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6.4 Filter for Unique Data
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You can filter data records not only to find specific data records, but you can also filter data records to show only one occurrence of each set of identical data records. For example, you may have several identical shipping records entered by a receiving clerk, a forklift operator, and a billing clerk, and you want to see only one occurrence of the particular shipping record.
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To filter for unique data records, do the following: 1. Select a single cell (preferably a data column heading in the first row) within the group of cells for which you want to display only unique data records. 2. In Excel 2007, click Data (Sort & Filter) Advanced. In Excel 2003, click Data Filter Advanced Filter. 3. In the Advanced Filter dialog box, select the Unique Records Only check box, and then click OK.
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s To show all of the data records, clear the Home (Editing) Sort & Filter Clear command (in Excel Tip
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2007) or click Data Filter Show All (in Excel 2003).
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In this exercise, you will practice showing only unique records for genders and age ranges in a demographic survey by population. In this example, each survey result data record must be validated by two auditors. You want to make sure that there are no records that differ only in the survey audit results. If the Excel workbook file is not open from the previous exercise, open it: 1. Start Excel. 2. Click Office Button Open (in Excel 2007) or File Open (in Excel 2003), browse to and select the ExcelDB_Ch06_01-05.xls file, and click Open. On the Demographics worksheet tab, notice that most of the data record pairs are identical, which means that the auditors appear to agree in their survey results. Confirm this by showing only unique data records: 1. Select cell A1. 2. In Excel 2007, click Data (Sort & Filter) Advanced. In Excel 2003, click Data Filter Advanced Filter. If a message appears asking if you want the first row of the selection or list used as labels and not data, click OK. 3. In the Advanced Filter dialog box, select the Unique Records Only check box, and then click OK. 4. Notice that rows 68 and 69 stick out because they differ in their survey results (the Surveyed data field values for these data records do not match), and these data records should be brought to the auditors attention.
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6.5 Subtotal Data
Excel can calculate subtotals for groups of related data records. For example, you may want to quickly determine the sum of products sold by a particular sales geography without having to manually insert multiple instances of the SUM worksheet function when each sales location changes. After you subtotal the data records, you can use Excel s outline buttons in the subtotaled worksheet s left margin to show or hide individual data records in order to display fewer or more details along with the subtotals.
Quick Start
To subtotal data for a group of cells in an Excel worksheet, do the following: 1. Select a single cell (preferably a data column heading in the first row) within the group of cells that you want to subtotal. 2. In Excel 2007, click Data (Outline) Subtotal. In Excel 2003, click Data Subtotals. 3. Complete the Subtotal dialog box, and then click OK.
How To
To subtotal data for a group of cells in an Excel worksheet, do the following: 1. Select a single cell (preferably a data column heading in the first row) within the group of cells that you want to subtotal. 2. In Excel 2007, click Data (Outline) Subtotal. In Excel 2003, click Data Subtotals. While you are in the Subtotal dialog box, do the following: 1. In the At Each Change In list, select the data field by which you want to insert subtotals at each change in a data value. For example, for a given sales geography, you want to insert a subtotal when the geography changes from North to East, then East to South, and so on.
s Subtotals work best in Excel when you sort or group similar data values in the data field that you Tip
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