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Sorting / Filtering on EXCEL Participants will be able to:

1. Apply single-level sorting to sort a particular

set of data by one heading.

2. Apply multi-level sorting to sort a sat of data

by more than one column heading.

3. Apply filters to hide unnecessary data.

Objectives

Excel Basics:

- Excel Ribbon

- Selecting, cells, columns, rows

Prerequisite Skills

Quick Notes / Vocabulary

What is SORTING? _______________________________________________________________

-Single Level Sorting ______________________________________________________________

-Multi-Level Sorting ______________________________________________________________

What is FILTERING? ______________________________________________________________

How to Sort: (I do-You do)

1. Select your entire data set. Click and drag to select

the cells. Be sure to Include the LABELS for each column.

2. On the ribbon, choose the DATA tab, then click on SORT

3. Provide the level(s) of SORTING in this dialog box.

SORT BY: The Column Label by which to Sort your data

ORDER: The order for the SORT

ADD Level: Add another sorting level. The table will sort first

by the top level.

If you selected the labels for each column, they will appear in

“SORT BY”.

Narciso Aguda, M.Ed.

Instructional Technology Coordinator

naguda@greendot.org

Instructor

How to Filter: (I do-You do)

1. On the ribbon, choose the DATA tab, then click on FILTER,

this will insert FILTERING DROP-DOWNS on your Column Head-

ings as shown below.

2. Clicking on the DROP DOWN

arrow reveals a menu with SORTS

(yes you can sort here too!) and

FILTERS

Click on any SORT to sort as in the

previous examples.

Use the FILTER check boxes to se-

lect the data you want to see in the

results.

A filter is applied when you see

this on your column.

Sorts

Filters

More cool filters. Further-

more, if your column contains

numbers, you can use the NUMBER

FILTERS option to filter out num-

bers that fall under these criteria

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DON’T BE AFRAID OF MAILMERGES Participants will be able to:

1. Create form letters from an excel spreadsheet

using the mail-merge function.

2. Create reminder slips from an excel spread-

sheet using the mail-merge function.

Objectives

Excel Basics:

- Sorting and Filtering

Prerequisite Skills

Quick Notes / Vocabulary

Imagine this scenario: You’ve already created a report for your Administrator that reveals all 12th Grade students who have not passed the

CAHSEE yet. After reviewing the data, your Administrative team have decided to target these students for the next Administration in

March. One of the points of contact they will use will be to send a letter home to every student reminding their parents of the upcoming

CAHSEE administration. The Office Manager has asked you to send a Form Letter home to all the parents of 12th grade students who

have not passed the CAHSEE (score of 350 or less). How would you go about tackling this challenge? Discuss

What is a MAIL MERGE?

A procedure that will ________________ __________________ between a ______________ ______________ (like Excel) and a Word

Processor (like Word) or a Desktop Publishing Application (like Publisher).

A mail merge will help you __________________ your data in a way that is presentable in various forms.

Narciso Aguda, M.Ed.

Instructional Technology Coordinator

naguda@greendot.org

Instructor

How to do a MAIL MERGE (WORD LETTER EXAMPLE) : (I do-You do)

BEFORE YOU START. Ensure that you have a data set

that includes column headings.

Make sure you know the name of the EXCEL file you will be

merging from.

In addition, if you have multiple SHEETS inside of your FILE,

ensure that you know what SHEET you’ll be using.

Save your Spreadsheet. Don’t close your file.

1. Open MS Word and create your

document as you normally would. Leave a

placeholder (blank space or underscore)

in the place where you would like the

data merged to.

2. Click on the MAILINGS tab, then the

START MAIL MERGE icon.

Use the Step-by-Step

Mail Merge Wizard to walk

you through the merge

process

3. Using the MAIL

MERGE Wizard, select

the document type.

4. If you created a

doc already, use the

current document.

5. Use an existing

list because we are

going to connect it to

your excel file.

6. Tell Excel what

file to use. Click

BROWSE to find

your EXCEL docu-

ment in the dia-

log box:

(continued on

next page!)

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DON’T BE AFRAID OF MAILMERGES (continued)

How to do a MAIL MERGE (WORD LETTER EXAMPLE) : (I do-You do)

7. This dialog shows the

WORKSHEETS that are inside

your file. Choose the correct

worksheet. (In this case, use

FILTER 3)

8. This is the Data Pre-

view. Recognize the data?

Verify it is correct.

Unfortunately, the sorts and

filters you made in EXCEL are

not transferred in the merge.

9. Use the Refine Recipi-

ent List controls to filter out

what you don’t need.

(In this case, we want 12th

graders with 350 or below)

Next, Sort the records by last

name.

When you press OK, your file

will appear here.

10. INSERT THE PLACEHOLDERS. Use the placeholders

to insert your data from the excel file into your new docu-

ment.

Click into the placeholder on

your document

Choose “MORE ITEMS” and se-

lect the appropriate Label from

the list.

Click INSERT to insert the

placeholder into your docu-

ment.

It will look like this.

Repeat as necessary to all placeholders you want to merge.

11. PHEW!!!! Finally, click on

NEXT: to preview your letters.

Click the right ARROW to pre-

view all your letters.

If everything

looks ok, then

click NEXT

12. To print your letters and have a very pleased

Administrator, click PRINT.

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Label Mail Merge Projects

The Label Mail Merge option is useful for creating MAILING LABELS and other-

wise other documents that will place MORE THAN ONE RECORD on a single

page.

Project #2: DETENTION REMINDERS

In this example, you will be creating a DETENTION RE-

MINDER to students. Each box (or label) will have the

information of each student receiving detention. The

reminder will include:

1. Student First and Last Name

2. Amount of Minutes for Detention

3. The Detention Room assigned to the student

4. What room this student is in during period 2

All this data is from the DETENTION_report

The key to creating this document is to PRESS

“UPDATE ALL LABELS” to populate all of the blank la-

bels with new student data.

Project #3: CAHSEE BOOTCAMP REMINDER TICKETS

Don’t Use the Wizard This Time. Try the Ribbon.

In this example, you will be creating a CAHSEE BOOTCAMP TICKET

for students. Each box (or label) will have the information of each

student receiving detention. The reminder will include:

1. Student First and Last Name

2. Subject the Student is taking

3. The Assigned Room

4. What room this student is in during period 2

All this data is from the CAHSEE BOOTCAMP SCHEDULE