Organizing Data

- Prof. Vaishali Pardeshi

Organizing Data
Developed by MET - CET
Credits


Subject Matter Expert:

Prof. Vaishali Pardeshi


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Organizing Data
Developed by MET - CET
Session Outline
Sort

Filter

Advanced Filter


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Organizing Data
Developed by MET - CET
Session Objectives
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After this session, you will be able to:

Sort data using one or more key fields.

Explain the difference between Sort and Filter.

Manage spreadsheet data by using the Filter feature to
assist the viewing of larger data sets.




Organizing Data
Developed by MET - CET
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Session Objectives

Extract selected records from a list or database using
Advanced Filter.

Explain the difference between Filter and Advanced Filter.


Organizing Data
Developed by MET - CET
Quick Quiz
What is meant by Sorting?

What you think Sorting means in Excel?

Discuss the uses of Data Sorting in Excel?


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Organizing Data
Developed by MET - CET
Sort
Sorting lists is a common spreadsheet task that allows you to
easily reorder your data.

Sorted data helps you quickly
visualize,
understand your data better,
organize and
find the data that you want.





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Organizing Data
Developed by MET - CET
Basic Sort
Sorting involves three steps:

1) Select the data you want to sort.

2) Choose Sort & Filter command in the Editing group on
the Home tab from the Excel Data Ribbon.

3) Choose the sorting criteria from the Sort window.

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Organizing Data
Developed by MET - CET

Objective: Sort data using key fields.


Time: 10 minutes


Task: Refer to Act1 sheet and perform the task as
mentioned in it.


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Activity Time
Organizing Data
Developed by MET - CET
Custom Sort
Using the Sort dialog box we can sort two or more columns in
an Excel table.

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Organizing Data
Developed by MET - CET

Objective: Sort data using one or more key fields.


Time: 10 minutes


Task: Refer to Act2 sheet and perform the task as
mentioned in it.


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Activity Time
Organizing Data
Developed by MET - CET
Video (Sort)

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Organizing Data
Developed by MET - CET
Do you find any
difference between the
two databases?
Quick Quiz
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Organizing Data
Developed by MET - CET
Quick Quiz

What you think Filter means in Excel?

What is the difference between Sort and Filter in Excel?

Discuss the uses of Data Filtering in Excel.

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Organizing Data
Developed by MET - CET
Filter
A filtered list displays only the rows that meet the given
criteria.

Filtering is a good way to find and work with a subset of data
in a list.

Unlike sorting, filtering does not rearrange a list; it hides rows
you do not want displayed.


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Organizing Data
Developed by MET - CET
AutoFilter
AutoFilter is an easy way to turn the values in Excel column
into specific filters based on the cell contents.

Adding AutoFilter to a list, will filter the column to only
display items from that particular column. All the other items
remain on the Excel list, but dont display.

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Organizing Data
Developed by MET - CET

Objective: Manage spreadsheet data by using the
auto filter feature to assist the viewing of larger data
sets.


Time: 10 minutes


Task: Refer to Act3 sheet and perform the task as
mentioned in it.


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Activity Time
Organizing Data
Developed by MET - CET
Custom AutoFilter
This filter is needed to filter based on specific criteria within a
cell.


Can you think of an Example for Custom Filter??



Example: If I want to filter on the total price column of my
spreadsheet, I can look for all products with a total price
above, below, or between specific set numbers.

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Organizing Data
Developed by MET - CET

Objective: Manage spreadsheet data by using the
custom filter feature to assist the viewing of larger
data sets.


Time: 10 minutes


Task: Refer to Act4 sheet and perform the task as
mentioned in it.


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Activity Time
Organizing Data
Developed by MET - CET
Video (Filter)

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Organizing Data
Developed by MET - CET
Advanced Filter
The Advanced Filter command in the Data lets you use
complex criteria to filter an Excel range.

To use Advanced Filter you need to create a criteria range to
specify the conditions that the filtered data must meet.

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Organizing Data
Developed by MET - CET
Advanced Filter

The range of cells that you
want to filter. This range
should include headers at the
top of each column.

List Range

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Organizing Data
Developed by MET - CET
Advanced Filter


Range of cells (generally
positioned above or below the
list range), in which the
filtering criteria are specified.



This range should be headed
by headers that match the list
range headings.

The criteria for the
corresponding rows in the list
range should be listed under
each of these headings.

Criteria Range

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Organizing Data
Developed by MET - CET
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Objective: Extract selected records from a list or
database using advanced filter tab.


Time: 15 minutes


Task: Refer to Act5 sheet and perform the task as
mentioned in it.


Activity Time
Organizing Data
Developed by MET - CET
Quick Quiz
What is the difference between Filter and
Advanced Filter in Excel?

Discuss the uses of Advanced Filtering in
Excel.

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Organizing Data
Developed by MET - CET
Advanced Filter allows us to nominate where we would like
our filtered data to be placed.

The choices are: Filter the list, in place or Copy to another
location.

Advanced Filter has a built-in function that allows us to filter
by unique records.

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Advanced Filter
Organizing Data
Developed by MET - CET
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Advanced Filter

Criteria on a new line (same
column) are joined by "OR".

Criteria on the same line
(different columns) are joined
by AND.



AND


OR

Organizing Data
Developed by MET - CET
Activity Time

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Objective: Extract selected records from the database
using advanced filter tab.


Time: 20 minutes


Task: Refer to Act6 sheet and perform the task as
mentioned in it.


Organizing Data
Developed by MET - CET
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Advanced Filter

Symbol used to replace or
represent one or more
characters.

Wildcard Criteria


Use

To Find
? (question mark) Any single character

Ex: sm?th finds smith
& smyth
* asterisks Any number of
characters

Ex: *east finds
Northeast &
Southeast
~ (tilde) followed by ?,
*, or ~
Ex: fy91~? finds fy91
Organizing Data
Developed by MET - CET
Activity Time

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Objective: Apply advanced filter to a spreadsheet data
using wildcard criteria.


Time: 5 minutes


Task: Refer to Act7 sheet and perform the task as
mentioned in it.


Organizing Data
Developed by MET - CET
Assignment
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Task: Refer to Assignment1 & Assignment2 sheet and
perform the task as mentioned in it.


Organizing Data
Developed by MET - CET

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Organizing Data
Developed by MET - CET
Basic Sort
Text-Ascending/Descending
Numbers-Smallest to Largest/Largest to Smallest
Dates or Times
By cell color, font color, or icon
Custom Sort
Multiple Levels
Filter
Auto Filter
Custom Filter
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Summary
Organizing Data
Developed by MET - CET
Difference between Sort & Filter
Difference between Filter and Advanced Filter
Advanced Filter
List Range & Criteria Range
Copy to another location
Copy to another Worksheet
Filtering unique records
Filtering using And / Or
Using wildcard criteria
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Summary
Organizing Data
Developed by MET - CET
Thanks..
Prof. Vijay Page

Prof. Vikas Naik

Prof. Rajiv Gupte

Prof. (Dr.) Sangeeta Tandon

Prof. Arun Patil

SME: Prof. Vaishali Pardeshi


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