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Excel 2010 Essential Training

Using tables to sort and filter data


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Excel 2010 Essential Training

with Bob Flisser

Video: Using tables to sort and filter data

Excel has a feature called tables, which adds some nice features to sorting and filtering. And if you watched the movie on basic sorting and multiple fields sorting, I think you'll like some of the features that tables add. Well, to convert this area to a table, we go to the Insert tab. Now, this is kind of a misnomer, because we're going to click Table under the Insert tab, but we're not actually inserting anything. We're simply taking this whole range of data and converting it to a table. So click anywhere in here. It doesn't matter which cell you select.
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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Excel 2010 Essential Training
6h 21m Beginner Jun 09, 2010

Viewers: in countries Watching now:

In Excel 2010 Essential Training, Bob Flisser demonstrates the core features and tools in Excel 2010. The course introduces key Excel skills, shows how to utilize these skills with in-depth tutorials on Excel functions and spreadsheet formatting. It also covers prepping documents for printing, working with large worksheets and workbooks, collaborating with others, using Excel as a database, analyzing data, charting, and automating and customizing Excel. Exercise files are included with the course.

Topics include:
  • Copying and pasting techniques
  • Working with formulas and functions
  • Dealing with formula errors
  • Creating lookup tables
  • Naming cell ranges
  • Formatting data and worksheets
  • Finding and replacing data
  • Creating SmartArt diagrams
  • Creating charts and PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Computer Skills (Windows) Spreadsheets Teacher Tools Education Student Tools
Software:
Excel
Author:
Bob Flisser

Using tables to sort and filter data

Excel has a feature called tables, which adds some nice features to sorting and filtering. And if you watched the movie on basic sorting and multiple fields sorting, I think you'll like some of the features that tables add. Well, to convert this area to a table, we go to the Insert tab. Now, this is kind of a misnomer, because we're going to click Table under the Insert tab, but we're not actually inserting anything. We're simply taking this whole range of data and converting it to a table. So click anywhere in here. It doesn't matter which cell you select.

Click Table and you see Excel correctly guesses what area we have for our table. And you want to make sure this box is selected because we do have headers there. And click OK. Now, scroll up a bit and you see Excel puts in these little down arrows so we can sort and filter. As long as you have one of these cells selected, you'll be in the Table Tools section in the Design tab. So let's do some sorting and filtering before anything. Maybe let's go over here to State and click State and we can sort from A to Z or maybe we want to see just one state.

I'll just select that and choose Connecticut and OK. So this is all kind of basic sorting and filtering. Let's remove that filter. Just click that filter and clear that off. One of the really nice features of tables is that we can remove duplicates. Well, let's sort Last Name. Click that dropdown under Last Name and let's sort from A to Z. And as you look through here, you see we have duplicates. Here we have two records that are the same. Here we have two records that are the same, and here we have two records that are the same.

When I say the same, I mean exactly the same. These are duplicates. First Name, Last Name, all the way across. Now, if you go down, you see here we have three records that at first glance, they look like they're exactly the same, but take a look at the Rate. The rate is incremented for each one. And that's probably just a data entry mistake. So what we want to do is we want to find some way that we can remove all of these duplicates. So here's what we do. Let's go up to Remove Duplicates and you see we have all of these fields selected.

We can just scroll down and see all of these fields are selected, and it again correctly guesses that we have headers. What that means is that Excel is going to compare the values of all of these fields when it's comparing to see which are duplicates and which are not. So just click OK. And it tells us 5 duplicates found, 37 unique remain. But keep that 5 in mind here. So click OK. Now, when you go through you see those duplicates that we had before are not there until you come down to this one, to Rampulla.

And now you see that because the Rate is different for each one, Excel did not regard these as duplicate records. Well, let's undo. You can just click your Undo button on top. I'll just press Ctrl+Z. And when you do that, we have our duplicates back here. We can see duplicates are there. Again, duplicates are there again and so on. So again just click somewhere in this table area and now again choose Remove Duplicates, but in here click Unselect All. And now, let's select just Last Name, First Name, and Department.

What that means is Excel will compare only these three fields and ignore the other fields when deciding which records are duplicates and which are not duplicates. Click OK. Now, remember before it told us 5 duplicates found. Here it told us 7. Click OK. And there you see those duplicates are gone and when you go down to Rampulla, you see those duplicates are gone. And it shows just one of them. Now, we can also format this. Again, make sure you are somewhere in this data area and go over here to Table Styles. And because we have our Two Trees Olive Oil Company, you might want to give this more of a greenish look here or maybe something even like this.

That gives us a nice olive feel. Well, if you don't like the fact that we have these little drop-downs here, we can turn these back to a regular range. So again, we're staying in the Design tab of Table tools. Click over here Convert to Range. Confirm Yes that we do. And now you notice the formatting remains, but it's a regular range. We don't have all of those dropdown lists. Now, this feature is useful in other ways also. For example, if you manage an email list and you have lots and lots of email addresses, this is a handy way of removing duplicate email addresses so you don't send people the same piece of mail more than once.

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