Microsoft Office Tutorials and References
In Depth Information
Finding people in your address book
If you just want to sort by one column (such as Last name), place your cursor on
any cell in that column. Click on Sort & Filter on the ribbon, and then choose Sort
A to Z in the menu that opens (or Sort Z to A for a reverse alphabetical listing). The
whole spreadsheet will be sorted, with the entries placed in alphabetical order
according to that column, and all the addresses and phone numbers kept with the
You can also sort by town (which might be useful if you’re managing a
membership list for a local organisation), by country, or by any other column.
Using ﬁ lters to identify groups quickly
Sometimes you want to ﬁ nd people who have certain things in common. You
might want to ﬁ nd everyone who lives in Birmingham or Ireland, because you’re
planning a trip there. Or you might want to ﬁ nd everyone who has the surname
‘Case’ so you can invite them all to a family get-together.
Filters are a simple but powerful tool that enable you to do this easily. To switch
them on, click the Sort & Filter button on the Home ribbon, and click Filter on the
menu that opens. You’ll notice that a button now appears in the right-hand corner
of each of your headers (see Figure 4.12).
Let’s look at what happens when you use the ﬁ lter for the city column. Click the
button to the right of the City header, and a menu will open (see Figure 4.12). This
provides you with a quick way to sort your address book by city – but the real
power is further down the menu. You’ll see a list of all the cities your friends live
in. If you untick the box beside Select All, all the tickboxes are cleared. Tick the box
beside the city you are interested in (for example, Birmingham) and then click OK.
Your address book will now be ﬁ ltered so it only shows people who live in that
city (see Figure 4.13). If you look at the row headings, you can see that they don’t
run consecutively. In my case, Excel only shows rows 3, 27 and 28.
Don’t panic – nothing’s been deleted. All your data is still there, it’s just that
your view has been ﬁ ltered so you can only see some of it.