1. The Advantage Series ©2004 The McGraw-Hill Companies, Inc. All rights reserved Chapter 8 Managing Worksheet Lists Microsoft Office Excel 2003

2. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 2 8.1 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.

3. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 3 8.1.1 Defining a List Figure 8.1 Creating a worksheet list for recording bills Field Header Row Records Enter the list name on the sheet tab

4. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 4 8.1.1 Defining a List Figure 8.2 Creating the field header row

5. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 5 8.1.1 Defining a List Figure 8.3 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

6. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 6 8.1.1 Defining a List Figure 8.4 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

7. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 7 8.1.2 Entering Data into a List Figure 8.5 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

8. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 8 8.1.2 Entering Data into a List Figure 8.6 Selecting fields in a single record

9. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 9 8.1.2 Entering Data into a List Figure 8.7 Displaying a data entry pick list Excel 2003 scans the field column for unique entries and then displays a sorted pick list of values

10. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 10 8.1.3 Navigating a List Using a Data Form Figure 8.8 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

11. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 11 8.1.3 Navigating a List Using a Data Form Figure 8.9 Adding a new record using the Data Form dialog box

12. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 12 8.1.4 Finding Data Using a Criteria Form Figure 8.10 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

13. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 13 8.1.4 Finding Data Using a Criteria Form Figure 8.11 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

14. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 14 8.1.5 Modifying a List’s Structure Figure 8.12 Creating a new field column Inserting a new field column Resizing handle

15. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 15 8.1.5 Modifying a List’s Structure Figure 8.13 Entering a calculated field

16. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 16 8.2 Working with Lists A worksheet list is used as a storage area for capturing and analyzing large quantities of data. However, data does not become information until it is processed. This processing can take several forms, from arranging, organizing, and extracting data to presenting data in charts and reports. Some common techniques for manipulating list data include sorting, filtering, and summarizing. In addition to these processes, this module examines methods for efficiently and effectively printing and converting your list data.

17. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 17 8.2.1 Sorting a List Figure 8.14 Opening the EX0820 workbook

18. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 18 8.2.1 Sorting a List Figure 8.15 Sort dialog box The current sort order, by descending Salary, is displayed in the Sort dialog box Click to access custom sort orders

19. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 19 8.2.2 Filtering a List Figure 8.16 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

20. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 20 8.2.2 Filtering a List Figure 8.17 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

21. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 21 8.2.2 Filtering a List Figure 8.18 Custom AutoFilter dialog box

22. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 22 8.2.2 Filtering a List Figure 8.19 Applying a custom filter and sorting the results

23. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 23 8.2.3 Summarizing a List Figure 8.20 Displaying the Total Row in a worksheet list A new row is added to the worksheet list range

24. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 24 8.2.3 Summarizing a List Figure 8.21 Displaying the drop- down list menu for cell I52

25. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 25 8.2.4 Printing a List Figure 8.22 Formatting the worksheet list

26. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 26 8.2.4 Printing a List Figure 8.23 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

27. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 27 8.2.4 Printing a List Figure 8.24 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

28. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 28 8.2.5 Converting Workbooks to Different File Formats Figure 8.25 Save As dialog box

29. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 29 8.2.5 Converting Workbooks to Different File Formats Figure 8.26 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

30. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 30 8.3 Analyzing Lists Analyzing a list entails querying, extracting, and summarizing data. These tasks are facilitated using Excel 2003’s advanced filtering techniques. In this module, you learn to limit the display of records using multiple criteria, extract records to a different location in a worksheet, and summarize statistical data using a variety of database and list functions.

31. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 31 8.3.1 Querying Lists and Extracting Data Figure 8.27 Opening the EX0830 workbook Field Header Row

32. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 32 8.3.1 Querying Lists and Extracting Data Figure 8.28 Creating a criteria range Criteria Header Row Criteria Area Field Header Row List Area

33. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 33 8.3.1 Querying Lists and Extracting Data Figure 8.29 Advanced Filter dialog box

34. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 34 8.3.1 Querying Lists and Extracting Data Figure 8.30 Entering complex search criteria

35. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 35 8.3.1 Querying Lists and Extracting Data Figure 8.31 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)

36. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 36 8.3.2 Using Database and List Functions Figure 8.32 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

37. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 37 8.3.2 Using Database and List Functions Figure 8.33 Using database functions

38. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 38 8.3.2 Using Database and List Functions Figure 8.34 Entering database functions for the “Edutech” workbook

39. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 39 8.3.3 Using COUNTIF and SUMIF Functions Figure 8.35 Using COUNTIF and SUMIF

40. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 40 8.3.3 Using COUNTIF and SUMIF Functions Figure 8.36 Function Arguments dialog box for the COUNTIF function

41. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 41 8.3.3 Using COUNTIF and SUMIF Functions Figure 8.37 Function Arguments dialog box for the SUMIF function

42. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 42 8.3.4 Using the Conditional Sum Wizard Figure 8.38 Add-Ins dialog box

43. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 43 8.3.4 Using the Conditional Sum Wizard Figure 8.39 Conditional Sum Wizard: Step 1 of 4

44. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 44 8.3.4 Using the Conditional Sum Wizard Figure 8.40 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

45. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 45 8.3.4 Using the Conditional Sum Wizard Figure 8.41 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

46. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 46 8.4 Using Subtotals and Outlines This module describes two methods for summarizing data based on the level of worksheet detail displayed. First, creating subtotals in a worksheet automatically groups data, creates an outline, and computes summary calculations. Second, 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. These techniques are especially helpful for organizing and summarizing data in large worksheet lists.

47. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 47 8.4.1 Creating Subtotals Figure 8.42 Opening the EX0840 workbook

48. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 48 8.4.1 Creating Subtotals Figure 8.43 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

49. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 49 8.4.1 Creating Subtotals Figure 8.44 Inserting subtotals in a worksheet list Row-Level Buttons Inserted subtotal row containing the SUBTOTAL function in cells E11 and G11

50. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 50 8.4.1 Creating Subtotals Figure 8.45 Viewing the worksheet at Row-Level 1 Total Hours Worked Total Billable Fees

51. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 51 8.4.1 Creating Subtotals Figure 8.46 Viewing the worksheet at Row-Level 2

52. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 52 8.4.1 Creating Subtotals Figure 8.47 Filtering a list prior to subtotaling

53. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 53 8.4.1 Creating Subtotals Figure 8.48 Using subtotals to display averages

54. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 54 8.4.2 Grouping Data Manually Figure 8.49 Creating a Row-Level data grouping

55. ©2004 The McGraw-Hill Companies, Inc. All rights reserved 55 8.4.2 Grouping Data Manually Figure 8.50 Collapsing manually grouped rows and columns Rows 10 through 14 have been collapsed Columns E through G have been collapsed