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A single-field sort is very simple to do Just click in any cell in the column that you want to sort by and then click either the Sort Ascending or Sort Descending button on the Standard toolbar Once you ve sorted by a single field, you can do subsequent single-field sorts by clicking in any other column and using the Sort buttons again If the field(s) you ve previously sorted by don t conflict with the new sort, the original order will be maintained For example, in a list of employees, if you just sorted by Last Name, a sort by Department will list the employees by department, but for each department, the employees will remain in Last Name order
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For larger databases, multiple-field sorts can turn your database into a series of groups of records, each group further sorted by an additional field or two Using the employee list example, a logical multiple-field sort might include sorting by Department, and within that sort, sorting by Job Title, then by Last Name The result All the people in each department would be grouped, then within those Department groups, the records would be in order by Job Title If there are two or more people in any department who have the same job title, those records would be in Last Name order
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To perform a multiple-field sort, choose Data | Sort In the resulting Sort dialog box, you can choose the first field to sort by, then up to two subsequent fields by which to sort When selecting fields, always start with the one that has the most duplicate entries; otherwise, there won t be enough records in the first sort-created group to sort by the remaining field(s)
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As you can see, the Sort dialog box contains an option regarding a header row in your database The header row is the row that contains your field names If instead of seeing your field names in the Sort By and Then By text boxes you see Column A, B, C, and so on, make sure that the Header Row option is selected this tells Excel to look to that row for your field names If the option is selected and you re still not seeing your field names, click Cancel and go back to your worksheet Make sure that the active cell is within the data portion of the sheet (not on a field name or a blank row below the rows of data) and then reopen the Sort dialog box
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Subtotal reports take your sorted list and perform calculations on each group created by the sort, be it a single-field sort that breaks one column into groups, or a multiple-field sort that creates several groups within the data The calculations performed on each group in the sorted list can be any of 12 listed functions, but you ll find that SUM, AVERAGE, and COUNT are the most useful Using our Department/Job Title/Last Name sort, we can SUM the Salary field for each Department grouping so that you can see how much is spent on payroll for each department If you also want to COUNT the people in each department, you ll need to repeat the following procedure, preserving the first report and adding to it Before any subtotal report is created, you need to perform the sort that will put the database in the proper order, an order that breaks your data into the groups that will be summed, counted, averaged, or otherwise calculated After your sort is completed, choose Data | Subtotals In the resulting dialog box (shown here), follow these steps:
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