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Experience Level: Beginner/ Intermediate
...As the office manager for the Island Tea & Coffee Company, one of your responsibilities is to keep the inventory updated. For that reason, your co-workers often call you when they want to know what's in stock. You can easily answer their questions by using a few simple filtering techniques on your inventory list. Filtering allows you to quickly find and bring up information matching the criteria you set.
Your list is composed of records, or rows, and fields, or columns. All of the records in a list have the same information fields (for example, each record has a Product Name field, a Source Country field, a Warehouse Location field, and so on). Each field in a list provides a specific type of information (for example, the Source Country field contains the source country information for each record).
When you filter a list, you define conditions known as criteria that are shared by the subset of records you want to locate. For example, all of the records for products that come from Mexico share the criterion Source Country = Mexico, and all of the records for products that have a per pound price less than $10 share the criterion Price $/lb 10. You can also filter your list using multiple criteria, such as all products from Mexico with prices less than $10 per pound.
Open an existing file
You have been asked to find out if some specific items are in stock. In order to perform the most accurate search possible, you need to open the current inventory list. In this exercise, you open the most up-to-date inventory file.
1 On the Standard toolbar, click the Open button.
2 In theOpen dialog box, click the Look In Favorites button.
3 In the file list, double-click the Excel SBS Practice folder.
4 Double-click the Lesson 6 Inventory file.
You can also open this file using Microsoft Outlook
You can open Microsoft Excel and the Lesson 6 Inventory file with Microsoft Outlook by using the following procedure.
1 In Microsoft Outlook on the Outlook Bar, click the Other shortcut bar. The folders in the Other group appear.
2 On the Outlook Bar, click the Favorites icon. Your Favorites appear in the Information viewer.
3 In the Information viewer, double-click the Excel SBS Practice folder.
4 In the Information viewer, double-click the Lesson 6 Inventory file.
Save the file with a new name
1 On the File menu, click Save As. The Save As dialog box opens. Be sure that the Part3 Excel Practice folder appears in the Save In box.
2 In the File Name box, type Lesson 06, and then click Save.
Filtering to Display a Set of Related Records Filtering allows you to display only the records that share specific criteria, or field values. With Microsoft Excel, the easiest way to filter records in a list is to use AutoFilter. When you turn on AutoFilter, filter arrows, which look like down arrows, will appear next to the column headings in your list. You click an arrow to display a list of the values in that field, and then select a value to use as a criterion or condition for filtering the list. After you have selected a criterion, the filter arrow for that field and the row numbers for the filtered records appear in blue to provide a quick reminder of which field you filtered on.
Find a subset of items quickly using an AutoFilter
One of your co-workers needs to find out if the Island Tea & Coffee Company offers any coffees from Mexico. In this exercise, you filter the inventory list to locate coffees imported from Mexico, and then you remove the filter.
1 Select cell C7. You could select any cell in your list. Microsoft Excel will then select the entire contiguous range of cells.
2 On the Data menu, point to Filter, and then click AutoFilter. Filter arrows appear next to your column headers.
TIP: You can copy and paste the filtered records into another worksheet for further reference or manipulation, or into an e-mail message to your co-worker.
3 Click the Source Country filter arrow column heading (in cell C1). An alphabetical list of all the source countries appears.
TIP: You can remove filtering from a list either by removing the specific criterion that you set, or by turning off the AutoFilter.
4 Click Mexico. All the records for products from Mexico remain in view, and all other records are hidden.
5 To remove the filter, click the Source Country filter arrow (in cell C1), and then scroll to the top of the list and click All....