Module 5 5.2.

Filtering Data

 Intended Learning Outcomes (ILO's)

At the end of the lesson the students are
expected to be able to: Filters can be used to narrow down the data in
your worksheet and hide parts of it from view.
1. Apply how to filter the data in your While it may sound a little like grouping,
worksheet to display only the information filtering is different because it allows you to
you need. qualify and display only the data that interests
2. Apply how to format as a table to take you. For example, you could filter a list of
advantage of the tools and predefined table survey participants to view only those who are
styles available in Excel. between the ages of 25 and 34. You could also
3. Demonstrate how to insert charts and filter an inventory of paint colors to view
modify them so they communicate anything that contains the word blue, such
information effectively. as bluebell or robin's egg blue.

 List of topic for Module 5 Filters can be applied in different ways to

improve the performance of your worksheet.
5.1. Filtering Data You can filter text, dates, and numbers. You
can even use more than one filter to further
         5.1.1. Filtering Data Advanced
narrow your results.
5.2. Formatting Tables
To filter data:
        5.2.1. Modifying tables
In this example, we'll filter the contents of an
5.3. Working with Charts equipment log at a technology company. We'll
display only the laptops and projectors that are
5.1. Introduction Filtering Data / Formatting available for checkout.
Tables / Working with Charts
1. Begin with a worksheet that identifies
Introduction each column using a header row.
     If your worksheet contains a lot of content, it
can be difficult to find information quickly.
Filters can be used to narrow down the data in
your worksheet, allowing you to view only the
information you need.
     Once you have entered information into a
spreadsheet, you may want to format it.
Formatting your spreadsheet can not only
improve the look and feel of your spreadsheet,
but it also can make it easier to use.
     A chart is a tool you can use in Excel
to communicate data graphically. Charts allow
your audience to see the meaning behind the
numbers, and they make 2. Select the Data tab, then locate the Sort
showing comparisons and trends much easier.  & Filter group.
3. Click the Filter command.
4. Drop-down arrows will appear in the 9. Click OK. All other data will be filtered,
header of each column. or temporarily hidden. Only laptops and
5. Click the drop-down arrow for the projectors will be visible.
column you want to filter. In this example,
we'll filter the Type column to view only
certain types of equipment.

6. The Filter menu appears. Filtering options can also be found on the

7. Uncheck the boxes next to the data you Home tab, condensed into the Sort &
don't want to view, or uncheck the box next Filter command.
to Select All to quickly uncheck all.
8. Check the boxes next to the data you To add another filter:
do want to view. In this example, we'll Filters are additive, meaning you can use as
check Laptop and Projector to view only many as you need to narrow your results. In
these types of equipment. this example, we'll work with a spreadsheet
that has already been filtered to display only
laptops and projectors. Now we'll display only
laptops and projectors that were checked out
during the month of August.

1. Click the drop-down arrow where you

want to add a filter. In this example, we'll
 add a filter to the Checked Out column to
view information by date.
2. Uncheck the boxes next to the data you
don't want to view. Check the boxes next to
the data you do want to view. In this
example, we'll check the box next
to August.

3. The filter will be cleared from the

column. The data that was previously
hidden will be on display once again.

To instantly clear all filters from your

worksheet, click the Filter command on the
Data tab.

5.2.1. Filtering Data Advanced

3. Click OK. In addition to the original filter, Filtering Data Advanced

the new filter will be applied. The worksheet Advanced filtering
will be narrowed down even further.
To filter using search:
Searching for data is a convenient alternative
to checking or unchecking data from the list.
You can search for data that contains an exact
phrase, number, date, or simple fragment. For
example, searching for the exact phrase Saris
X-10 Laptop will display only Saris X-10
laptops. Searching for the
word Saris, however, will display Saris X-10
To clear a filter: laptops and any other Saris equipment,
including projectors and digital cameras.
1. Click the drop-down arrow in the
column from which you want to clear the 1. From the Data tab, click
filter. the Filter command.
2. Choose Clear Filter From. 2. Click the drop-down arrow in the
column you want to filter. In this example,
we'll filter the Equipment Detail column to
view only a specific brand.
3. Enter the data you want to view in
the Search box. We'll enter the
word Saris to find all Saris brand
equipment. The search results will appear
automatically.
 column to view only certain types of
equipment.
3. Choose Text Filters to open the
advanced filtering menu.
4. Choose a filter. In this example, we will
choose Does Not Contain to view data
that does not contain the text we specify.

4. Check the boxes next to the data you

want to display. We'll display all of the data
that includes the brand name Saris.
5. Click OK. The worksheet will be filtered
according to your search term.

5. The Custom AutoFilter dialog box

appears.
6. Enter your text to the right of your filter.
In this example, we'll enter cam to view
data that does not contain these letters.
That will exclude any equipment related to
cameras, such as
digital cameras, camcorders, camera
bags, and the digicam printer.

