TRAINING SESSION

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Topics
Sorting Filtering Creating Drop Down List Pivot Table Sharing the Workbook Removing Duplicates VLookup Function Charting

SORTING
Sorting means reordering data. Sorting will be based on the type of Sorting that we choose. In this topic we will cover how to do a normal and reverse alphabetical sort, as well as ascending and descending numerical ordering.

HOW TO SORT
Select one cell in the column you want to sort. On the Excel Ribbon, click the Data tab. Click Sort A to Z (smallest to largest) or Sort Z to A (largest to smallest) Before you do anything else, check the data, to ensure that the rows have sorted correctly. If things look wrong, immediately click the Undo button on the toolbar.

MUTIPLE SORTING
Select all the cells in the list. On the Excel Ribbon, click the Data tab. In the Sort & Filter group, click the Sort button. In sort dialogue box click the Add Level button, to add the first sorting level. From the Sort by dropdown, select the first column you want to sort.

Cont
From the Sort On drop down, select the option that you want. Next, from the Order drop down, select one of the options. The list of Order options will depend on what you selected in the Sort On column. If you are sorting on multiple columns, click the Add Level button, to add the next level, and select options from its drop down boxes. After you have selected all the Sort levels, and their options, click OK.

Random Sorting
Random Sorting is sorting using Random numbers.

How to do Random Sorting:

Next to list, add a heading called Random Select all of the cells next to this column of names. Type =RAND() Hit Ctrl+Enter to enter the cells in all of the cells in the selection Sort by column B to get a random sequence

Note that when you sort, the sort will be performed and then all of the cells in column B will be re-populated with a new random number. Thus, after the sort, the rows will be randomly sorted, but the values in column B will no longer appear in ascending order. This is because the values in B changed after the sort.

Custom Sorting
Sometimes you need to sort data into a recognizable order that is not alphabetical. For example, maybe your company wants regions listed as "East", "Central" and then "West". Using a regular sort, there is not a good way to force E to sort before C and W.

How to do Custom Sorting

Select all the cells in the list. On the Excel Ribbon, click the Data tab. In the Sort & Filter group, click the Sort button. In the order level click Custom. In the popped up window list the sequence in which we want to have sorting Click OK.

Filtering
Filtering is a quick and easy way to find and work with a subset of data in a range. A filtered range displays only the rows that meet the criteria you specify for a column. Microsoft Excel provides two commands for filtering ranges: AutoFilter and Advanced Filter. Unlike sorting, filtering does not rearrange a range. Filtering temporarily hides rows you do not want displayed. When Excel filters rows, you can edit, format, chart, and print your range subset without rearranging or moving it.

Auto Filter
When you use the AutoFilter command, AutoFilter arrows appear to the right of the column labels in the filtered range. Microsoft Excel indicates the filtered items with blue. How: Either select the column on which Auto Filter needs to be put or select the whole database. In the data tab click filter.

How to Use Advanced Filter

Set up the database The first row has headings. Subsequent rows contain data. There are no blank rows within the database. There is a blank row at the end of the database, and a blank column at the right.

Cont
Set up the Criteria Range: In the Data tab click on the Advanced Filter. In the criteria range for an Excel advanced filter, you can set the rules for the data that should remain visible after the filter is applied. The heading should exactly matches with the heading in the database. Click OK

Drop Down List

To make data entry easier in Excel, or to limit entries to certain items that you define, you can create a dropdown list of valid entries that is compiled from cells elsewhere on the worksheet. When you create a drop-down list for a cell, it displays an arrow next to that cell. To enter information in that cell, click the arrow, and then click the entry that you want.

How to Create Drop Down List

To create a drop-down list from a range of cells, use the Validation command under the Data menu. To create a list of valid entries for the drop-down list, type the entries in a single column or row without blank cells Note: You may want to sort the data in the order that you want it to appear in the drop-down list.

Cont
If you want to use another worksheet do the following: Type the list on that worksheet, and then define a name for the list. Select the cell, range of cells, or nonadjacent selections that you want to name. Click the Name box at the left end of the formula bar. Type the name for the cells Press ENTER.

