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Sorting by color font, color background, or icon

From: Managing and Analyzing Data in Excel 2010

Video: Sorting by color font, color background, or icon

A new feature in Excel 2007 is the ability to sort data on the basis of cell color or font color or even cell icon. In this particular worksheet, as I start to scroll down, we would recognize there is a pink row in Row 16. There is 21 and 26 have green, green color, so does Row 37. Perhaps there are some colors there too. And the colors might have been put in there for a variety of reasons, but we do want to rearrange our data. We want to sort the rows here by putting the colors together.

Sorting by color font, color background, or icon

A new feature in Excel 2007 is the ability to sort data on the basis of cell color or font color or even cell icon. In this particular worksheet, as I start to scroll down, we would recognize there is a pink row in Row 16. There is 21 and 26 have green, green color, so does Row 37. Perhaps there are some colors there too. And the colors might have been put in there for a variety of reasons, but we do want to rearrange our data. We want to sort the rows here by putting the colors together.

Maybe we want all the greens to be at the top of the list. You also notice in this worksheet as I scroll to the right that in Column J there are icons placed here based on the salary. Now if we wanted all the green arrows together, we could easily sort by the values themselves, but also what we could do here is not be showing the actual salary number. In other words, just the icon. So at different times, you might want to sort by icon as well. So let's tackle first the issue of sorting by color, color background here.

The active cell can be anywhere in our list and we need to go to the Data tab and use the Sort command and we could pick practically any field here because the color extends across all the cells in columns A through K. Let me just use Department, there we go. Sort on Cell Color. Now that does mean cell background, and the first color we want, let's say the green. Put all the green rows first. We need to Add Level, two more at least.

We do these all at once or one by one. Use Department there, Department there. Cell Color and for the second cell color, even though we didn't see, let's put the yellows next, and third cell color, the pinks. All the others will fall behind that. So we're going to greens, yellows and pinks at the top of our list as we sort, and there they are. Now at a different time whether we had sorted or not is not the issue. Let's take a look at the data in Column J and I did hold out the possibility that sometimes you might not want to show the salaries. Maybe someone needs to display a list like this or a portion of it, and only give a rough estimate of where the salary falls into place.

Is it in one of four quartiles? So the green arrows are in the top quartile. So let's change the display here using conditional formatting, clicking Column J, going to the Home tab in the Ribbon, and then under Conditional Formatting, under Icon Sets here, I guess we could've divided this into thirds or into fifths, but let's Manage the Rules as it's called and make a change to this rule. Edit the rule and show the Icon Only, and now the idea of sorting by icon make sense.

We want all the greens to be on top. So we want to sort this list by Salary. Once again, back to the Data tab, the Sort command and Salary and we've four arrows, but we need only sort on three. The leftovers will fall into place automatically. So three Salary sorts. The dominant one is the first one and we're sorting by Cell Icon in each of these cases here. But we want the greens to appear first. Those are the highest salaries.

We noticed two kinds of yellows, those that point upward. We want that one first. Then this one, these are in the third quartile, and the red arrow is the fourth quartile. They will fall automatically at the bottom. So as we click OK, we've sorted the list this way. So without necessarily knowing what these salaries are, we only know that the green salaries are in the top quartile. So as we view this list now and we haven't sorted it by name too, we could have possibly included that, but all the people in the top quartile are first. We sorted by Cell Icon and prior to that in this movie we sorted by color.

New features available starting in Excel 2007.

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This video is part of

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

27 video lessons · 24154 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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