Extracting Records

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Extracting Records

You may not always want to keep all of the material that you are sorting. For example, you may have downloaded data for all provinces, but then decided you only want to look at British Columbia and at values above a certain number. If we looked back at our marks spreadsheet in Excel I, you may have wanted to sort out the students with grades above or below a certain mark. Extracting will remove the data that do not meet your search requirement. For your assignment, you are asked to extract the data on an "Extract" spreadsheet, so that only the data with PYLL values between 1200 and 5000 for British Columbian males appear. To do this,

Create a copy of the Sort spreadsheet (as you learned in the first lesson)
Rename this spreadsheet "Extract"
Make sure you are on the Extract spreadsheet by clicking on its tab
Delete the first few rows so that there is only one row with column headings (geography, sex, etc.). In my version, this would be rows 1-5. To delete these, select rows 1-5, go to the Edit menu and select Delete
Next, we're going to begin our filter.Click on cell A1 to select it then go to the Data menu, choose Filter, then select AutoFilter
Drop-down menus will appear at the top of each column
Under the Geography column, select British Columbia as shown below

Under the Sex column, select Males
Under the PYLL column (Column E), select Custom to get the following window:

Choose the parameters as shown in the above window. Instead of choosing the numbers from the right drop-down menus, type in 1200 and 5000. Click OK when done.

Only two records should display. If you ever wish to undo these filters, you would go to each drop-down menu you used and select "All." For you assignment, leave the two records extracted.

Please continue to the next section on Column Charts.