Microsoft Filtering Data & Subtotals Amarillo College Revision Date: April 7, 2009

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1 Microsoft Filtering Data & Subtotals Amarillo College Revision Date: April 7, 2009

2 Table of Contents SUBTOTAL FUNCTION... 1 AUTOFILTER... 2 FILTER BY SELECTION... 3 CUSTOM FILTER... 3 NAMING A RANGE OF CELLS... 5 ADVANCED FILTER - EXTRACTING UNIQUE ENTRIES... 6 ADVANCED FILTER... 7 TABLE STYLES CUSTOM VIEWS CREATING A CUSTOM VIEW DISPLAYING A CUSTOM VIEW ADDING THE CUSTOM VIEWS ICON TO THE TOOLBAR DELETING A CUSTOM VIEW i

3 SUBTOTAL FUNCTION The subtotal function is useful to calculate values in a filtered list, because it calculates only the visible cells in a range. In contrast, the SUM and AVERAGE functions calculate answers based on the entire range of cells regardless of whether the cells are visible or not. 1. Place the cursor in the cell where the answer is to be displayed. 2. Click the Insert Function icon, illustrated below. 3. Type the word, Subtotal, and press the ENTER key twice. 4. In the Function_num field, type the number code (see the table below) corresponding to the type of calculation to be used. Number Code Performs this Calculation 1 AVERAGE (averages values) 2 COUNT (counts number of values in the range) 3 COUNTA (counts all text cells in the range) 4 MAX (returns the largest value in the range) 5 MIN (returns the smallest value in the range) 6 PRODUCT (multiplies the values and returns the product) 7 STDEV (calculates the standard deviation based on a sample 8 STDEVP (calculates the standard deviation based on the whole population) 9 SUM (adds all values together in the range) 10 VAR (calculates the variation based on a sample) 11 VARP (calculates the variation based on the whole population) 5. Place the cursor in the Ref1 field, and then use the mouse highlight all of the cells to be analyzed in the calculation. 6. Page 1

4 AUTOFILTER One of the easiest ways of extracting information meeting a certain criterion is to use an AutoFilter. 1. If needed, add column headings above the first row of data. Filtering will not work on a column that does not have a heading. 2. Place the cursor in any cell containing data. 3. On the Data tab, click the Filter icon, located on the Sort & Filter ribbon. Drop-down arrows will appear in the column heading cells. 4. Decide which column is to be used for filtering and then click the drop-down arrow in that column. 5. Remove the checkmark in front of (Select All) and then add checkmark(s) in front of each item to display The drop-down arrow in the filtering column will change from to and the row numbers will turn blue to show that the records have been filtered. 8. When finished viewing the filtered data: a. Another Filter: On the Data tab, click the icon, located on the Sort & Filter ribbon. b. Exiting the Filter: On the Data tab, click the Filter icon, located on the Sort & Filter ribbon. Page 2

5 FILTER BY SELECTION One of the easiest ways to run a filter is to use the Filter by Selection feature. By placing the AutoFilter icon on the Quick Access Toolbar, this feature can be quickly accessed from the toolbar. 1. If needed, add column headings above the first row of data. Filtering will not work on a column that does not have a heading. 2. Click the drop-down arrow located at the right side of the Quick Access Toolbar. 3. Click the link for More Commands. 4. Use the drop-down arrow in the Choose Commands From field to select All Commands. 5. Scroll through the alphabetical list of commands and then double-click the AutoFilter icon Click on any cell containing the data to be used as the criterion. 8. Click the AutoFilter icon on the Quick Access Toolbar to run the filter. 9. To filter the already-filtered records again, repeat steps #6-# On the Data tab, click the Filter icon, to quit running the filter. CUSTOM FILTER If the regular filter does not offer enough options, you will need to create a custom filter. 1. If needed, add column headings above the first row of data. Filtering will not work on a column that does not have a heading. 2. Place the cursor in any cell containing data. 3. On the Data tab, click the Filter icon, located on the Sort & Filter ribbon. Drop-down arrows will appear in the column heading cells. 4. Decide which column is to be used for filtering and then click the drop-down arrow in that column. 5. Click Number Filters or Text Filters depending on the type of data in the column. 6. Click the desired item from the list. 7. Use the drop-down arrow for the first field (the comparison operator) to specify how the criterion is to be compared. Page 3

