Microsoft Excel is indispensable for working with numbers and tables. It allows you to easily perform complex calculations, build graphs and charts. Working with tables that look like a list, Microsoft Excel makes it possible to select the necessary values and sort the columns. Data can be sorted in ascending or descending order according to the values that are located in the cells. The same manipulations can be done with textual material, it will be located either in alphabetical order or in reverse alphabetical order. Sorting in Excel is necessary so that the information is readable and easy to read.
Create your own sort order
Sometimes situations arise when you need to sort data in the order that differs from existing ones. In this case, you can create your own order, which is necessary for further work.
To create your own order, you need to go to the “Service” tab, and then select “Parameters”. There is the “String” menu, where on the left side of the window there are already existing lists used for sorting. To create your own order, select the “New list” option. All necessary values and parameters must be set in the "List items" field.
Input values are separated using the Enter key. All data must be entered in the same order according to which the future list will be sorted. When all values are set, you must click the "Add" button. To import a list that is already typed on the desktop, you should use the option "Import a list from cells", indicating the addresses of certain cells. But this can only be done if the existing list contains the items in the order required for further sorting of the values. Finally, click “Import”.
Now you can easily organize the information so that work in Excel is comfortable. To do this, go to the "Data" menu, then select the "Sort" tab. In the "Sort by ..." field, you need to set specific parameters and click the corresponding button. The “Sorting options” window will appear on the screen, where you need to specify the data sorting order.
After that, you should choose your own sort order and confirm your choice by clicking OK.
In order for sorting to be performed in Excel, you need to place the cursor in a specific cell and click on the corresponding sorting button: ascending or descending. They are located on the toolbar.
Sort by name and salary
Often in enterprises there is a situation when you need to sort data according to the names of employees. This is convenient because the data relating to a particular employee will be on the same line.
For clarity, information is sorted not only by last name, but also depending on the amount of salary. In this case, sorting buttons are indispensable. If such sorting of data is necessary, Excel offers the following output:
- You need to activate the "Data" command, and then "Sort".
- In the "Sort range" window that opens, select "Sort by ..." and specify a specific column. Then you should move the pointer to the desired position: ascending or descending.
For the second field, sorting is performed similarly. The program will sort by last name only those employees who have the same salary.
If the amount of information is very large, you can create your own lists to organize the data. This will help to avoid errors when working with the material, moreover, it will be easier to process.
Alphabetical Sort
To sort the information in alphabetical order, you need to go to the "Data" menu. First you need to select the column to which the function should be applied. Data will be sorted after clicking the “A to Z” icon or vice versa. After that, a window will appear on the screen that will contain the question: “Do I need to expand the data range automatically?” It is worth agreeing and pressing the "Save" key. However, the general document will not lose its meaning, and the data of the remaining columns will correspond to the changed one.
Sorting in Excel can be done in another way. Having selected a specific cell, you need to click on the icon. But in this case, the question of expanding the range will not appear, it expands automatically.
Multi-level sorting
When working with documents, multilevel sorting in Excel may be required. To use this function, you need to select a cell in the list and click on the "Sort" item below it. One level will already be, and in it you can select the next, for example by date. To do this, click "Add Level". For convenience, it is possible to sort by topic in the list of levels.
If necessary, the levels move down or up, which changes their priority. To do this, select the level and click on the arrow icons. Levels are also easily copied or deleted.
Formulas in Microsoft Excel
Formulas in Excel are expressions that start with an equal sign, consist of numerical values, cell addresses, names, or functions. All of them are connected by signs of arithmetic operations: multiplication, division, subtraction or exponentiation.
Operations in the formula are divided according to priorities:
- Expression in brackets and exponentiation.
- Division and multiplication.
- Subtraction and addition.
Only the result is displayed in the cell, and the formula itself is located in the formula bar. When changing values, the end result changes automatically.
How to make a change to the formula?
If there is a need to change the formula, you need to click the mouse in the formula bar or press the F2 button. After all adjustments, you must press "Enter" or the input icon in the line. Changes can also be made directly in the cell. To do this, double-click on the selected area.
Cell references and formula movement
When learning Excel, you can often see links in the examples. Using links makes it possible to apply data in the formula that are in different places of the sheet. It is possible to use cell references located in other workbooks or applications.
After you enter a formula in a cell, you can transfer or copy it to another location. In this case, the cell where the formula was located becomes free. Only relative links are changed, and absolute links remain constant.
To move the formula, you need to move the cursor over the corner of the cell so that a two-sided arrow appears. Holding the mouse button, you can drag it to the desired location.