Using advanced text filters

Advanced text filters can be used to display
more specific information, such as cells that
contain a certain number of characters or data
that does not contain a word you specify. In
this example, we'll use advanced text filters to
hide any equipment that is related to cameras,
including digital cameras and camcorders.

1. From the Data tab, click

the Filter command. 7. Click OK. The data will be filtered
2. Click the drop-down arrow in the according to the filter you chose and the
column of text you want to filter. In this text you specified.
example, we'll filter the Equipment Detail
 
Using advanced date filters
Advanced date filters can be used to view
information from a certain time period, such as
last year, next quarter, or between two dates.
Excel automatically knows your current date
and time, making this tool easy to use. In this
If you're working along with the example file,
example, we'll use advanced date filters to
your results will be different from the images
view only the equipment that has been
above. If you want, you can change some of
checked out this week.
the dates so the filter will give more results.
1. From the Data tab, click Using advanced number filters
the Filter command.
2. Click the drop-down arrow in the Advanced number filters allow you to
column of dates you want to filter. In this manipulate numbered data in different ways.
example, we'll filter the Checked Out For example, in a worksheet of exam grades
column to view only a certain range of you could display the top and bottom numbers
dates. to view the highest and lowest scores. In this
3. Choose Date Filters to open the example, we'll display only certain types of
advanced filtering menu. equipment based on the range of ID #s that
4. Click a filter. We'll choose This Week to have been assigned to them.
view equipment that has been checked out
this week. 1. From the Data tab, click
the Filter command.
2. Click the drop-down arrow in the
column of numbers you want to filter. In
this example, we'll filter the ID # column to
view only a certain range of ID #s.
3. Choose Number Filters to open the
advanced filtering menu.
4. Choose a filter. In this example, we'll
choose Between to view ID #s between the
numbers we specify.

5. The worksheet will be filtered according

to the date filter you chose.
 Once you have entered information into a
spreadsheet, you may want to format it.
Formatting your spreadsheet can not only
improve the look and feel of your spreadsheet,
but it also can make it easier to use. In a
previous lesson, we discussed many manual
formatting options such as bold and italics.
Formatting tables

Just like regular formatting, tables can help

to organize your content and make it easier for
you locate the information you need. To use
tables effectively, you'll need to know how
to format information as a
table, modify tables, and apply table styles.

5. Enter a number to the right of each To format information as a table:

filter. In this example, we'll view ID #s
greater than or equal to 3000 but less than 1. Select the cells you want to format as a
or equal to 4000. This will display ID #s in table. In this example, an invoice, we'll
the 3000-4000 range. format the cells containing the column
headers and order details.

6. Click OK. The data will be filtered

according to the filter you chose and the 2. Click the Format as Table command in
numbers you specified. the Styles group on the Home tab.

5.3. Formatting Tables

3. A list of predefined table styles will
appear. Click a table style to select it.

Tables include filtering by default. You can

filter your data at any time using the drop-
4. A dialog box will appear, confirming down arrows in the header. To learn more,
the range of cells you have selected for review our Filtering Data (Links to an external
your table. The cells will appear selected in site.) lesson.
the spreadsheet, and the range will appear
in the dialog box. To convert a table back into normal cells, click
5. If necessary, change the range by the Convert to Range command in
selecting a new range of cells directly on the Tools group. The filters and Design tab will
your spreadsheet. then disappear, but the cells will retain their
6. If your table has headers, check the box data and formatting.
next to My table has headers.
5.3.1. Modifying tables

Modifying tables
Modifying tables
To add rows or columns:

1. Select any cell in your table.

The Design tab will appear on the Ribbon.
2. From the Design tab, click the Resize
Table command.

7. Click OK. The data will be formatted as

a table in the style you chose.

3. Directly on your spreadsheet, select the

new range of cells you want your table to
cover. You must select your original table
cells as well.
 To change table style options:
4. Click OK. The new rows and/or columns When using an Excel table, you can turn
will be added to your table. various options on or off to change its
appearance. There are six options: Header
Row, Total Row, Banded Rows, First
Column, Last Column, and Banded
Columns.

1. Select any cell in your table.

The Design tab will appear.
2. From
the Design tab, check or uncheck the
desired options in the Table Style
Options group.

To change the table style:

1. Select any cell in your table.

The Design tab will appear.
2. Locate the Table Styles group. Click
the More drop-down arrow to see all of the
table styles.

Depending on the table style you're using,

certain table style options may have a
different effect. You may need
to experiment to get the exact look you want.

