excel - sort training

8/2/2019 Excel - Sort Training

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How to Sort Data in Microsoft Excel

Microsoft Excels data sort function provides a

way to prioritize and rearrange data in aworksheet.

In this presentation you will learn to sort datain an Excel worksheet and to create a simple

PivotTable.

Please feel free to ask questions at any time.


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Once you have data entered into an Excel worksheet, you can sort itusing any field you would like; e.g. Dept, Name, PO, etc.


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Highlight the entire document by clicking the blank box in theupper left hand corner of the worksheet. Next, click on Datain the toolbar at the top of the page, then click on Sort.


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A dialog box will appear, and from the pull down menu underneath Sort bychoose the variable or column you wish to sort by. The sort order defaults toAscending, as in ABC or 123. You can change this to Descending so that

your data sorts in reverse, like CBA or 321.

Near the bottom of the dialog box you must choose Header row or No header row.

If your document uses row 1 as a row that lists what the variables are, like Name and

Date, select Header row. If your document uses row 1 to start the listing of youractual data, select No header row. Click on OK.


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The entire Excel worksheet is now sorted by Name in ascending

order.


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To view the worksheet by Name in descending order, just click

again on Data, then Sort, and select the radio button next to

Descending. Click on OK and the data will come up in reverse

order.


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If you would like to include a secondary sort, click on the pull downmenu underneath Then by and select the variable or column youwant to use. Click on OK.


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The Excel worksheet is now sorted first by Name and then by

Current Bal, both in ascending order.


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PivotTableS

PivotTables allow you to create multidimensionaldata views by dragging and dropping column

headings to move data around.

With PivotTables, you can quickly turn rows ofdata into summary reports. Once you have the

summary, you can then change the format tocreate other reports or summaries.


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Once you have your data entered into an Excel worksheet, click onany data cell in the body of the worksheet, click on Data in the

toolbar, and then click on PivotTable and PivotChart Report.

Data cells


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In the PivotTable and PivotChart Wizard dialog box, the radio

buttons next to Microsoft Office Excel list or database and

PivotTable should be selected. Click on Finish. (Clicking on

Next will take you through advanced set-up options.)


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A new page will open in your Excel workbook and a blank PivotTablewill appear with a list of fields from your original worksheet. Bydragging fields from the PivotTable Fields List into different areas

of the blank PivotTable, you can analyze data in a variety of ways.

Page Fields

RowFields

Data Items

Column Fields

From a shared master query or worksheet many users can view

the data they need in the format that is most useful to them.


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By dragging the Buyer field from the PivotTable Field List into

the PivotTable Page Field you can view information for one or all of

the buyers.


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To show a list of all the purchase orders (POs) processed by thebuyer identified in the page field, click on PO in the PivotTable

Field List and drag it to the PivotTable Row Field area. If you

change your mind, you can drag fields into different areas of thePivotTable or back to the PivotTable Field List.


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Continue dragging items from the PivotTable Field List to the PivotTable, or

moving the items to different areas of the PivotTable. You can use as many oras few of the fields as you like. In the table below, Original Amt and Current

Balance were dragged into the Row Field where each line value shows

separately.

Row Fields

To see the sum of allthe lines of a PO, movethe Original Amt and

Current Balance

fields to the Data

Items area of thePivotTable.


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Moving fields to different areas of the PivotTable will allow you viewinformation in various formats. Experiment to find what works bestfor you.


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To help clean up your tables appearance, summary lines that appear for each

Row Field may be deleted by placing the cursor on the field to be removed,

clicking on the PivotTable dropdown, and un-checking Subtotals.


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The result is a clean looking worksheet that contains the data youwant in a format that meets your needs.


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Contact Information

If you have any questions please contact JoyceBaltierra at extension 3612 or by email at

[email protected].

Please check our website for additional traininginformation at:http://www.humboldt.edu/~procure/training_guides.htm

Suggestions for future training are welcome and maybe emailed to Joyce.
mailto:[email protected]://www.humboldt.edu/~procure/training_guides.htmhttp://www.humboldt.edu/~procure/training_guides.htmmailto:[email protected]

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