Office 2003 Advanced Concepts and Techniques M i c r o s o f t Excel Project 5 Creating, Sorting, and Querying a List

Excel Project 5: Creating, Sorting, and Querying a List 2 Objectives Create and manipulate a list Delete sheets in a workbook Validate data Add computational fields to a list Use the VLOOKUP function to look up a value in a table

Excel Project 5: Creating, Sorting, and Querying a List 3 Objectives Use the Toggle Total Row in a list Print a list Use a data form to display, add, and delete records and change field values in a list Sort a list on one field or multiple fields Display automatic subtotals

Excel Project 5: Creating, Sorting, and Querying a List 4 Objectives Use Group and Outline features to hide and unhide data Query a list Apply database functions, the SUMIF function, and the COUNTIF function to generate information from a list Save a workbook in different file formats

Excel Project 5: Creating, Sorting, and Querying a List 5 Defining a Range as a list Start Excel and enter data for the list using the instructions on pages EX 310 through EX 312 Select the range A8:H8 Click Data on the menu bar and then point to List on the Data menu Click Create List on the List submenu When Excel displays the Create List dialog box, click the My list has headers check box

Excel Project 5: Creating, Sorting, and Querying a List 6 Defining a Range as a list Click the OK button If Excel does not display the List toolbar automatically, right-click any toolbar at the top of the Excel window and then click List on the shortcut menu Dock the List toolbar immediately below the Formatting toolbar Scroll down until row 7 is at the top of the worksheet window and then select cell A9

Excel Project 5: Creating, Sorting, and Querying a List 7 Defining a Range as a list

Excel Project 5: Creating, Sorting, and Querying a List 8 Formatting the Insert Row in an Empty List Select the range A9:H9 and then click the Bold button on the Formatting toolbar Select the range B9:H9 and then click the Center button on the Formatting toolbar Right-click cell D9. Click Format Cells on the shortcut menu. When Excel displays the Format Cells dialog box, click the Number tab, click Date in the Category list, click 03/14/01 in the Type list, and then click the OK button Select the range G9:H9 and then click the Comma Style button on the Formatting toolbar. Click the Decrease Decimal button on the Formatting toolbar twice so columns G and H will display whole numbers

Excel Project 5: Creating, Sorting, and Querying a List 9 Validating Data Select cell B9, the cell in the insert row below the Gender column heading in cell B8 Click Data on the menu bar Click Validation on the Data menu When Excel displays the Data Validation dialog box, click the Settings tab, click the Allow box arrow, and then click List in the Allow list

Excel Project 5: Creating, Sorting, and Querying a List 10 Validating Data Type F, M in the Source box Click In-cell dropdown to clear it Click the Error Alert tab If necessary, click Show error alert after invalid data is entered

Excel Project 5: Creating, Sorting, and Querying a List 11 Validating Data Click the Style box arrow and then click Stop in the Style list Type Gender Invalid in the Title box Type Gender code must be an F or M. in the Error message box Click the OK button

Excel Project 5: Creating, Sorting, and Querying a List 12 Entering Records into a List Using a Data Form If necessary, select cell A9 to activate the list Click Data on the menu bar Click Form on the Data menu Enter the first sales rep’s record into the data form as shown in Figure 5-14 on page EX 319 and click the New button

Excel Project 5: Creating, Sorting, and Querying a List 13 Entering Records into a List Using a Data Form Using the technique in the previous step, enter the remaining records as shown in Figure 5-1a on page EX 307 Click the Close button to complete the last record entry Click the Save button on the Standard toolbar to save the workbook using the file name, Soccer Gear Sales Rep List

Excel Project 5: Creating, Sorting, and Querying a List 14 Entering Records into a List Using a Data Form

Excel Project 5: Creating, Sorting, and Querying a List 15 Adding New Fields to a List Select cell I8, type % of Quota, click cell J8, type Grade, click cell H8, click the Format Painter button on the Standard toolbar, and then drag through the range I8:J8 Select cell I9, enter =h9 / g9 as the formula, click the Percent Style button on the Formatting toolbar, and then click the Increase Decimal button on the Formatting toolbar twice Select the range I9:J9, click the Bold button on the Formatting toolbar, and then click the Center button on the Formatting toolbar

Excel Project 5: Creating, Sorting, and Querying a List 16 Adding New Fields to a List Select the range A7:J7, right-click the selected range, click Format Cells on the shortcut menu, click the Alignment tab, click the Horizontal box arrow, click Center Across Selection, and then click the OK button Click cell I9 and then drag the fill handle down through cell I20

Excel Project 5: Creating, Sorting, and Querying a List 17 Adding New Fields to a List