PIVOT TABLES
To Create a Pivot Table Report and Pivot Chart Delete a PivotTable Or PivotChart Report

Create Layout For PivotTables

Modifying a PivotTable Refreshing Pivot Table Formatting a PivotTable

USE OF PIVOT TABLE

A PivotTable can summarize large amounts of data using specified calculations and formats. It is called a PivotTable because the headings can be rotated around the data to view or summarize it in different ways.

How to Create Pivot Tables

Select the Database Click on the Pivot Table in the Insert Tab Specify the Range including Headers Choose the Sheet in which you want to have Pivot table Click FINISH

Formating A Pivot Table

You often want to enhance the layout and format of the report to improve readability and to make it more attractive. There are a number of ways to change the layout and format of a PivotTable report as described in the following sections.

You can manually format a cell or cell range in PivotTable report by right clicking the cell or cell range, by clicking FORMAT CELLS, and by using the FORMAT CELLS dialog box.
Pivot Chart You can represent the pivot table in chart form by simply clicking on pivot chart option that come after you right click on pivot table

Sharing Workbook
Microsoft Excel also allows multiple users to edit data in a worksheet in the browser at the same time. Generally, if some one is working on the worksheet then the any other person can not work on the same worksheet. He can only view it as Read Only file.

How to Share Workbook

Create a workbook you want to make available for multiuser editing, and enter any data you want to provide. On the Review Tab, click Share Workbook, and then click the Editing tab. Select the Allow changes by more than one user at the same time check box, and then click OK. When prompted, save the workbook. On the File menu, click Save As, and then save the workbook on a network location accessible to the intended users. Use a shared network folder, not a Web server. Check any links to other workbooks or documents, and fix any that are broken.

Cont
Note: Not all features are supported in a shared workbook. If you want to include any of the following features, add at the time of creating workbook: merged cells, conditional formats, data validation, charts, pictures, objects including drawing objects, hyperlinks, scenarios, outlines, subtotals, data tables, PivotTable reports, workbook and worksheet protection, and macros. You can't make changes to these features after you share the workbook.

 A conflict happens when two users are both editing the same shared workbook and try to save changes that affect the same cell. Excel can keep only one of the changes in that cell. When the second user saves the workbook, Excel displays the RESOLVE CONFLICTS dialogue box. In the RESOLVE CONFLICTS dialogue box, read the information about each changes and the conflicting changes made by the other user. Cont

Resolve conflicting changes in a Shared Workbook

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To keep your change or the other users change and to advance to the next conflicting change, click ACCEPT MINE or ACCEPT OTHER. To keep all of your changes or all of other users changes, click ACCEPT ALL MINE or ACCEPT ALL OTHERS.

To Override Resolve Conflicts Dialogue

To have your changes override all other changes without displaying the RESOLVE CONFLICTS dialogue box, follow the below:
Click Share workbook On the Advanced Tab, under Conflicting changes between Users, click the Changes Being Saved Win, and then Click OK.

Remove Duplicates
A duplicate row (also called a record) in a list is one where all values in the row are an exact match of all the values in another row. How to remove duplicates:
Click on the Remove duplicates in the Data tab. Put check on the My Data has Headers so as to exclude the headers from removing. Select the columns where you want to check for duplicates Click OK

CHARTING
Charts are graphical representations of worksheet data. It makes data clear and simple to comprehend. We can create a chart in the same worksheet or create a new chart sheet in the workbook

Types of Charts
Column Charts Line Charts Pie Charts Bar Charts Area Charts XY (Scatter) Charts Doughnut Charts

How to prepare Charts

Select the database for which chart is to be prepared. In the Insert tab click on the type of Chart. Format the charts as per your requirements.

VLOOKUP Function
It searches for a value in the first column of a table array and returns a value in the same row from another column in the table array. Syntax of Vlookup is: VLOOKUP(lookup_value,table_array,col_index_num)
Lookup_Value=number or text entry to look for Table_array=cell reference of the entire table of data Col_index_num=column from which result is required

Remarks for VLOOK UP

When searching text values in the first column of table_array, ensure that the data in the first column of table_array does not have leading spaces, trailing spaces, inconsistent use of straight ( ' or " ) and curly ( or ) quotation marks, or nonprinting characters. In these cases, VLOOKUP may give an incorrect or unexpected value When searching number or date values, ensure that the data in the first column of table_array is not stored as text values. In this case, VLOOKUP may give an incorrect or unexpected value.

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