Sorting Data
SORT in Excel means arranging the data in a determined order. For example, sometimes we need to place the names alphabetically, sort the numbers from smallest to largest, largest to smallest, dates from oldest to latest, latest to oldest, etc.
There are 3 ways to short Data
• Sort quickly and easily
1. Select a single cell in the column you want to sort
2. On the Data tab, in the Sort & Filter group, click on shorting icon to perform an ascending sort (from A to Z, or smallest number to largest).
3. Click on icon to perform a descending sort (from Z to A, or largest number to smallest).
·
Select the data to sort
Select a range of tabular
data, such as A1:L5 (multiple rows and columns) or C1:C80 (a single column).
The range can include the first row of headings that identify each column.
·
Sort by specifying criteria
Use this technique to choose the column
you want to sort, together with other criteria such as font or cell
colors.
1.
Select a single cell anywhere in the
range that you want to sort.
2.
On the Data tab, in
the Sort & Filter group, click Sort to
display the Sort popup window.
3.
In the Sort by dropdown
list, select the first column on which you want to sort.
4.
In the Sort On list,
choose Values, Cell Color, Font Color,
or Cell Icon.
5.
In the Order list,
choose the order that you want to apply to the sort
operation—alphabetically or numerically, ascending or descending (that is, from
A to Z (or Z to A) for text, or lower to higher, or higher to lower for
numbers).
Filtering Data
If your worksheet contains a lot of content, it can be difficult to find
information quickly. Filters can be used to narrow down the data in your worksheet, allowing you to
view only the information you need.
Filter
data in a table
1.
Select the column header arrow for
the column you want to filter.
2.
Uncheck (Select All) and
select the boxes you want to show.
- Click OK.
The column header arrow changes
to a Filter icon.
Select this icon to change or clear the filter.
Custom filtering:
·
Click the filter arrows next to the column
heading (a dropdown appears)
·
Click the drop-down
arrow for the column you want to filter.
·
The Filter menu will
appear. Enter a search term into the search box. Search results will appear
automatically below the Text Filters field as you type. In our example, we'll
type saris to find all Saris brand equipment. When you're done, click OK.
·
The worksheet will
be filtered according to your search term. In our example, the
worksheet is now filtered to show only Saris brand equipment.
To use advanced text filters:
·
Select the Data tab, then click the Filter
command. A drop-down arrow will appear in the header cell for each column.
Note: If you've already added filters to your worksheet, you can skip this
step.
·
Click the drop-down arrow for
the column you want to filter.
·
The Filter menu will appear. Hover the mouse
over Text Filters, then select the desired text filter from the drop-down menu.
In our example, we'll choose Does Not Contain to view data that does not
contain specific text.
·
The Custom AutoFilter dialog
box will appear. Enter the desired text to the right of the
filter, then click OK. In our example, we'll type laptop to
exclude any items containing this word.
·
The data will be filtered by the selected text
filter.
Conditional formatting
Conditional formatting makes it easy to highlight certain
values or make particular cells easy to identify. This changes the appearance
of a cell range based on a condition (or criteria).
Apply conditional formatting
- Select
the range of cells, the table, or the whole sheet that you want to apply
conditional formatting to.
- On
the Home tab, click Conditional Formatting.
- Do one of the following:
