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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.
As you become more comfortable with sorting, there are many times when you want to sort your data quickly and easily. And if your data is all together here, no empty rows within this data, if you'd like to rearrange the entire list by Employee Name, click on a single cell in column A. It can be cell A1 or any of the others. Do not click the column letter itself. Unfortunately, it's pretty difficult to rearrange only the data in column A. That was a major shortcoming of some older versions of Excel. So, click on a single cell. Imagine that we would like to rearrange this entire list, some 740 names, alphabetically by name.
Go to the Data tab. We probably want this alphabetical. There's an AZ button. Click it, the deed is done. And furthermore what if after printing this or reviewing it or sending it onto others, we now change our minds because we want to see the list in alphabetical order by department? We'll click in column C, click the AZ button, and recognize that the order is now by department. But almost as important as that recognition is that if you're looking at records within a single department, for example, this ADC department, recognize that the order of those records there is based on the sort that we had just done previously.
In other words, they're in order by employee name and you can see that even more clearly perhaps in the Admin Training group right here. So those names are in alphabetical order because that was the sort that we had done just previously to sorting by department. And let's try this a third time. I'm going to sort based on the data in column F, the Status. Click in column F, I'll click AZ again, ascending order, and now we have all the Contract people together. And how are those Contract people grouped? And they're quite a few of them, close to 200 or so. They are in alphabetical order by department.
And for any given department, say Logistics right here, here are all the Contract people. What order are they in, the order of the sort that preceded the department's sort. So you can think of using these buttons in kind of a cumulative way. The last order or the last column you chose to sort on overrides the others. Now if someone says I'd like to see a list of everybody by department based on their salaries descending, if Department is the major grouping here and Salary is secondary, we'll go to the Salary column, column K. This time click ZA, descending order. There we go! And for the moment, that's our list of all salaries in the entire organization here, descending order by salary.
Let's now click somewhere in column C, we'll click AZ, and within any given department, once again, here are the Admin Training people. You see the order that those records are in. It's in descending order by the salaries in column K. And if you haven't done sorting by date, you'll quickly learn and see how that works. If we click in column G and do an AZ sort, the dates are in ascending order from the oldest to the newest. The first person hired in this organization, July 17th, 1990.
I'm going to reverse the order. descending order puts the latest dates at the top. Remember that all rows are being sorted here, so the information in one row is going to be shuffled around. As we now see, our most recent hire is listed on top. So you quickly get the hang of how that works. So as you become more comfortable with sorting, using the ZA and AZ buttons, they are fast and easy, remember that they are cumulative in nature. And here too, if you start to use sorting a lot, why not right-click on each one of these, add it to your Quick Access Toolbar? Over time you may decide to take it off in the same way.
Simply right-click on it, if you don't use it that often. So you can easily make those adjustments as well. So, sorting, fast and easy with the Sort buttons in the Data tab.
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