Microsoft Office Tutorials and References

In Depth Information

6
Reordering and

Summarizing Data

In this chapter, you will learn how to

✔
Sort worksheet data.

✔
Organize data into levels.

✔
Look up information in a worksheet.

Most of the time, when you enter data in a Microsoft Excel worksheet, you will enter it in

chronological order. For example, you could enter hourly shipment data in a worksheet,

starting with the first hour of the day and ending with the last hour. The data would

naturally be displayed in the order you entered it, but that might not always be the best

arrangement to answer your questions. For instance, you might want to sort your data

so that the top row in your worksheet shows the day of the month with the highest

package volume, with subsequent rows displaying the remaining days in decreasing

order of package volumes handled. You can also sort based on the contents of more

than one column. A good example is sorting package handling data by week, day,

and then hour of the day.

After you have sorted your data into the desired order with Excel, you can find partial totals,

or subtotals, for groups of cells within a given range. Yes, you can create formulas to

find the sum, average, or standard deviation of data in a cell range, but you can do the

same thing much more quickly by having Excel calculate the total for rows that have

the same value in one of their columns. For example, if your worksheet holds sales data

for a list of services, you can calculate subtotals for each product category.

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