© Scott/Jones Publishing, Inc. 1 Chapter 19 Advanced Features of List Management Excel 2003, Volume 2 by Karen J. Jolly

© Scott/Jones Publishing, Inc.© Scott/Jones Publishing, Inc. 11

Chapter 19Advanced Features of

List Management

Excel 2003, Volume 2Excel 2003, Volume 2

by Karen J. Jollyby Karen J. Jolly

22 © Scott/Jones Publishing, Inc.© Scott/Jones Publishing, Inc.

OutcomesOutcomes

Sort data on multiple fields.Sort data on multiple fields.

Sort by months and weekdays.Sort by months and weekdays.

Filter on multiple fields.Filter on multiple fields.

Use a custom filter to query a database.Use a custom filter to query a database.


Advanced SortAdvanced Sort

Sort can easily be completed on three Sort can easily be completed on three fields.fields.

Can sort by date, time, or a custom list.Can sort by date, time, or a custom list.

Primary sortPrimary sort = first three fields sorted. = first three fields sorted.

Secondary sortSecondary sort = next fields sorted. = next fields sorted.

Complete secondary sorts first, then the Complete secondary sorts first, then the primary sort.primary sort.


Plan the SortPlan the Sort

Determine fields and order for the sort.Determine fields and order for the sort.

Determine primary, or first three, fields.Determine primary, or first three, fields.

Determine secondary fields and their Determine secondary fields and their order.order.

Complete the secondary sort first.Complete the secondary sort first.

Complete the primary sort last.Complete the primary sort last.


Sort a ListSort a List

Order of sort: Last name, first name, department, level, salary, ZIP


Sort Secondary FieldsSort Secondary Fields

Complete secondary Complete secondary sort first:sort first:

1.1. Select any cell in the Select any cell in the database.database.

2.2. From the From the DataData menu menu select select Sort.Sort.

3.3. Select the secondary Select the secondary fields, level, salary, fields, level, salary, zip.zip.


Completed Secondary SortCompleted Secondary Sort


Sort Primary FieldsSort Primary Fields

Complete primary Complete primary sort:sort:

1.1. Enter primary sort Enter primary sort fields.fields.


Completed SortCompleted Sort


Sort by Date and TimeSort by Date and Time

Dates and times are stored in Excel as Dates and times are stored in Excel as serial numbers.serial numbers.

The serial number of date or time The serial number of date or time determines sort order.determines sort order.

Dates/times entered as text will not be Dates/times entered as text will not be sorted accurately.sorted accurately.


Sort by a Custom ListSort by a Custom ListArrange list by birth date


Select a Custom ListSelect a Custom List


Sort Complete by BirthdateSort Complete by Birthdate


Custom AutoFilterCustom AutoFilter

Filter on two or more criteria or when a Filter on two or more criteria or when a numeric range is needed.numeric range is needed.

From the From the DataData menu select menu select AutoFilter.AutoFilter.


Custom Auto FilterCustom Auto Filter

In AutoFilter list,In AutoFilter list,select select Custom.Custom.


Setting AutoFilter CriteriaSetting AutoFilter Criteria


Completed AutoFilterCompleted AutoFilter

People with salaries greater than $30,000


Remove AutoFilterRemove AutoFilter

From From DataData menu select menu select Filter; Show All.Filter; Show All.


Filter on Two CriteriaFilter on Two Criteria

In order for a record to be included in the In order for a record to be included in the list both criteria must be met.list both criteria must be met. Example: Find salaries between $25,000 and Example: Find salaries between $25,000 and

$35, 000.$35, 000.

From the From the DataData menu select menu select Filter; Filter; AutoFilter.AutoFilter.


Filter on Two CriteriaFilter on Two Criteria

Determine filter ranges.Determine filter ranges.

Select Select AndAnd; both criteria must be met.; both criteria must be met.


Completed FilterCompleted Filter


Multiple Criteria Filter Multiple Criteria Filter

Use a custom list when more than one Use a custom list when more than one criteria is needed in a field.criteria is needed in a field.

