Microsoft Office Tutorials and References
In Depth Information
Sorting—Sort Of Easy
required, however, is that the records in a database be consecutive because a completely empty row —
ropes off the database from any data that may appear on the other side of the blank row. Note,
however—and this is important—that a record need not be complete. As long each record contains at
least one populated field, the database remains in force. Now let’s turn to one classic database option.
Sorting—Sort Of Easy
Think of your little black book—if you still have one—and ask yourself how its contents are arranged.
The probable answer: in alphabetical order, more or less. That’s an equivocal reply, because your book’s
little lettered tabs naturally present themselves in that order, but the names on each page are likely to be
slightly dis ordered, aren’t they? You’ll post Jones, Jepson, and Jackson to the J’s, but if you’ve entered
them in that sequence, now what? The three aren’t exactly alphabetized, or sorted —and you obviously
won’t erase and rewrite the names each time you make a new entry, in order to ensure a precise listing.
I’d pay big bucks to see you do that .
But spreadsheets (and even word processors) make the sorting process easy, and they can do far
more with the data than anything your black book—or maybe even your Blackberry—can. When I taught
sorting in Excel for a training firm in New York, the manual with which I worked described sorting as an
advanced subject. It isn’t.
The basics—or at least the basic basics—of sorting are most elementary. If you want to sort our old
favorite, the gradebook database:
Click anywhere in the column (field) by which you want to sort. Do NOT select
all the cells in that column; just click one cell, as shown in Figure 6–2. (Selecting
the column in its entirety may result in you sorting only that column, and not
the ones on either side of it.)
Figure 6–2. The gradebook with one cell in the test 3 column (field) selected—and ready to sort
Click one of the Sort buttons…There’s one—the Sort & Filter button—in the
Editing group in the Home tab (Figure 6–3):