Excel Project 5: Creating, Sorting, and Querying a List 18 Using the VLOOKUP Function to Determine Letter Grades Create the lookup table using the instructions on page EX 324 With cell J9 selected, type =vlookup (i9, $l$3:$m$7, 2 as the cell entry and click the Enter box With cell J9 selected, drag the fill handle through cell J20 to copy the function to the range J10:J20 Select cell A22 to deselect the range J9:J20 Scroll down until row 7 is at the top of the worksheet window

Excel Project 5: Creating, Sorting, and Querying a List 19 Using the VLOOKUP Function to Determine Letter Grades

Excel Project 5: Creating, Sorting, and Querying a List 20 Using the Toggle Total Row Button Select cell A9 to make the list active. Click the Toggle Total button on the List toolbar Select cell H22 When Excel displays an arrow on the right side of the cell, click the arrow Click Sum in the list

Excel Project 5: Creating, Sorting, and Querying a List 21 Using the Toggle Total Row Button Select cell G22, click the arrow on the right side of the cell, and then click Sum in the list Select cell C22, click the arrow on the right side of the cell, and then click Average in the list Select cell A9 Click the Toggle Total Row button on the List toolbar

Excel Project 5: Creating, Sorting, and Querying a List 22 Using the Toggle Total Row Button

Excel Project 5: Creating, Sorting, and Querying a List 23 Using the Print List Button With the list active, click the Toggle Total Row button to show the total row Click the Print List button on the List toolbar Click the Toggle Total Row button to hide the total row

Excel Project 5: Creating, Sorting, and Querying a List 24 Viewing a Record Using a Data Form With the list active, click the List button on the List toolbar and then click Form on the List button menu When Excel displays the data form, click the Find Next button until the sixth record in the list appears on the data form

Excel Project 5: Creating, Sorting, and Querying a List 25 Sorting a List in Ascending Sequence by Name Using the Sort Ascending Button Select cell A9 and then point to the Sort Ascending button on the Standard toolbar Click the Sort Ascending button

Excel Project 5: Creating, Sorting, and Querying a List 26 Sorting a List in Descending Sequence by Name Using the Sort Descending Button If necessary, select cell A9 Click the Sort Descending button on the Standard toolbar

Excel Project 5: Creating, Sorting, and Querying a List 27 Sorting a List Using the Sort Command on a Column Heading List Click the Hire Date arrow as shown Click Sort Ascending in the Hire Date list

Excel Project 5: Creating, Sorting, and Querying a List 28 Sorting a List on Multiple Fields Using the Sort Command on the List Button Menu With a cell in the list active, click the List button on the List toolbar Click the Sort command on the List button menu When Excel displays the Sort dialog box, click the Sort by box arrow Scroll down the list and then click Sales Area. Click the first Then by box arrow and then click Gender

Excel Project 5: Creating, Sorting, and Querying a List 29 Sorting a List on Multiple Fields Using the Sort Command on the List Button Menu Click the second Then by box arrow and then click Quota Click Descending in the second Then by area Click the OK button After viewing the sorted list, click the Hire Date arrow and then click Sort Ascending in the Hire Date list to sort the list into its original sequence

Excel Project 5: Creating, Sorting, and Querying a List 30 Sorting a List on Multiple Fields Using the Sort Command on the List Button Menu

Excel Project 5: Creating, Sorting, and Querying a List 31 Displaying Automatic Subtotals in a List Click the State arrow in cell E8 and then click Sort Ascending in the State list Select cell A7 to make the list inactive Click Data on the menu bar Click Subtotals on the Data menu

Excel Project 5: Creating, Sorting, and Querying a List 32 Displaying Automatic Subtotals in a List When Excel displays the Subtotal dialog box, click the At each change in box arrow and then click St. If necessary, select Sum in the Use function list In the Add subtotal to list, click Grade to clear it and then click Quota and YTD Sales to select them Click the OK button

Excel Project 5: Creating, Sorting, and Querying a List 33 Displaying Automatic Subtotals in a List

Excel Project 5: Creating, Sorting, and Querying a List 34 Zooming Out on a Subtotaled List and Using the Outline Feature Click the Zoom box on the Standard toolbar, type 90 as the new value, and then press the ENTER key Click the row level symbol 2 on the left side of the window Click each of the lower three show detail symbols (+) on the left side of the window Click the row level symbol 3 on the left side of the window to show all detail rows Click the Zoom box arrow on the Standard toolbar and then click 100% in the Zoom list

Excel Project 5: Creating, Sorting, and Querying a List 35 Zooming Out on a Subtotaled List and Using the Outline Feature

Excel Project 5: Creating, Sorting, and Querying a List 36 Querying a List Using AutoFilter With the list active, click the arrow to the right of Gender in cell B8 Click F in the Gender list Click the Sales Area arrow in row 8 Click Inside in the Sales Area list

Excel Project 5: Creating, Sorting, and Querying a List 37 Showing All Records in a List With the list active, click Data on the menu bar and point to Filter Click Show All on the Filter submenu

