Sorting data pg 144 145

Sorting Data

We can sort the data area based on any column. When we sort data based on a particular column, all the data in the other columns will be rearranged accordingly. Sorting data will change the original sequence of rows.

Do not sort only part of the data area because while the selected data will be sorted (rearranged), the other data will remain in their original rows (unless that is what you want). Sorting part of your data is dangerous and may render your data meaningless.

How To Sort Data

1. Make sure a cell in the data area is active.

2. Click menu Data/Sort.

3. A dialog titled Sort will appear:

Sort							?X

Sort by
 SRC					    Ascending
					    Descending
Then by
					    Ascending
					    Descending
Then by
					    Ascending
					    Descending
My list has
	Header row	No header row

Options...	OK	Cancel

144

4. Under the Sort by label, select the column title for the sort to be based on. You will notice that Excel automatically recognises the data titles if you had set the data area correctly. You can further sort the (sorted) data by selecting another column title under the Then by label.

The Ascending sort order is automatically selected for you. So too is the My list has Header row option. Here, Header row refers to the column titles. (Excel expects that your data has appropriate titles. If not, select No Header row.) This ensures that the 'header row' (data titles) will not be sorted. Only data will be sorted.

5. Click OK. Your data will be sorted according to the column (or columns) you selected.

Sorting Data In The Sheet DATA

If possible, do not sort the data in the sheet DATA. Sorting data in this sheet will alter the original sequence of rows you maintain for the data. For example, say you originally place all records for invoices in rows above the payments for the invoices. If you then sort the data, the rows for data payments may appear above the invoices. Proceed with sorting only if you do not need to maintain the sequence.

An alternative way then is to make a copy of the sheet and do the sorting in the copy sheet. Once finished with the work on the copy, you can delete the copy. This way, your original data is not affected at all.

If you, for some reason, still want to sort the data in the sheet DATA, use the column ORIGINAL ORDER to record the original sequence of rows of data. After you sort the data, you can always re-sort the data based on this column to revert to the original sequence of rows.

Sorting Data In The Sheet TB

You can sort data in the sheet TB based on any column. You can sort in ascending or descending order. Sorting of data on this sheet will not have any adverse effect.

145