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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.
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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