6 8. In the next field (the value criterion), specify what number or label is to be used as the comparison. 9. If the custom filter is to be a compound selection, use AND if both comparisons have to be true or use OR where only one of the comparisons has to be true. 10. The drop-down arrow in the filtering column will change from to to show that it is being used in a filter When finished viewing the filtered data: a. Another Filter: On the Data tab, click the icon, located on the Sort & Filter ribbon. b. Exiting the Filter: On the Data tab, click the Filter icon, located on the Sort & Filter ribbon. Page 4

7 NAMING A RANGE OF CELLS In some Excel functions, it is easier to work with ranges of cells if they have been named. Adding a Range Name 1. Highlight the cell or group of cells to be named. 2. Located the Name box, which is located above the first column. 3. In the Name box, type a name (see rules below) for the range. In the illustration below, the range was named products. Rules for Naming Cell Ranges: a) First character has to be an alphabetic number b) Cannot include any spaces c) Cannot include cell names (examples: A1 or C20) d) Should be descriptive of what the cells represent Deleting a Range Name 1. On the Formulas tab, click the Name Manager icon, located on the Defined Names ribbon. 2. Click the name to be deleted and click Page 5

8 ADVANCED FILTER - EXTRACTING UNIQUE ENTRIES Sometimes it is useful to know how many different items are in a data column. There may be thousands of entries and would be too difficult to try without the aid of an Advanced Filter. 1. If needed, add column headings above the first row of data. Filtering will not work on a column that does not have a heading. 2. On the Data tab, click the icon, located on the Sort & Filter ribbon. 3. Click the option button for Copy to Another Location. 4. Place a checkmark in the Unique Records Only checkbox. 5. Clear out any data that is currently shown in any of the three fields. 6. As shown in the previous illustration: a. List Range: Click the icon at the end of the field. Click-and-drag the mouse over the contents of the column to be searched (including its column heading) and press ENTER. b. Criteria Range: Leave this field empty c. Copy To: As circled in the illustration above, click the icon at the end of the field. Click a single cell in the spreadsheet where the first result is to be displayed (see hint below) and press ENTER. HINT: Make sure there are empty cells below the selected cell to contain all of the unique data items. 7. Page 6

9 ADVANCED FILTER This type of filter is useful when: There is a range of criteria to be used instead of a single item There is a need for multiple ranges to be used Multiple columns need to be used The data to be analyzed is frequently called a database. Set up and Naming the Database 1. If needed, add column headings above the first row of data. Filtering will not work on a column that does not have a heading. 2. Make sure of the following: There are no blank rows or columns in the database. There is a blank row at the bottom of the database There is a blank column at the right side of the database 3. Place the cursor on any cell in the database containing data. 4. Highlight all the cells in the database (shortcut: Press CTRL +SHIFT +* ). 5. Use the directions listed previously in this manual to create a range name for the highlighted cells. Setting up the Criteria Range 6. Decide what column(s) are to be used as criteria. 7. Copy the column heading of the criteria column identified in step #6, and paste it into a blank area outside of the database. If more columns are to be used as criteria, copy and paste their column headings to the right of the first one. Page 7

10 8. Below the column heading(s) specify the criteria to be used: a. If the criterion column is a text column, then type the text to be used as the criteria b. If the criterion column is a numeric column, then you can use the following operators: AND vs. OR < less than > greater than <= less than or equal to >= greater than or equal to = equal to <> not equal to When specifying multiple criteria, it is extremely important to understand the following concepts: AND As shown in the next table, if the criteria words are on the same row, they are treated as an AND statement. In this example, only the records that meet all three criteria would be displayed: (i.e. all the camp kitchens sold in the southwest by Hernandez would be displayed) Product Region Sales Rep Camp kitchen Southwest Hernandez OR As shown in the next table, if criteria words are not on the same row, they are treated as an OR statement. In this example, the record would be shown if the product was a camp kitchen OR the region was Northwest OR the Sales Rep was Hendrick (any of three criterion would be enough to display the record). Product Region Sales Rep Camp kitchen Northwest Hendrick In the next table, all the records would be shown if the category was Tents and sales were between $3,000 and $3,200. Notice that the word Tents had to be listed on both lines for it to work. Otherwise, it would be treated as an OR statement. Category Sale Tents >3000 Tents <3200 Page 8

