Microsoft Office Tutorials and References
In Depth Information
Grouping Items
Sorting from the Sort dialog box
Although clicking a column is the easiest way to sort, doing so enables you to
sort on only one column. You may want to sort on two or more columns.
To sort on two or more columns, follow these steps:
1. Choose the View tab in the Ribbon and then click the View Settings
button.
The Customize View dialog box appears.
2. Click the Sort button.
The Sort dialog box appears.
3. From the Sort Items By menu, choose the first field that you want to
sort by.
Choose carefully; a much larger list of fields is in the list than is usually
in the view. It’s confusing.
4. Choose Ascending or Descending sort order.
That means to choose whether to sort from smallest to largest
(ascending) or vice versa (descending).
5. Repeat Steps 3 and 4 for each field that you want to sort.
As the dialog box implies, the first column that you select is the most
important. The entire table is sorted according to that field — and then
by the fields you pick later, in the order in which you select them. If you
sort your Phone list by company first and then by name, for example,
your list begins with the names of the people who work for a certain
company, displayed alphabetically, followed by the names of the people
who work for another company, and so on.
6. Click OK.
Your list is sorted.
Grouping Items
Sorting and grouping are similar. Both procedures organize items in your
table according to columns. Grouping is different from sorting in that it
creates bunches of similar items that you can open or close. You can look at
only the bunches that interest you and ignore all the other bunches.
For example, when you balance your checkbook, you probably sort your
checks by check number. At tax time, you group your checks: You make a
pile of checks for medical expenses, another pile of checks for charitable
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