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5.0 SPREAD SHEET PACKAGE | |
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5.12 Database management 5.12.4
Sorting
the
Database
In
this
portion
you
will
see
the
various
ways
in
which
you
can
sort
the
database. 5.12.4.1
Using
One
Sort
Column
1.
The
simplest
way
to
sort
a
database
is
to
sort
it
on
one
column.
You
indicate
which
column
Microsoft
Excel
should
use
and
in
turn
it
re-arranges
the
rows
of
the
selected
range.
In
the
EMPLOYEE
database,
you
will
do
sorting
on
the
NAME
column. 2.
Select
the
range
A5:F16. 3.
Next
choose
Sort
from
the
Data
menu.
4.
Microsoft
Excel
automatically
enters
the
last
selected
column
in
the
selection
in
the
Sort
by
edit
box.
In
case
it
is
not
the
NAME. 5.
By
default,
Microsoft
Excel
selects
Ascending
as
the
sort
order
for
the
records.
Click
OK
to
sort
records
with
the
current
settings.
The
EMPLOYEE
database
is
now
sorted
alphabetically
on
NAME
of
the
employees.
6.
Take
a
note
that
in
case
of
records
for
the
Name
MADHU,
the
records
are
sequenced
as
2,
3
and
11.
That
is
record
number
2
is
appearing
first,
followed
by
number
3
and
11
respectively. 5.12.4.2
Using
Two
Sort
Columns
You
will
now
take
a
step
further
and
sort
the
EMPLOYEE
database
not
only
by
NAME
but
also
by
DEPTT.
field.
Once again take a note that in case of records for the Name MADHU, the records are now sequenced as 11, 2 and 3. That is record number 11 is appearing first, followed by number 2 and 3 respectively. See figure 12.11. 5.12.4.3
Using
three
sort
columns
You
may
still
want
to
go
further
and
include
one
more
column.
A
possible
combination
could
be
adding
SALARY
field.
This
means
that
first
sorting
is
on
the
NAME
field,
within
NAME
field
DEPTT.
Field
is
sorted
and
within
DEPTT.
Further
sorting
is
on
SALARY.
Follow
the
steps
listed
below
to
accomplish
this:
1.
Choose
Sort
form
the
Data
menu.
Once
again
the
Sort
dialog
box
retains
the
selections
from
the
previous
sort. 2.
Click
the
down
arrow
to
the
right
of
the
second
Then
by
edit
box,
select
SALARY
and
click
OK.
You
will
see
that
the
third
column
is
now
included
in
the
sorting.
Once
again
see
the
new
arrangement
of
records
for
the
Name
MADHU.
The
records
are
now
sequenced
as
11,
3
and
2.
That
is
record
number
11
is
appearing
first,
followed
by
number
3
and
2
respectively.
Sequencing
of
record
3
and
2
signifies
that
within
SALES
department,
salaries
are
in
ascending
order. 5.12.5
Basics
of
List
As
talked
above,
a
database
is
an
organised
collection
of
information.
Microsoft
Excel
uses
another
name
for
database.
It
is
called
as
list.
A
list
is
a
table
of
related
data
with
a
rigid
structure
that
enables
you
to
easily
locate
and
evaluate
individual
items
of
information.
Each
row
of
a
list
is
a
record
that
contains
all
the
pertinent
information
about
one
component
of
the
list. Each cell of the list is a field that contains one item of information. All the fields in a particular column contain the same kind of information about their respective records. At the top of each column is a heading called the field name. You will now explore Microsoft Excel’s list operations. These can be performed by choosing the Form command from the data menu to display a dialog box called a data form. In
the
following
sections,
you
will
use
the
options
in
the
data
form
to
find,
add,
delete
and
modify
records.
The
steps
listed
below
will
help
you
do
so.
1.
Select
cell
A5.
This
should
necessarily
be
the
first
step
before
you
choose
the
Form…
command. 2.
Next
choose
Form…
from
the
Data
menu.
The
Data
form
appears.
As
you
can
see
the
name
of
the
sheet
appears
in
the
title
bar
of
the
dialog
box.
The
column
headings
have
become
the
field
names
and
are
displayed
down
the
left
side
of
the
form.
The
first
record
in
the
list
is
displayed
in
the
edit
boxes
adjacent
to
the
field
names. In case a field contains a formula, the data form displays the results of the formula and the not the formula itself. Also the result is not in an edit box, indicating that you cannot edit a formula base field.
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