Microsoft Excel is a spreadsheet program which comes in Microsoft Office suite. This application has given a whole new dimension to the basic data keeping which can still be done in a simple tabular format but with added intelligence. You can use Excel for keeping records for anything everything like household bills, birthdays, planner, professional data, school data and anything which can be saved in a tabular format. Apart from just keeping the data in tabular format you can also perform various tasks on it like calculations, reporting, create graphs on that data and even advanced reporting. MS Excel has enormous features for data manipulation and presentation and one of the most commonly used features is its data sorting feature. With this feature no matter in what order you enter the records but you can easily get the list in proper shape by just 2 to 3 clicks. Technically databases works the best if the records in it are sorted because computer takes a little time in searching the records. In this post I will discuss the simplest ways to sort the records present in your spreadsheet. Apart from Sorting I will also discuss another great feature which helps us in drilling down to specific type of content in a given table. This feature is called as Filtering the record.
Let’s discuss the two in detail:
Select the range of cells which you want to sort. Better would be if your range has first row displaying the title of that column. This helps in easy identification of the column while sorting.
After the selection click on the Data Tab and then click on the Sort button.
By default Excel assumes the first row to be the header row but it also gives you the option to include it in the to-be-sorted range or not. Select the field with which you want to sort the record and then click on Sort.
While sorting, you will also get the option to choose between ascending and descending order. By default it is ascending.
Select the range of cells on which you want to apply the filter. You can also select the row where you want the data filters to be present and all the continuous rows will be added to the filter automatically.
Click on the Data Tab and then click on the Filter button. This will add small filter buttons in every cell of the first row of the selected data range.
These small buttons when clicked will display a menu displaying all the unique contents of that row and you can select one or many of these unique datasets and click on OK. You will now find that excel will display only those cells which fulfill the criteria of your filter.
If you want to drill down more than apply filters on other columns as well to get the desired data visible.