MS OFFICE 2016

OPTIMIZING DATA

Taqee Ahmed Ansari

Taqee Ahmed Ansari
•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Select a cell in the column you want to sort by. For example, we'll select cell C2.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Select the cell range you want to sort. For example, we'll select cell range G2:H6.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Decide the sorting order (either ascending or descending). In our example, we'll use Largest to
Smallest.
• Once you're satisfied with your selection, click OK.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• The Custom Lists dialog box will
appear. Select NEW LIST from
the Custom Lists: box.
• Type the items in the desired
custom order in the List
entries: box. For example, we
want to sort our data by T-shirt
size from smallest to largest, so
we'll type Small, Medium, Large,
and X-Large, pressing Enter on
the keyboard after each item.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• The Sort dialog box will appear. Select the first column you want to sort by. In this example, we
will sort by T-Shirt Size (column D) with the custom list we previously created for the Order
field.
• Click Add Level to add another column to sort by.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

• A drop-down arrow will appear in the header cell for each column.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• The Filter menu will appear.
• Uncheck the box next to Select All to
quickly deselect all data.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Click the drop-down arrow for
the column you want to filter.
In this example, we will add a
filter to column D to view
information by date.

Taqee Ahmed Ansari

• The Filter menu will appear.
• Check or uncheck the boxes
depending on the data you want to
filter, then click OK. In our example,
we'll uncheck everything except
for August.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Click the drop-down arrow for the filter you want to clear. For example, we'll clear the filter in
column D.

Taqee Ahmed Ansari

• The Filter menu will appear.
• Choose Clear Filter From [COLUMN
NAME] from the Filter menu. For
example, we'll select Clear Filter From
"Checked Out".

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Select the Data tab, then click the Filter command. A drop-down arrow will appear in the
header cell for each column. Note: If you've already added filters to your worksheet, you can
skip this step.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Select the Data tab, then
click the Filter command.
A drop-down arrow will
appear in the header cell
for each column. Note: If
you've already added
filters to your worksheet,
you can skip this step.
• Click the drop-down
arrow for the column you
want to filter. For example,
we'll filter column C.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Select the Data tab on the Ribbon,
then click the Filter command.
A drop-down arrow will appear in
the header cell for each
column. Note: If you've already
added filters to your worksheet,
you can skip this step.
• Click the drop-down arrow for the
column you want to filter. For
example, we'll filter column A to
view only a certain range of ID
numbers.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Select the Data tab, then click
the Filter command. A drop-
down arrow will appear in
the header cell for each
column. Note: If you've
already added filters to your
worksheet, you can skip this
step.
• Click the drop-down
arrow for the column you
want to filter. For example,
we'll filter column D to view
only a certain range of dates.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

Taqee Ahmed Ansari
• To hide a group, click the minus sign, also known as the Hide Detail button.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• The Subtotal dialog box will appear.
Click the drop-down arrow for the At
each change in: field to select
the column you want to subtotal. For
example, we'll select T-Shirt Size.
• Click the drop-down arrow for the Use
function: field to select
the function you want to use. For
example, we'll select COUNT to count
the number of shirts ordered in each
size.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

• Click the lowest level to display the least detail. For example, we'll select level 1, which
contains only the grand count, or total number of T-shirts ordered.

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

•

Taqee Ahmed Ansari

Taqee Ahmed Ansari
• Select the Data tab, then click the Subtotal command.

•
• All worksheet data will be ungrouped, and the subtotals
will be removed.

Taqee Ahmed Ansari

Taqee Ahmed Ansari
1. Open our practice workbook.
2. Click the Challenge tab in the
bottom-left of the workbook.
3. For the main table, create
a custom sort that sorts
by Grade from Smallest to
Largest and then by Camper
Name from A to Z.
4. Create a sort for the Additional
Information section. Sort
by Counselor (Column
H) from A to Z.
5. When you're finished, your
workbook should look like this:

Taqee Ahmed Ansari

1. Open our practice workbook.
2. Click the Challenge tab in the bottom-left of the workbook.
3. Apply a filter to show only Electronics and Instruments.
4. Use the Search feature to filter item descriptions that contain the word Sansei. After you do
this, you should have six entries showing.
5. Clear the Item Description filter.
6. Using a number filter, show loan amounts greater than or equal to $100.
7. Filter to show only items that have deadlines in 2016.

Taqee Ahmed Ansari

Taqee Ahmed Ansari
1. Open our practice workbook.
2. Click on the Challenge tab in the bottom-left of the workbook.
3. Sort the workbook by Grade from smallest to largest.
4. Use the Subtotal command to group at each change in Grade. Use the SUM function and
add subtotals to Amount Raised.
5. Select Level 2 so that
you only see the
subtotals and grand
total.
6. When you're finished,
your workbook should
look like this:

Taqee Ahmed Ansari