1. Chapter 19 Managing Worksheet Lists

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

4. Defining a List Creating the field header row

5. 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

6. 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

7. 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

8. Entering Data into a List Selecting fields in a single record

9. 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

10. 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

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

12. 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

13. 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

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

15. Modifying a List’s Structure Entering a calculated field

16. 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

17. Sorting a List Opening the EX0820 workbook

18. 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

19. 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

20. 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

21. Filtering a List Custom AutoFilter dialog box

22. Filtering a List Applying a custom filter and sorting the results

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

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

25. Printing a List Formatting the worksheet list

26. 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

27. 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

28. Converting Workbooks to Different File Formats Save As dialog box

29. 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

30. 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.

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

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

33. Querying Lists and Extracting Data Advanced Filter dialog box

34. Querying Lists and Extracting Data Entering complex search criteria

35. 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)

36. 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

37. Using Database and List Functions Using database functions

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

39. Using COUNTIF and SUMIF Functions Using COUNTIF and SUMIF

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

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

42. Using the Conditional Sum Wizard Add-Ins dialog box

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

44. 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

45. 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

46. 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.

47. Creating Subtotals Opening the EX0840 workbook

48. 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

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

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

51. Creating Subtotals Viewing the worksheet at Row-Level 2

52. Creating Subtotals Filtering a list prior to subtotaling

53. Creating Subtotals Using subtotals to display averages

54. Grouping Data Manually Creating a Row-Level data grouping

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