Chapter 19 Managing Worksheet Lists

Creating Lists ► Microsoft Office Excel 2003 is inarguably the most powerful electronic spreadsheet available. ► What you may not know is that you can also use Excel 2003 to efficiently manage lists of data when database management software seems like overkill.

Defining a List Creating a worksheet list for recording bills Field Header Row Records Enter the list name on the sheet tab

Defining a List Creating the field header row

Defining a List Create List dialog box The range that you have selected appears in this text box automatically Because the field header row is formatted differently, Excel 2003 identifies that the list range contains headers

Defining a List Defining a worksheet list The blue border signifies the extent or size of the list range List menu button Toggle Total Row button Chart Wizard button Print List button You use the AutoFilter buttons to sort and filter data in the list The blue asterisk signifies the “insert row,” where you can enter a new record’s data

Entering Data into a List Opening the EX0810 workbook Notice that this cell range is not outlined by a blue border, signifying that it has not yet been defined as a worksheet list

Entering Data into a List Selecting fields in a single record

Entering Data into a List Displaying a data entry pick list Excel 2003 scans the field column for unique entries and then displays a sorted pick list of values

Navigating a List Using a Data Form Data Form dialog box Navigate the records in a list using this scroll bar Display up to 32 fields from a single record Displays the active record number and the total number of records in the list Select from the available data management commands

Navigating a List Using a Data Form Adding a new record using the Data Form dialog box

Finding Data Using a Criteria Form Criteria form dialog box The “Criteria” label is a visual cue to tell you that this is a criteria form and not a data form

Finding Data Using a Criteria Form Entering new search criteria Using a comparison operator to find all records containing a time greater than 12:00 PM in the Start field column

Modifying a List’s Structure Creating a new field column Inserting a new field column Resizing handle

Modifying a List’s Structure Entering a calculated field

Working with Lists ► A worksheet list is used as a storage area for capturing and analyzing large quantities of data. ► Data does not become information until it is processed. ► Processing can take several forms:  arranging, organizing, and extracting data  presenting data in charts and reports ► Common techniques for manipulating list data  Sorting  Filtering  Summarizing  Efficiently and effectively printing  Converting

Sorting a List Opening the EX0820 workbook

Sorting a List Sort dialog box The current sort order, by descending Salary, is displayed in the Sort dialog box Click to access custom sort orders

Filtering a List Viewing the filter options for the Department field Drop-down unique list of AutoFilter options AutoFilter drop- down list arrows attach to each field in the field header row

Filtering a List Filtering the worksheet list A blue drop-down arrow tells you that a filter has been applied When a filter is active, row numbers appear blue

Filtering a List Custom AutoFilter dialog box

Filtering a List Applying a custom filter and sorting the results

Summarizing a List Displaying the Total Row in a worksheet list A new row is added to the worksheet list range

Summarizing a List Displaying the drop- down list menu for cell I52

Printing a List Formatting the worksheet list

Printing a List Previewing the worksheet list The field header row will appear at the top of each page, as specified in the Print titles area of the Page Setup dialog box

Printing a List Printing the active worksheet list Select the list option button to print the active worksheet list. You can also use this area to print just the range selection, the active sheet, or the entire workbook

Converting Workbooks to Different File Formats Save As dialog box

Converting Workbooks to Different File Formats Displaying a CSV (comma delimited) text file using Notepad Field Header Row Notice that columnar entries are separated by commas. Numeric entries that have been formatted using commas must be enclosed in quotes

Analyzing Lists ► Analyzing a list entails querying, extracting, and summarizing data. ► These tasks are facilitated using Excel 2003’s advanced filtering techniques.  limit the display of records using multiple criteria  extract records to a different location in a worksheet  summarize statistical data using a variety of database and list functions.

Querying Lists and Extracting Data Opening the EX0830 workbook Field Header Row

Querying Lists and Extracting Data Creating a criteria range Criteria Header Row Criteria Area Field Header Row List Area

Querying Lists and Extracting Data Advanced Filter dialog box

Querying Lists and Extracting Data Entering complex search criteria

Querying Lists and Extracting Data Filtering a worksheet list Row numbers appear in blue to signify that the list area is filtered Complex Criteria using logical AND (criteria on same row but in different field) and logical OR (criteria in different rows)

Using Database and List Functions Selecting and naming the worksheet list The entire list range from A7 to G39 is selected prior to clicking in the Name box The worksheet list’s range name, “List,” should now appear in the Name box

Using Database and List Functions Using database functions

Using Database and List Functions Entering database functions for the “Edutech” workbook

Using COUNTIF and SUMIF Functions Using COUNTIF and SUMIF

Using COUNTIF and SUMIF Functions Function Arguments dialog box for the COUNTIF function

Using COUNTIF and SUMIF Functions Function Arguments dialog box for the SUMIF function

Using the Conditional Sum Wizard Add-Ins dialog box

Using the Conditional Sum Wizard Conditional Sum Wizard: Step 1 of 4

Using the Conditional Sum Wizard Conditional Sum Wizard: Step 2 of 4 Use these drop- down list boxes to build conditions for the SUMIF function Conditions that you’ve added to the SUMIF calculation are displayed in this area

Using the Conditional Sum Wizard Conditional Sum Wizard: Step 3 of 4 Select this option to insert only the formula result into the worksheet Select this option to insert the criteria information and the formula result into the worksheet

Using Subtotals and Outlines ► There are two methods for summarizing data based on the level of worksheet detail displayed.  These techniques are especially helpful for organizing and summarizing data in large worksheet lists. ► Creating subtotals in a worksheet  automatically groups data  creates an outline  computes summary calculations ► Grouping and outlining data manually in a worksheet  provides ultimate control over the level of column and row detail that you want to display in reports and charts.

Creating Subtotals Opening the EX0840 workbook

Creating Subtotals Subtotal dialog box Specify the field to group records by Select a summary function to use for subtotaling Select the fields to summarize Specify whether to print groups on separate pages

Creating Subtotals Inserting subtotals in a worksheet list Row-Level Buttons Inserted subtotal row containing the SUBTOTAL function in cells E11 and G11

Creating Subtotals Viewing the worksheet at Row-Level 1 Total Hours Worked Total Billable Fees

Creating Subtotals Viewing the worksheet at Row-Level 2

Creating Subtotals Filtering a list prior to subtotaling

Creating Subtotals Using subtotals to display averages

Grouping Data Manually Creating a Row-Level data grouping

Grouping Data Manually Collapsing manually grouped rows and columns Rows 10 through 14 have been collapsed Columns E through G have been collapsed