Spreadsheet Applications

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Abstract

This document will give an overview of sorting and filtering information in Excel. One of the most convenient tools utilized in Excel is the ability to sort or filter through a large amount of information in a timely manner. This is especially an effective way for individual to locate or arrange specific information on their spreadsheet. This can be done by utilizing the “filter” function in the data tab in Excel. The Filter function allows you to selectively block out data which you do not want to see (Contextures, 2009).





Effective tools on Excel

One of the most convenient tools utilized in Excel is the ability to sort or filter through a large amount of information in a timely manner. This is especially an effective way for individual to locate or arrange specific information on their spreadsheet. Although not listed under tools the “Data” tab on your Excel menu provides sub-menus which use Sort as well as Filter Functions. Sorting in excel allows the users to sort their worksheet by utilizing information from multiple columns. Filtering is a completely different function in providing information from your data. However, this is one of the most common methods utilized in business today to quickly filter through all unwanted information. Throughout this document we will further discuss sorting and filtering Sally’s’ information and to provide her family with the information they need without going through the hassle of scrolling through an entire spreadsheet.

We understand the purpose of sorting information in Excel. Now we are able to take it further with a step by step method in order to organize information in manner which will suit the user. A great example which is used in business is sorting information by a budget department and then category. This allows management to review what each department is spending in each category. This will be an effective method which will allow the uncle to review amount spent as well as allow her daughter to view when Sally was able started her collection (Tech Republic, 2009). Below is example of what will be sorted to assist Sally:

Name	Date Purchased	Purchase Price	Color	Size	Location
Scooby	1980	$5.00	BROWN	S	BOX - 1
Yogi	1985	$5.00	BROWN	M	BOX - 2
Mickey	1960	$1.00	BLACK	S	BOX - 1
Donald	1983	$8.00	YELLOW	M	BOX - 2
Goofy	1970	$3.00	ORANGE	S	BOX - 1
Flipper	2000	$60.00	GRAY	L	BOX - 3

Highlight all applicable cells to include headers. Then click on the “Data” tab in the menu. The sub-menu should provide the Sort function in which you can utilize to sort information. Aunt Sally’s daughter can view what she needs by choosing Date purchased ascending in Sort window which pops up and then by Purchase price. Once you click “OK” it will automatically rearrange data in the order requested. Uncle Bob information will be found utilizing the Auto sum function. To do this Aunt Sally will need to click on the last cell below the last data or price purchased. In this case it would be in cell C8. She would then click on Auto sum and hit enter and it should provide the total amount invested. It should look like (Highlighted in Yellow):

Name	Date Purchased	Purchase Price	Color	Size	Location
Mickey	1960	$1.00	BLACK	S	BOX - 1
Goofy	1970	$3.00	ORANGE	S	BOX - 1
Scooby	1980	$5.00	BROWN	S	BOX - 1
Donald	1983	$8.00	YELLOW	M	BOX - 2
Yogi	1985	$5.00	BROWN	M	BOX - 2
Flipper	2000	$60.00	GRAY	L	BOX - 3
		$82.00

This is a simple way to rearrange data. However, the data is not segregated to give Aunt Sally, Uncle Bob, and Aunt Sally’s Daughter the ability to show only information they are requesting. This can be done by utilizing the “filter” function in the data tab in Excel. The Filter function allows you to selectively block out data which you do not want to see (Contextures, 2009). In order to do this we would first need to highlight the headers within your spreadsheet so you can separate the information. You then click on the data tab which brings up a small menu. In the menu you would select filter and select sub-menu “AutoFilter”. Instantly tabs with arrows will appear on the headers. Since Aunt Sally has a large amount of data this function will assist greatly by click on the arrow in “Date Purchased” header you will see All, Top 10, Custom, each date listed, Blanks, and Non Blanks. This will allow Aunt Sally to review several years prior to 2000 without looking at an entire workbook.