5.4. Working with Charts

3. Hover the mouse over the various styles

to see a live preview.
4. Select the desired style. The table style A chart is a tool you can use in Excel
will appear in your worksheet. to communicate data graphically. Charts
allow your audience to see the meaning
behind the numbers, and they make
showing comparisons and trends much 
easier. 
Charts

Excel workbooks can contain a lot of data,

and this data can often be difficult to interpret.
For example, where are the highest and lowest
values? Are the numbers increasing or
decreasing?
The answers to questions like these can
become much clearer when data is
represented as a chart. Excel has various  
types of charts, so you can choose one that
most effectively represents your data. 
Types of charts


Excel has a variety of chart types, each
with its own advantages. Click the arrows to
see some of the different types of charts
available in Excel.

 
 A typical column chart containing a variety of
standard chart elements.

 Chart area: Everything inside the chart

window, including all parts of the chart
(labels, axes, data markers, tick marks, and
other elements listed here).
 Data marker: A symbol on the chart
that represents a single value in the
worksheet. A data marker (or data point)
may be a bar in a bar chart, a pie in a pie
chart, or a line on a line chart. Data
  markers with the same shape or pattern
represent a single data series in the chart.

 Data series: A group of related values,
such as all the values in a single row in the
chart. A chart can have just one data series
(shown in a single bar or line), but it usually
has several.
 Axis: A line that serves as a major
reference for plotting data in a chart. In two-
dimensional charts there are two axes —
the x-axis (horizontal/category) and the y-
axis (vertical/value). In most two-
dimensional charts (except bar charts),
The typical chart (or graph) in Excel 2010 Excel plots categories (labels) along the x-
comprises several distinct parts, including the axis and values (numbers) along the y-axis.
chart area, data series, axes, legend, plot area, Bar charts reverse the scheme, plotting
gridlines, data markers, and more. The values along the x-axis. Pie charts have no
following list summarizes the parts of a typical axes. Three-dimensional charts have an x-
Excel chart, some of which appear in the axis, a y-axis, and a z-axis. The x- and y-
illustration. axes delineate the horizontal surface of the
chart. The z-axis is the vertical axis,
showing the depth of the third dimension in
the chart.
 Tick mark: A small line intersecting an
axis. A tick mark indicates a category,
scale, or chart data series. A tick mark can
have a label attached.
To create a chart:

1. Select the cells you want to chart,

including the column titles and row
labels. These cells will be the source
data for the chart.
2. Click the Insert tab.
3. In the Charts group, select the
desired chart category (Column, for
example).

Chart tools

Once you insert a chart, a set of chart

tools arranged into three tabs will appear on
the Ribbon. These are only visible when the
chart is selected. You can use these three tabs
to modify your chart.

4. Select the desired chart type from the

drop-down menu (Clustered Column, for
example). To change chart type:

1. From the Design tab, click the Change

Chart Type command. A dialog box
appears.

5. The chart will appear in the worksheet. 2. Select the desired chart type, then
click OK.
 3. The chart will readjust.
To switch row and column data:
Sometimes when you create a chart, the data
may not be grouped the way you want. In
the clustered column chart below, the Book
Sales statistics are grouped by Fiction and
Non-Fiction, with a column for each year.
However, you can also switch the row and
column data so the chart will group the
statistics by year, with columns for Fiction and
Non-Fiction. In both cases, the chart contains
the same data—it's just organized differently. To change chart layout:

1. Select the Design tab.
2. Click the More drop-down arrow in
the Chart Layouts group to see all of the
available layouts.

1. Select the chart.
2. From the Design tab, select the Switch
Row/Column command.

3. Select the desired layout.

 4. The chart will update to reflect the new
style.

4. The chart will update to reflect the new

layout.

To move the chart to a different worksheet:

1. Select the Design tab.
2. Click the Move Chart command. A
dialog box appears. The current location of
the chart is selected.

Some layouts include chart titles, axes,

or legend labels. To change them, place
the insertion point in the text and begin
typing.
To change chart style:

1. Select the Design tab.
2. Click the More drop-down arrow in
the Chart Styles group to see all of the 3. Select the desired location for the chart
available styles. (choose an existing worksheet, or select
New Sheet and name it).

4. Click OK. The chart will appear in the

new location.
3. Select the desired style.
Keeping charts up to date
By default, when you add more data to your
spreadsheet, the chart may not include the
new data. To fix this, you can adjust the data
range. Simply click the chart, and it will
highlight the data range in your spreadsheet.
You can then click and drag the handle in the
lower-right corner to change the data range.

If you frequently add more data to your

spreadsheet, it may become tedious to update
the data range. Luckily, there is an easier way.
Simply format your source data as a table,
then create a chart based on that table.
When you add more data below the table, it will
automatically be included in both the table and
the chart, keeping everything consistent and up
to date.

5.5. Summary Filtering Data / Formatting

Tables / Working with Charts

Summary

 Filter the data in your worksheet to

display only the information you need.
 Format as a table to take advantage of
the tools and predefined table styles
available in Excel 2010.
 Insert charts and modify them so they
communicate information effectively.