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This option is used to arrange the data of any column in ascending or descending order.
(A sort dialog box will appear)
-Select the column name and select the order Ascending or descending.
-Click on Ok button.
What is filter option?
This is a quick and easy way to find any data from the data list. It shows the rows that contain a certain value.
-Click on the header of the column.
-Data - Filter - Auto Filter, this will put the filters on the column headers.
The filters has further options like –
Sort – to sort the records in ascending or descending order.
All – to show the all records.
Top 10 – to see the records from the top of the list.(It will show only the numerical values).
Custom – to show the values according to the condition.
What is Form option?
This option is used to fill the information as a form. This record will also be completed with their calculations.
Create a list of students with different field names .
Adding Record
Data - Form.
(This will open a form dialog box with text fields and buttons).
Click in New button
Fill the records. You can also see the previous and the next record.
Searching Record
Click on the Criteria button from the Form dialog box.
Type the name of the student in Name field and Press enter.
(The record will be displayed in the related fields)
Deleting Record
Find the record and Click on Delete button from the Form dialog box.
What is Subtotal?
MS Excel provides the subtotal feature to summarize the data by a particular field. The data can be calculated using Sum, Average, Count, Maximum, Minimum, product etc.
-Click on the column.
-Data - Subtotal
(This will open the subtotal dialog box)
-select the options and click on Ok.
This will create the calculation accordingly.
What is Validation option?
This option sets the validation to the cell. The validation means it will accept only the value according to the given conditions like, only text value, whole numbers, numbers with decimal places etc. It will not accept the value if entered value is out of the specified condition.
Suppose if want to enter only values from 0 to 100 in the cells.
-Selects the cell or cells
-Data – Validation (This will open a Validation Dialog box with three tabs.)
Setting – to set the valid condition and values.
Input message – this is the message that will show every time when we enter in the cell, it is just like a comment.
Error Alert – this is the alert message, which will be shown if the wrong value is entered.)
Select the Settings tab
-Select the Whole Number option form the Allow dropdown list
-Select Between option from Data dropdown list
- Fill 0 in Minimum and 100 in Maximum boxes
-and press OK
.
What is text to columns command?
This is used to change the big string of a cell into the columns.
-Data - Text to column
(This will open a Text to Column wizard.)
-Select the fixed width option and click on Next.
-Select the number of columns and click on Finish button.
What is grouping?
This option is used to group the number of rows and columns. This will create + (expand)or - (collapse) signs on the left side of rows or top of the columns.
-Select the row/columns to group.
-Data - Group and Outline - group.
-Select the option; Rows to group the rows or Column to group the column.
-Click on Ok.
To ungroup-
Expand the grouped row or columns by clicking on + . select the row or columns .
Data - Group and Outline ð ungroup. Select Rows or Columns and click on OK.
What is Import External Data?
This option is used to insert the database records into the Excel sheet.
-Data - Import External Data - Import Data.
(This will open a dialog box.)
-Select the database file and click on open button.
