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Objectives 1

Sorting / Filtering on EXCEL Participants will be able to:


1. Apply single-level sorting to sort a particular
Instructor Prerequisite Skills set of data by one heading.
Narciso Aguda, M.Ed. Excel Basics: 2. Apply multi-level sorting to sort a sat of data
Instructional Technology Coordinator - Excel Ribbon by more than one column heading.
naguda@greendot.org 3. Apply filters to hide unnecessary data.
- Selecting, cells, columns, rows

Quick Notes / Vocabulary

What is SORTING? _______________________________________________________________

-Single Level Sorting ______________________________________________________________

-Multi-Level Sorting ______________________________________________________________

What is FILTERING? ______________________________________________________________

How to Sort: (I do-You do) How to Filter: (I do-You do)

 1. Select your entire data set. Click and drag to select


the cells. Be sure to Include the LABELS for each column.  1. On the ribbon, choose the DATA tab, then click on FILTER,
this will insert FILTERING DROP-DOWNS on your Column Head-
ings as shown below.

 2. On the ribbon, choose the DATA tab, then click on SORT  2. Clicking on the DROP DOWN
arrow reveals a menu with SORTS
Sorts
(yes you can sort here too!) and
FILTERS

Click on any SORT to sort as in the


Filters previous examples.

Use the FILTER check boxes to se-


lect the data you want to see in the
results.

A filter is applied when you see


 3. Provide the level(s) of SORTING in this dialog box.
this on your column.
SORT BY: The Column Label by which to Sort your data
ORDER: The order for the SORT
ADD Level: Add another sorting level. The table will sort first
 More cool filters. Further-
by the top level.
more, if your column contains
If you selected the labels for each column, they will appear in
numbers, you can use the NUMBER
“SORT BY”.
FILTERS option to filter out num-
bers that fall under these criteria
Objectives 2
DON’T BE AFRAID OF MAILMERGES Participants will be able to:
1. Create form letters from an excel spreadsheet
Instructor Prerequisite Skills using the mail-merge function.
Narciso Aguda, M.Ed. Excel Basics:
2. Create reminder slips from an excel spread-
Instructional Technology Coordinator - Sorting and Filtering
naguda@greendot.org
sheet using the mail-merge function.

Quick Notes / Vocabulary


Imagine this scenario: You’ve already created a report for your Administrator that reveals all 12th Grade students who have not passed the
CAHSEE yet. After reviewing the data, your Administrative team have decided to target these students for the next Administration in
March. One of the points of contact they will use will be to send a letter home to every student reminding their parents of the upcoming
CAHSEE administration. The Office Manager has asked you to send a Form Letter home to all the parents of 12th grade students who
have not passed the CAHSEE (score of 350 or less). How would you go about tackling this challenge? Discuss

What is a MAIL MERGE?

A procedure that will ________________ __________________ between a ______________ ______________ (like Excel) and a Word
Processor (like Word) or a Desktop Publishing Application (like Publisher).

A mail merge will help you __________________ your data in a way that is presentable in various forms.

How to do a MAIL MERGE (WORD LETTER EXAMPLE) : (I do-You do)

 BEFORE YOU START. Ensure that you have a data set


that includes column headings.

Make sure you know the name of the EXCEL file you will be
merging from.

In addition, if you have multiple SHEETS inside of your FILE,


ensure that you know what SHEET you’ll be using.

Save your Spreadsheet. Don’t close your file.

 1. Open MS Word and create your


 2. Click on the MAILINGS tab, then the
document as you normally would. Leave a
START MAIL MERGE icon.
placeholder (blank space or underscore)
in the place where you would like the  4. If you created a
doc already, use the
data merged to.
current document.

 5. Use an existing
list because we are
going to connect it to
your excel file.

 6. Tell Excel what


 Use the Step-by-Step file to use. Click
Mail Merge Wizard to walk BROWSE to find
you through the merge your EXCEL docu-
process ment in the dia-
log box:
 3. Using the MAIL (continued on
MERGE Wizard, select next page!)
the document type.
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DON’T BE AFRAID OF MAILMERGES (continued)
How to do a MAIL MERGE (WORD LETTER EXAMPLE) : (I do-You do)

 7. This dialog shows the  10. INSERT THE PLACEHOLDERS. Use the placeholders
WORKSHEETS that are inside to insert your data from the excel file into your new docu-
your file. Choose the correct ment.
worksheet. (In this case, use
FILTER 3)
Click into the placeholder on
your document

Choose “MORE ITEMS” and se-


lect the appropriate Label from
the list.
 8. This is the Data Pre-
view. Recognize the data?
Verify it is correct.

Unfortunately, the sorts and


Click INSERT to insert the
filters you made in EXCEL are
placeholder into your docu-
not transferred in the merge.
ment.
 9. Use the Refine Recipi-
ent List controls to filter out It will look like this.
what you don’t need.

(In this case, we want 12th Repeat as necessary to all placeholders you want to merge.
graders with 350 or below)
 11. PHEW!!!! Finally, click on
Next, Sort the records by last
NEXT: to preview your letters.
name.

Click the right ARROW to pre-


view all your letters.

When you press OK, your file


If everything
will appear here.
looks ok, then
click NEXT

 12. To print your letters and have a very pleased


Administrator, click PRINT.
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Label Mail Merge Projects
The Label Mail Merge option is useful for creating MAILING LABELS and other-
wise other documents that will place MORE THAN ONE RECORD on a single
page.

Project #2: DETENTION REMINDERS


In this example, you will be creating a DETENTION RE-
MINDER to students. Each box (or label) will have the
information of each student receiving detention. The
reminder will include:

1. Student First and Last Name


2. Amount of Minutes for Detention
3. The Detention Room assigned to the student
4. What room this student is in during period 2

All this data is from the DETENTION_report

The key to creating this document is to PRESS

“UPDATE ALL LABELS” to populate all of the blank la-


bels with new student data.

Project #3: CAHSEE BOOTCAMP REMINDER TICKETS


Don’t Use the Wizard This Time. Try the Ribbon.
In this example, you will be creating a CAHSEE BOOTCAMP TICKET
for students. Each box (or label) will have the information of each
student receiving detention. The reminder will include:

1. Student First and Last Name

2. Subject the Student is taking

3. The Assigned Room

4. What room this student is in during period 2

All this data is from the CAHSEE BOOTCAMP SCHEDULE