort commands, in your Sort & Filter group on your Data tab, and click. It then presents you with the Sort window, where you identify the items that you want a sort on, and the way that you like to sort them on. First of all, you identify which column you want a sort on. In your drop-down list, you'll see all of the item titles that you have in your table.

Sorting and Grouping

Before you can begin to group your data, you need to sort it. And that's what we're going to talk about in this movie. By selecting a cell within a particular table, you can then go to your Sort commands, in your Sort & Filter group on your Data tab, and click. It then presents you with the Sort window, where you identify the items that you want a sort on, and the way that you like to sort them on. First of all, you identify which column you want a sort on. In your drop-down list, you'll see all of the item titles that you have in your table.

Let's select Item Category. Next we decide how we're going to Sort On that information. I can Sort On it by Value or by Cell Color, Font Color or Cell Icon, if I'm using conditional formatting. In this case and a use Values. The final decision I need to make is what order am I going to sort the information on? In this case, I have two options. I can sort alphabetically from A to Z, or the reverse from Z to A. I could also create a custom list of orders if I'm interested in doing that.

But I'm going to keep it simple and sort in alphabetical order. This particular sorting ability is very easy, and I can add additional levels if I'm interested, I can copy levels so that I have Sort by Item Category and then Sort by Item Number as my choice. And I can move these different options up and down to organize the way that the information's going to get sorted, simply by using my arrow keys to move them up and down in the order. In this case though, I'm just interested in one level of sorting, so I'm going to select the one that I'm not interested in and click Delete Level.

I'm now ready to add my sorting criteria to my table, and I click the OK button. When I look back at my table, I can see that the information is now nicely sorted by item category. Grouping my flours, my icing, my mixes, my sprinkles and my topics. Now that I've sorted my data, I can start grouping it into like categories. The first thing I'm going to do, is I'm going to select the whole group of the table so that I can do some analysis on all the items in my table. By selecting that, I click on the Group command in my Outline group, click Group, identify that I'm grouping based on the rows that are in my table, and click OK. Now, you'll notice over on the far left hand side, I have a new column that's shown, which identifies the order of the grouping that I've got in place. So, this is showing one large group as my very first level of grouping. And what this is going to allow me to do is to create a summary report when I want to subtotal the information that's in here.

I next want to do one more level of grouping. And I'm going to do that by selecting the individual item categories in my table. As I highlight through my flour, stopping just ahead of my final flour entry, and if I go up to my Grouping command, identifying again that I'm grouping by rows and clicking OK, you'll see that you can create a second level of grouping in your table. You can continue doing the same set of information and grouping, by selecting all of the different categories, going up to the Group command, clicking Group, identifying how you're grouping the information and then clicking OK.

For groups that only have two items in it, just select the first item that you see. Click Group, selects the Group command, click OK, and it's going to grab all the information. It's going to go down to the end of the last instance of that particular category. Select Toppings, click Group, and it's going to group all of the topics together as well. That's how easy it is to create groups. The next thing we want to do is we want to subtotal all of those groups, and we can do that Very simply, by making sure we've selected our table, going over to the Subtotal command button, clicking on it, and identifying in the pop-up box where you want the subtotals to be. So at the end of each item category, you want to use the Sum function, so you want to get the total cost for each category, and add it in to the final costs lists. You want to replace any current subtotals that are in place, and you also want to create a summary at the very end of all your data.

If I click OK, you'll notice that I have now inserted rows in the table for Flour Total, Icing Total, Mix Total, if we scroll down even further, I'll see the total for my sprinkles, my toppings and a Grand Total. If you collapse any of the different total screens, you'll be able to create a real nice summary of all the information that you have in your table. You've now seen the real power of grouping.

In our next movie, we're going to see how you can create a summary report with only two clicks.

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This video is part of

Image for Excel 2007 Essential Training
Excel 2007 Essential Training

85 video lessons · 77946 viewers

Lorna Daly
Author

 
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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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