Lists in Spreadsheets

We're going to continue our discussion about using Excel to handle lists.

Lists and More Lists

Remember that there are a lot of applications where you can use lists with Excel.

There are a lot more kinds of lists.  These are just some obvious suggestions.

Characteristics of Excel Lists

There are some common characteristics of lists maintained in Excel.

They must be medium length to quite long.  A very short list probably works well just on paper.

If your list is periodically updated, it is a good candidate for Excel.

Lists that need to be sorted would make you think of Excel.

Finally, if you need to print your list, then you'll want to use Excel.

Sorting Lists

Since sorting is such an important list capability, we'll go over it in detail here.  You need to have confidence in sorting lists.

The sort works on the rows.  

Excel lets you do what are is called "nested sort."  This means that you specify a primary column to control the sort order.  For example, if you have an address book, then you would probably sort by the column holding the last names.

The nesting comes by letting you specify up to two additional sort fields.  This means that when you get matches with the first sort field (the last names), you can have these entries sorted by another field.  In our example, you'd probably choose a column with first names.

You don't always use multiple sort fields.  They are there when you need them.

The other important sort characteristic is that you can sort "up" or "down."  This is called an "ascending" sort (A to Z) or "descending" (Z to A).  Each sort field can specify this independently.

Sorting Data

Lets look at how sorting is done with an example.

We will sort this spreadsheet first by "sex" and within the same "sex" we will sort by ethnicity.

Sorting Data: Procedure

Here are the four steps that we'll follow.

Sorting Data: Procedure

The first step is to save your file.  Sorting is one of those operations that if you mess up, you can really damage the structure of your spreadsheet.  When you save your file, you can always start again (if you catch your error in time).

Remember: always save your file before starting.

Sorting Data: Procedure

Next, you select the cell in the upper left corner.  This tells Excel that it has to find the entire spreadsheet area occupied by data.

Sorting Data: Procedure

The alternative if for you to select the entire area that you want sorted yourself. 

There are times that you might want to do this, but in general it is better if you let Excel to do it.

Sorting Data: Procedure

You are now ready to specify the sort information.

Click on the Data menu and choose the "Sort..." command.  This brings up the Sort Wizard.  It will lead you through the sort process.

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You get a dialog box in which you need to choose the sort field (or fields).

If you have used headers in the cells at the top of your columns, then Excel will probably recognize this and you will be able to choose the primary and secondary sort fields.

There is a popdown list that will help you make this choice.

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Finally, make sure that your sort is going the correct "direction."  Usually, you want to do an "ascending" sort.

Click "OK" and you do the sort.