11 Running the Advanced Filter 9. On the Data tab, click the icon, located on the Sort & Filter ribbon. 10. As shown in the illustration above, do the following: a. List Range: Type the range name from step #5 on page 7. b. Criteria Range: Click the icon located at the end of the field and then highlight the cells containing the criteria words including their headings (steps #7-#8 above). Press ENTER afterwards. c. Place a checkmark in the Unique records only box. d. 11. To remove the filter and show all the records, on the Data tab, click the Clear icon, located on the Sort & Filter ribbon. Page 9

12 TABLE STYLES A table is a grouping of cells that are formatted differently than just a range of cells. WARNING: If you format any cells as a table, you will not be able to use the Custom Views feature described later in this manual even if the table formatting is removed. Applying the Style 1. Highlight the cells to be formatted as a table. 2. On the Insert tab, click the Table icon, located on the Tables ribbon. 3. Specify if the top row of the highlighted cells contains headings by placing a checkmark in the appropriate box. 4. A new tab, Table Tools will be placed above the Design tab. In addition, the icons on the ribbon will be different. 5. Place the cursor in any cell in the formatted table. 6. On the Design tab, click the More icon, located at the far right side of the ribbon. This will show a lot of styles from which to choose. 7. Move the mouse over the different styles and click the desired style. 8. Click the desired style. 9. To remove the drop-down arrows, on the Data tab, click the Filter icon. Removing the Style 1. Place the cursor in any cell of the formatted table. 2. If the formatting is to be removed too, do the following: a. On the Design tab, click the More icon, located at the far right side of the ribbon). b. Click the icon to clear the formatting. 3. On the Design tab, click the Convert to Range icon, located on the Tools ribbon. 4. Page 10

13 CUSTOM VIEWS WARNING: If you have any cells formatted as a table, you will not be able to use the Custom Views feature because it will become grayed out. The table cells will have to be converted back to a regular spreadsheet range. Many Excel users have worksheets that are massive! However, not all of the data needs to be seen at the same time. Excel offers a handy way to display only certain parts of the huge spreadsheet. Custom views display to relevant information defined by the user. Custom views are saved inside the workbook. Custom Views save the following types of settings: Window size Screen splits Hidden columns/rows Sheets Column widths Zoom percentage Display options Selected cells, if any Filtered data Page setup settings Row Heights Current position of cursor Page 11

14 Creating a Custom View NOTE: Create a Normal view first so that the data can be easily restored later to its original look. 1. On the View tab, click the Custom Views icon, located on the Workbook Views ribbon. NOTE: If the Custom Views icon is grayed out, do the following: a) Place the cursor in one of the cells inside the table b) On the Design tab, click Convert to Range, located on the Tools ribbon. c) Type a name for the new view and click. 4. Make changes to column widths, hiding columns/rows as needed, filtering, etc. 5. Repeat steps #1-#3 to create additional views. Displaying a Custom View 1. Open the workbook containing the view. 2. On the View tab, click the Custom Views icon, located on the Workbook Views ribbon. 3. Double-click the desired view. 4. Use the Undo button to get back to the normal view. Page 12

15 Adding the Custom Views Icon to the Toolbar 1. On the Quick Access Toolbar, click the drop-down arrow (illustrated above). 2. Click More Commands and then use the drop-down arrow (shown in the next illustration) to choose All Commands. 3. Scroll through the list and then double-click Custom Views. 4. Deleting a Custom View 1. Open the workbook containing the custom views. 2. On the View tab, click the Custom Views icon, located on the Workbook Views ribbon. 3. Click the desired view and then click. Page 13

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