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Manage Small Databases (Lists) with Excel

Excel can be used to store small databases of information.  Large databases should be managed with database management software such as Access.

To use Excel for lists, follow these rules:

·        Keep the information in one worksheet.  The column headings should be the categories of information in the list.  The rows should be the individual records in the list.

·        Do not insert any blank rows or columns within the list.  Blank cells are OK.

·        Use headings in the top row.  Use a different format for the headings such as bolding or italics.

Sort a List

Position the active cell in the column you wish to sort by and click the Sort buttons  on the standard toolbar.  (Do not select the entire column or just that column will sort.  Excel XP will display a warning message. Use Undo to fix an accidental sort.)

To sort by up to three columns, from the Data menu, choose Sort. 

• Selecting Ascending will sort your selection from smallest value to largest (1-100 or A to Z). 

• Selecting Descending will reverse the sort order.

• Selecting Header Row will leave the first row of titles at the top unsorted, at the top

• Select No Header Row if your selection does not contain titles.

Filter a List

Adding Autofilter buttons to your workbook can make repetitive data sorting quick and easy.

• From the Data menu choose Filter, and Autofilter.  The autofilter buttons can be used to filter a list for any value appearing in the list.  The autofilter buttons do not print.  Filtered lists can be printed.
• To remove a filter, choose All from the autofilter button. 
• To turn off the autofilter buttons, from the Data menu, choose Filter, and click Autofilter off.

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