Excel Project 5: Creating, Sorting, and Querying a List 38 Querying a List Using the Advanced Filter Command Select cell A9 to activate the list Click Data on the menu bar and then point to Filter on the Data menu Click Advanced Filter on the Filter submenu Click the OK button in the Advanced Filter dialog box

Excel Project 5: Creating, Sorting, and Querying a List 39 Using the DAVERAGE and DCOUNT Database Functions Select cell O1, and then enter Criteria as the criteria area title. Select cell L1, click the Format Painter button on the Standard toolbar, and then select cell O1 Select cell O2 and then enter Gender as the field name. Select cell P2 and enter Gender as the field name. Select cell Q2 and then enter Grade as the field name. Select cell L2. Click the Format Painter button on the Standard toolbar. Drag through the range O2:Q2 Enter F in cell O3 as the Gender code for female sales reps. Enter M in cell P3 as the Gender code for male sales reps. Enter A in cell Q3 as the Grade value. Select M3, click the Format Painter button on the Formatting toolbar, and then drag through the range O3:Q3

Excel Project 5: Creating, Sorting, and Querying a List 40 Using the DAVERAGE and DCOUNT Database Functions Enter Average Female Age = = = = = > in cell O4. Enter Average Male Age = = = = = = => in cell O5. Enter Grade A Count = = = = = = = = = = > in cell O6 Select cell R4 and then enter = daverage(a8:j20, “Age”, o2:o3) as the database function Select cell R5 and then enter = daverage(a8:j20, “Age”, p2:p3) as the database function

Excel Project 5: Creating, Sorting, and Querying a List 41 Using the DAVERAGE and DCOUNT Database Functions Select cell R6 and then enter = dcount(a8:j20, “Age”, q2:q3) as the database function Select the range O4:R6 and then click the Bold button on the Formatting toolbar Select the range R4:R5 and then click the Comma Style button on the Formatting toolbar

Excel Project 5: Creating, Sorting, and Querying a List 42 Using the DAVERAGE and DCOUNT Database Functions

Excel Project 5: Creating, Sorting, and Querying a List 43 Using the SUMIF and COUNTIF Functions Enter Grade A YTD Sales Sum = = => in cell O8 Enter Female Sales Rep Count = = > in cell O9 Select cell R8 and then enter =SUMIF(j9:j20,”A”,h9:h20) as the function Select cell R9 and then enter =COUNTIF(b9:b20,”F”) as the function

Excel Project 5: Creating, Sorting, and Querying a List 44 Using the SUMIF and COUNTIF Functions Select the range O8:R9 and then click the Bold button on the Formatting toolbar Select cell R8, click the Comma Style button on the Formatting toolbar, and then click the Decrease Decimal button on the Formatting toolbar twice Double-click the right border of column heading R to change the width of column R to best fit

Excel Project 5: Creating, Sorting, and Querying a List 45 Using the SUMIF and COUNTIF Functions

Excel Project 5: Creating, Sorting, and Querying a List 46 Saving a Workbook in CSV File Format Select the list in the range A8:I20 Click the Copy button on the Standard toolbar Click the New button on the Standard toolbar With cell A1 selected in the new workbook, click the Paste button on the Standard toolbar

Excel Project 5: Creating, Sorting, and Querying a List 47 Saving a Workbook in CSV File Format Click the Select All button, point to the right border of the column A heading, and double- click to set all column widths to best fit Select cell A15 With a floppy disk in drive A, click the Save button on the Standard toolbar When Excel displays the Save As dialog box, type Soccer Hear Sales Rep List CSV in the File name text box

Excel Project 5: Creating, Sorting, and Querying a List 48 Saving a Workbook in CSV File Format Click the Save as type box arrow and then scroll down and click CSV (Comma delimited) in the Save as type list If necessary, click 3½ Floppy (A:) in the Save in list, click the Save button in the Save As dialog box, and then click the OK button and the Yes button in the Microsoft Excel dialog boxes when they appear Click the workbook Close button on the right side of the Excel title bar

Excel Project 5: Creating, Sorting, and Querying a List 49 Saving a Workbook in CSV File Format

Excel Project 5: Creating, Sorting, and Querying a List 50 Summary Create and manipulate a list Delete sheets in a workbook Validate data Add computational fields to a list Use the VLOOKUP function to look up a value in a table

Excel Project 5: Creating, Sorting, and Querying a List 51 Summary Use the Toggle Total Row in a list Print a list Use a data form to display, add, and delete records and change field values in a list Sort a list on one field or multiple fields Display automatic subtotals

Excel Project 5: Creating, Sorting, and Querying a List 52 Summary Use Group and Outline features to hide and unhide data Query a list Apply database functions, the SUMIF function, and the COUNTIF function to generate information from a list Save a workbook in different file formats

Office 2003 Advanced Concepts and Techniques M i c r o s o f t Excel Project 5 Complete