8/2/2019 Excel - Sort Training
1/19
1
How to Sort Data in Microsoft Excel
Microsoft Excels data sort function provides a
way to prioritize and rearrange data in aworksheet.
In this presentation you will learn to sort datain an Excel worksheet and to create a simple
PivotTable.
Please feel free to ask questions at any time.
8/2/2019 Excel - Sort Training
2/19
2
Once you have data entered into an Excel worksheet, you can sort itusing any field you would like; e.g. Dept, Name, PO, etc.
8/2/2019 Excel - Sort Training
3/19
3
Highlight the entire document by clicking the blank box in theupper left hand corner of the worksheet. Next, click on Datain the toolbar at the top of the page, then click on Sort.
8/2/2019 Excel - Sort Training
4/19
4
A dialog box will appear, and from the pull down menu underneath Sort bychoose the variable or column you wish to sort by. The sort order defaults toAscending, as in ABC or 123. You can change this to Descending so that
your data sorts in reverse, like CBA or 321.
Near the bottom of the dialog box you must choose Header row or No header row.
If your document uses row 1 as a row that lists what the variables are, like Name and
Date, select Header row. If your document uses row 1 to start the listing of youractual data, select No header row. Click on OK.
8/2/2019 Excel - Sort Training
5/19
5
The entire Excel worksheet is now sorted by Name in ascending
order.
8/2/2019 Excel - Sort Training
6/19
6
To view the worksheet by Name in descending order, just click
again on Data, then Sort, and select the radio button next to
Descending. Click on OK and the data will come up in reverse
order.
8/2/2019 Excel - Sort Training
7/19
7
If you would like to include a secondary sort, click on the pull downmenu underneath Then by and select the variable or column youwant to use. Click on OK.
8/2/2019 Excel - Sort Training
8/19
8
The Excel worksheet is now sorted first by Name and then by
Current Bal, both in ascending order.
8/2/2019 Excel - Sort Training
9/19
9
PivotTableS
PivotTables allow you to create multidimensionaldata views by dragging and dropping column
headings to move data around.
With PivotTables, you can quickly turn rows ofdata into summary reports. Once you have the
summary, you can then change the format tocreate other reports or summaries.
8/2/2019 Excel - Sort Training
10/19
10
Once you have your data entered into an Excel worksheet, click onany data cell in the body of the worksheet, click on Data in the
toolbar, and then click on PivotTable and PivotChart Report.
Data cells
8/2/2019 Excel - Sort Training
11/19
11
In the PivotTable and PivotChart Wizard dialog box, the radio
buttons next to Microsoft Office Excel list or database and
PivotTable should be selected. Click on Finish. (Clicking on
Next will take you through advanced set-up options.)
8/2/2019 Excel - Sort Training
12/19
12
A new page will open in your Excel workbook and a blank PivotTablewill appear with a list of fields from your original worksheet. Bydragging fields from the PivotTable Fields List into different areas
of the blank PivotTable, you can analyze data in a variety of ways.
Page Fields
RowFields
Data Items
Column Fields
From a shared master query or worksheet many users can view
the data they need in the format that is most useful to them.
8/2/2019 Excel - Sort Training
13/19
13
By dragging the Buyer field from the PivotTable Field List into
the PivotTable Page Field you can view information for one or all of
the buyers.
8/2/2019 Excel - Sort Training
14/19
14
To show a list of all the purchase orders (POs) processed by thebuyer identified in the page field, click on PO in the PivotTable
Field List and drag it to the PivotTable Row Field area. If you
change your mind, you can drag fields into different areas of thePivotTable or back to the PivotTable Field List.
8/2/2019 Excel - Sort Training
15/19
15
Continue dragging items from the PivotTable Field List to the PivotTable, or
moving the items to different areas of the PivotTable. You can use as many oras few of the fields as you like. In the table below, Original Amt and Current
Balance were dragged into the Row Field where each line value shows
separately.
Row Fields
To see the sum of allthe lines of a PO, movethe Original Amt and
Current Balance
fields to the Data
Items area of thePivotTable.
8/2/2019 Excel - Sort Training
16/19
16
Moving fields to different areas of the PivotTable will allow you viewinformation in various formats. Experiment to find what works bestfor you.
8/2/2019 Excel - Sort Training
17/19
17
To help clean up your tables appearance, summary lines that appear for each
Row Field may be deleted by placing the cursor on the field to be removed,
clicking on the PivotTable dropdown, and un-checking Subtotals.
8/2/2019 Excel - Sort Training
18/19
18
The result is a clean looking worksheet that contains the data youwant in a format that meets your needs.
8/2/2019 Excel - Sort Training
19/19
19
Contact Information
If you have any questions please contact JoyceBaltierra at extension 3612 or by email at
Please check our website for additional traininginformation at:http://www.humboldt.edu/~procure/training_guides.htm
Suggestions for future training are welcome and maybe emailed to Joyce.
mailto:[email protected]://www.humboldt.edu/~procure/training_guides.htmhttp://www.humboldt.edu/~procure/training_guides.htmmailto:[email protected]