The filter can only match one of the criteria The filter can only match one of the criteria use the OR operator.use the OR operator. Example: filter for employees living in Chester Example: filter for employees living in Chester

and those living in Philadelphia.and those living in Philadelphia.


Multiple Criteria FilterMultiple Criteria Filter

Click onOR


Filter for Two CriteriaFilter for Two Criteria

When two criteria must be matched in When two criteria must be matched in different fields.different fields. Example: People who live in Philadelphia who Example: People who live in Philadelphia who

earn more than $25,000.earn more than $25,000.

Complete one of the filters.Complete one of the filters.

Complete the second filter.Complete the second filter.

Complete all additional filters.Complete all additional filters.


Step 1Step 1

Complete one of the filters.Complete one of the filters. Example: In the City column filter for Example: In the City column filter for

Philadelphia.Philadelphia.


Step 2Step 2

Complete the second filter.Complete the second filter. Example: In the Salary column filter for Example: In the Salary column filter for

greater than 25000.greater than 25000.


Filter for Two CriteriaFilter for Two Criteria

After first filter

After second filter


Top 10 AutoFilterTop 10 AutoFilter

To quickly determine To quickly determine the top 10 or bottom 10 the top 10 or bottom 10 in a list.in a list. Example: Find the top Example: Find the top

10 sales representatives 10 sales representatives in the company.in the company.


Top 10 AutoFilter Dialog BoxTop 10 AutoFilter Dialog Box


Top Ten SalespersonsTop Ten Salespersons


Advanced Filter FeaturesAdvanced Filter Features

Advanced Filter is another method of Advanced Filter is another method of filtering a list.filtering a list.A copy of the filtered data can be A copy of the filtered data can be extracted and placed in a new location.extracted and placed in a new location.An advanced filter prepares a separate An advanced filter prepares a separate report.report.Advanced filter can replace the original list Advanced filter can replace the original list or create a new list.or create a new list.


Plan the Advanced FilterPlan the Advanced Filter

1.1. Determine where new list will be placed.Determine where new list will be placed.

2.2. Determine the fields to include in new Determine the fields to include in new list.list.

3.3. Determine filter criteria.Determine filter criteria.

4.4. Copy column labels to new location.Copy column labels to new location.


Advanced FilterAdvanced Filter

1.1. From the From the DataData menu select menu select Filter; Filter; Advanced Filter.Advanced Filter.

The list range that opens is the range The list range that opens is the range of the database.of the database.


Advanced FilterAdvanced Filter

2.2. Determine if filtered Determine if filtered list will replace list will replace current list.current list.

3.3. Click and drag Click and drag through Criteria through Criteria range.range.

4.4. Select cell where Select cell where copied list will be copied list will be placed.placed.


Formula as a FilterFormula as a Filter

The criteria for a filtered list can include a The criteria for a filtered list can include a formula or calculation.formula or calculation.

When criteria is a formula it is a When criteria is a formula it is a calculated calculated fieldfield..


Filter for people in Philadelphia Home Electronics Filter for people in Philadelphia Home Electronics earning more than $25,000earning more than $25,000



1.1. Copy labels for criteria fields.Copy labels for criteria fields.

2.2. Enter criteria in next row.Enter criteria in next row. Example: Find employees working in Example: Find employees working in

Philadelphia earning more than $25,000.Philadelphia earning more than $25,000.



3.3. From the From the Data Data menu menu select select Filter; Advanced Filter; Advanced Filter.Filter.

4.4. Highlight Criteria range.Highlight Criteria range.

5.5. Place range of criteria just Place range of criteria just created in Criteria range created in Criteria range box.box.

6.6. Filter list in another Filter list in another location or replace current location or replace current list.list.


Completed FilterCompleted Filter


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© Scott/Jones Publishing, Inc. 1 Chapter 19 Advanced Features of List Management Excel 2003, Volume 2 by Karen J. Jolly