Excel - Sort and filter data Tutorial

In this video, you will learn about sorting and filtering data in Microsoft Excel.
The video covers how to change the order of your data by sorting it and how to filter a range of cells or a table to focus on specific data.
This will help you analyze and organize your data more effectively.

1:38
3694 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to effectively use the Sort and Filter features in Excel to analyze data. By the end of this lesson, users will be able to sort data in ascending or descending order and filter data to focus on specific subsets.

Chapitres :

Introduction to Excel's Data Analysis Tools
Excel is a powerful tool for analyzing data, and two of its most commonly used features are Sort and Filter. These features help users organize and focus on specific data sets, making data analysis more efficient.
Sorting Data
To change the order of your data, you need to sort it. Follow these steps to sort a column: 1. Right-click a cell in the column you want to sort. 2. Point to 'Sort' in the context menu. 3. Choose either 'Sort smallest to largest' or 'Sort largest to smallest'. Since the cells in this column contain only numbers, these options will effectively arrange the data. For example, selecting 'Sort smallest to largest' will sort the codes from the lowest to the highest value.
Filtering Data
To focus on a specific set of your data, you can filter a range of cells or a table. Here’s how to apply a filter: 1. Click any cell in the range or table. 2. Go to the Home tab, click 'Sort and Filter', and then select 'Filter'. 3. Click the dropdown arrow at the top of one of the columns to display its filter options. For instance, if you click the dropdown arrow in the Category column, you will see text filter options. You can uncheck 'All values', select 'Fruit', and click 'OK'. This action will display only the rows that have 'Fruit' in the category column.
Conclusion
By utilizing the Sort and Filter features in Excel, users can efficiently organize and analyze their data. Sorting allows for easy arrangement of numerical data, while filtering helps in focusing on specific categories, enhancing the overall data analysis process.

FAQ :

What is the purpose of sorting data in Excel?

Sorting data in Excel helps to organize information in a specific order, making it easier to analyze and interpret the data.

How do I sort data in Excel?

To sort data in Excel, right-click a cell in the column you want to sort, point to 'Sort', and choose either 'Sort smallest to largest' or 'Sort largest to smallest'.

What is the difference between sorting and filtering in Excel?

Sorting arranges all the data in a specified order, while filtering displays only the rows that meet certain criteria, hiding the rest.

Can I filter data based on text in Excel?

Yes, you can filter data based on text by clicking the dropdown arrow in the column header and selecting the desired text filter options.

What should I do if I want to display only specific categories in my data?

You can use the filter feature to uncheck 'All values' and select the specific categories you want to display, such as 'Fruit'.

Quelques cas d'usages :

Sales Data Analysis

A sales manager can use sorting to arrange sales figures from highest to lowest to identify top-performing products. Filtering can be applied to focus on specific product categories, such as 'Electronics', to analyze sales trends.

Inventory Management

An inventory manager can sort items by quantity to quickly identify which products are overstocked or understocked. Filtering can help in viewing only items from a specific supplier or category, streamlining inventory checks.

Customer Feedback Review

A customer service team can filter feedback data to display only comments related to a specific product or service, allowing them to address issues more effectively. Sorting can help prioritize feedback based on ratings.

Glossaire :

Excel

A spreadsheet program developed by Microsoft, used for data organization, analysis, and visualization.

Sort

A feature in Excel that allows users to arrange data in a specified order, either ascending or descending.

Filter

A feature in Excel that enables users to display only the rows that meet certain criteria, hiding the rest of the data.

Dropdown Arrow

An arrow icon in Excel that, when clicked, reveals a list of options for sorting or filtering data in a column.

Text Filter Options

Options available in Excel for filtering data based on text criteria, such as specific words or phrases.

Number Formats

Different ways of displaying numbers in Excel, including formats for currency, percentages, and dates.

00:00:05

and Sort and Filter are some of the most commonly used features to help you do this.

00:00:11

To change the order of your data, you want to sort it.

00:00:15

Right click a cell in the column you want to sort, and point to Sort.

00:00:20

Since the cells in this column contain only numbers,

00:00:24

the sort options are: Sort smallest to largest,

00:00:29

and Sort largest to smallest.

00:00:32

Most number formats, such as time and currency, have these sort options.

00:00:38

I click Sort smallest to largest,

00:00:41

and the codes are sorted from lowest to highest value.

00:00:45

To focus on a specific set of your data,

00:00:48

you can filter a range of cells or a table.

00:00:52

Click any cell in the range or table,

00:00:55

on the Home tab, click Sort and filter,

00:01:00

and click filter.

00:01:03

Click a dropdown arrow at the top of one of the columns,

00:01:07

to display its filter options.

00:01:11

I click the dropdown arrow in the Category column.

00:01:16

Since the column contains text, I get the text filter options.

00:01:22

I can also uncheck and check values.

00:01:26

I uncheck All values, select Fruit, and click OK

00:01:33

and only the rows that have Fruit in the category column are displayed.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2796 Views

Video Training Microsoft Excel - Discovery level

Discover and familiarize yourself with Excel: from creating and using your tables to enhancing your visuals and collaboration. Our introduct...

ALL COURSES