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The selected cell range s reference appears in the Import List From Cells field. To record your list, click the Import button. If you prefer, you can type the list in the List Entries box, to the right of the Custom Lists box.
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Tip Another benefit of creating a custom list is that dragging the fill handle of a list cell that contains a value causes Excel to extend the series for you. For example, if you create the list Spring, Summer, Fall, Winter, then type Summer in a cell and drag the cell s fill handle, Excel extends the series as Fall, Winter, Spring, Summer, Fall, and so on.
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To use a custom list as a sorting criterion, display the Sort dialog box, click the rule s Order arrow, click Custom List, and select your list from the dialog box that opens.
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Tip In Excel 2003 and earlier, your custom list had to be the primary sorting criterion. In Excel 2010 and Excel 2007, you can use your custom list as any criterion.
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In this exercise, you ll sort worksheet data, sort by multiple criteria, change the order in which sorting criteria are applied, sort data by using a custom list, and sort data by color. SET UP You need the ShippingSummary_start workbook located in your 06 practice file folder to complete this exercise. Start Excel, open the ShippingSummary_start workbook, and save it as ShippingSummary. Then follow the steps.
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1. Click cell C3. 2. On the Home tab, in the Editing group, click the Sort & Filter button and
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then, in the list, click Sort A to Z. Excel sorts the data by season, with the seasons listed in alphabetical order.
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3. In the Sort & Filter list, click Custom Sort.
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The Sort dialog box opens and displays the parameters of the sort you just applied.
4. If it s not already selected, select the My data has headers check box. 5. In the Column list, click Customer. If necessary, in the Sort On list, click Values;
then in the Order list, click A to Z.
6. Click Add Level.
A new Then By sorting level appears.
Sorting Worksheet Data
7. In the new Column list, click Revenue. 8. In the new Order list, click Largest to Smallest. 9. Click OK.
Excel closes the Sort dialog box and sorts the data list.
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10. In the Sort & Filter list, click Custom Sort.
The Sort dialog box opens.
11. Click Then by.
Excel highlights the Revenue sorting rule.
12. Click the Move Up button.
Excel moves the Revenue sorting rule above the Customer sorting rule.
13. Click OK.
Excel closes the Sort dialog box and sorts the data list.
14. Select cells G4:G7, click the File tab, and then click Options.
The Excel Options dialog box opens.
15. On the Advanced page, in the General group toward the bottom of the page,
click Edit Custom Lists. The Custom Lists dialog box opens.
16. Verify that the cell range $G$4:$G$7 appears in the Import list from cells field,
and then click Import. The new list appears in the Custom Lists pane.
Sorting Worksheet Data
17. Click OK twice to close the Custom Lists dialog box and the Excel Options
dialog box.
18. Click cell C3. 19. On the Home tab, in the Editing group, click Sort & Filter, and then click
Custom Sort. The Sort dialog box opens, displaying the sorting operation you defined earlier.
20. Click the rule in the Sort by row, and then click Delete Level.
The sorting rule disappears.
21. If necessary, in the new Sort by row, in the Column list, click Season. 22. In the same row, in the Order list, click Custom List.
The Custom Lists dialog box opens.
23. In the Custom lists pane, click the sequence Spring, Summer, Fall, Winter. 24. Click OK twice to close the Custom Lists dialog box and the Sort dialog box.
Excel sorts the data list.
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Reordering and Summarizing Data
25. Click cell C3. Then on the Home tab, in the Editing group, click Sort & Filter,
and click Custom Sort. The Sort dialog box opens.
26. In the Sort by row, in the Column list, click Revenue. 27. In the Sort on list, click Cell Color. 28. In the new list control that appears in the Sort by row, click On Bottom to have
Excel put the Revenue cells that have no cell color on the bottom.
29. Click OK.
Excel sorts the data list. CLEAN UP Save the ShippingSummary workbook, and then close it.
Organizing Data into Levels
Organizing Data into Levels
After you have sorted the rows in an Excel worksheet or entered the data so that it doesn t need to be sorted, you can have Excel calculate subtotals or totals for a portion of the data. In a worksheet with sales data for three different product categories, for example, you can sort the products by category, select all the cells that contain data, and then open the Subtotal dialog box. To open the Subtotal dialog box, display the Data tab and then, in the Outline group, click Subtotal.
In the Subtotal dialog box, you can choose the column on which to base your subtotals (such as every change of value in the Week column), the summary calculation you want to perform, and the column or columns with values to be summarized. After you define your subtotals, they appear in your worksheet.
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Troubleshooting The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our screen images, see Modifying the Display of the Ribbon at the beginning of this book.
When you add subtotals to a worksheet, Excel also defines groups based on the rows used to calculate a subtotal. The groupings form an outline of your worksheet based on the criteria you used to create the subtotals. For example, all the rows representing months in the year 2009 could be in one group, rows representing months in 2010 in another, and so on. The outline area at the left of your worksheet holds controls you can use to hide or display groups of rows in your worksheet.
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