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BTA3O1 – Productivity Software – Unit 2:

BTA3O1 – Productivity Software – Unit 2:

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BTA3O1 – Productivity Software – Unit 2:
Spreadsheet
– Part 8:
Sorting & Filtering
 – Page 1 of 10
MS E
XCEL
2003S
ORTING
 
AND
F
ILTERING
S
ORTING
 
AND
F
ILTERING
Background Reading: Lists
In this section we will be working with Excel
lists
. In Excel, a list is a set of data, arranged in a certainway. Many of Excel's important features for data analysis (e.g. filters, pivot tables) will not work properly if data is not arranged as a list.A list is defined as a rectangular range of cells on a worksheet. It has one or more adjacent columns andtwo or more rows. It is separated from any other data on the worksheet by blank rows and columns.An Excel list looks like a table in an Access database with its fields and records. The illustration shows avery simple list. It consists of (1) a header row hold titles for the data, and (2) a data area.For a list to work correctly,
the header row cannot have an empty cell
the data area cannot have any empty rows.
Sorting
Ex. 1Basic sort on a list
1.Create a simple worksheet as illustrated. You do not have to type inall the data. For each column, type the first three cells, then getExcel to continue the series by highlighting the three cells, movingyour cursor to the bottom right corner until it changes to a blackcross, then dragging down.2.Save as
Sort_weekdaysMonthsNumbers.xls
.3.Click anywhere in Column B.
BTA3O1 Information and Communication Technology: The Digital Environment- Productivity SoftwareUnit 2:
Spreadsheet
– Part 8:
Sorting & Filtering
 – Page 1 of 10
Data area(cannot have any empty rows)Header area(cannot have any empty rows)
 
BTA3O1 – Productivity Software – Unit 2:
Spreadsheet
– Part 8:
Sorting & Filtering
 – Page 2 of 10
MS E
XCEL
2003S
ORTING
 
AND
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4.Click on the
Sort Ascending button
. Has the entire list been sorted correctly or onlyColumn B?5.Undo the sort (
Ctrl-Z 
).
How does Excel autoselect data?
6.Click in a cell near the bottom of the data area, such as B18.7.Select
Data / Sort
. The
Sort 
dialog button opens. Notice that Excel automatically selects the dataarea.8.In the
Sort By 
box, select
Column C 
.9.Click on
OK 
. Has Excel sorted correctly, keeping, for example,
1-Mon-Jan
together?10.Click
Undo
and
Redo
to see how Excel is sorting.11.Delete cells A6:C6 in order to make Row 6 empty.12.Click anywhere in the data above Row 6.13.Select
Data / Sort 
. What range has Excel automatically selected? How does Excel determine thedata area to select? (Remember the definition of a list.)14.Click on Cancel.15.Undo to replace the deleted data (or close the file without saving, then re-open it).16.Delete only one cell in a row, then see the result in Sort / Data. Repeat with a few more emptycells. Does Excel respond to several empty cells in a row or only to an entirely empty row? Undoto get your original data back.
Summary
: Excel autoselects a list.
BTA3O1 Information and Communication Technology: The Digital Environment- Productivity SoftwareUnit 2:
Spreadsheet
– Part 8:
Sorting & Filtering
 – Page 2 of 10
 
BTA3O1 – Productivity Software – Unit 2:
Spreadsheet
– Part 8:
Sorting & Filtering
 – Page 3 of 10
MS E
XCEL
2003S
ORTING
 
AND
F
ILTERING
How does Excel sort blank cells?
17.Delete the data in A14.18.Notice the data in B14:C14. Sort by Column A. Notice where the data has been sorted to. Wheredoes Excel sort blank cells?
Ex. 2The usefulness of header rows
Although Excel will sort data without a header row, you make the jobmuch easier for yourself by making sure that a header row is included.The header row enables you to identify the contents of a column morequickly and easily.1.Open the given file named
SortingFiltering.xls
.2.Click somewhere in the data area.3.Select
Data / Sort 
.Notice that your options in the
Sort by 
field are
Column A
,
ColumnB
, etc.4.Add header rows to the data as illustrated. 5.Select
Data / Sort 
again. The
Sort 
dialog box opens.Excel highlights a data area. Can you explain why Excel automatically selects the data areawithout including the header row?Notice that the
Sort 
dialog box has an option entitled
My data range has Header row / No header row 
.
BTA3O1 Information and Communication Technology: The Digital Environment- Productivity SoftwareUnit 2:
Spreadsheet
– Part 8:
Sorting & Filtering
 – Page 3 of 10

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