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Preserving and restoring the original sort order
You canpreserve the original orderofyour dataso that ifyou make anerror
while sorting it,youcanrestore itsoriginalorder. Youpreserve the original
orderofthe databy creating anumbered columninyourspreadsheet before
you begin sorting. The numbered column tracks the originalorder ofthe
cells. You canrestore your data’soriginal order by re-sorting your datausing
thisnumbered columnasthe sort key.
To preserve the original sort order
1 Insert anextra columnin the sort areabefore sorting yourdata.
2 ClickEdit, Fill, Fill Seriesto fill the columnwithconsecutive numbers.
3 Select the cellsinthe new columnto the end ofyour dataset, in the Cells
section.
4 ClickOK.
To restore the original sort order
1 Select acell in the numbered columncreated in the previousprocedure.
2 Clickthe top(ascending) QuickSortbutton.
Filtering data
Filtersprovide a quickway to workwithasubset ofcolumndata. When you
create afilter,Quattro Pro displaysonly the rowscontaining the valuesyou
specify, temporarily hiding otherrows in the list. Forexample, you can filter
abirthday list with columns for First Name,Last Name,Year, Month, and
Day,to display only those people who were borninJanuary. You can perform
asimple datafilteror customize your filter using the Top10or Custom
filters.
You canalso sort columnsalphabetically or numerically, inascending or
descending order using the QuickFilter tool.
Organizingandmanipulatingdata
221
Thisexamplessorts
thedatanumerically
bythemiddle
column.
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To create asort order that you can customize and reuse, use the Sort tool.
Forinformationabout using the Sort tool,see “Sorting spreadsheet data”on
page 218.
The filterbuttonsabove each column let you select whichsort orfilter option
to use. When youapply a filter to a column,the filterbutton above that
columnturnsblue. You canspecify different typesoffilterswithin one
notebook.For example,inacolumn ofincome data, you canuse the Top10
filterto display the top10% incomes. In aname column,youcancreate a
Customfilterand specify namesthat beginwithS. The filterresultsdisplay
only people inthe top10% income bracketwhose namesbeginwithS.
Using simple filters
Whenyou filter data, Quattro Pro assumes that the firstrow ofdatacontains
the heading and placesthe filterbuttons in thisrow. Ifthe datadoes not have
aheading row,youcaninsert ablank row above the dataat the topofyour
spreadsheet and set the filterbuttons to display here.
You use the QuickFilter tool to performsimple sortsor filtersofrowsofdata.
Forexample, you can sort acolumninascending or descending order,or
filterthe datato display only rows that contain blankcellsin that column. You
canalso filter databy asingle value.For example, inapersonnel notebook,
you canselectSalesfromajob descriptioncolumn to display only sales
personnel.
You canundo acolumnfilter to show all the cellsoryoucanturn offthe
QuickFilterfeature altogether.
To display filter buttons above the data
1 Clickany cell in the firstrow ofdata.
2 ClickInsert, Row.
3 ClickOK.
4 Select the blank row and the first rowcontaining data.
5 ClickTools, QuickFilter.
222
Quattro Pro 9: Chapter8
Thisexamplesorts
thedata
alphabeticallybythe
columnontheright.
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To sort or filter data
1 Clickin the data youwant to sort orfilter.
2 ClickToolsQuickFilter.
3 Clickthe filter buttononthe columnthatyouwant to sort or filter.
4 Select one ofthe following sort or filtering options:
Ÿ Blanks— displaysonly rowsthat do not containdatainthe sort or
filter column
Ÿ NonBlank— displaysonly rows that contain datain the sort orfilter
column
Ÿ Sort (A-Z) — sortsthe columnrows inascending order
Ÿ Sort (Z-A) — sortsthe columnrows indescending order
To filter by a single value
1 Follow steps1to 3fromthe previousprocedure.
2 Choose the specific value fromthe QuickFilterlist box.
To undo a column filter
1 Clickthe filter buttoninthe columnwhere youwantto undo the filter.
2 ClickShow All.
To turn off the QuickFilter tool
Ÿ ClickTools, QuickFilter.
Using Custom and Top 10 Filters
You use the Top10filterto display rowsinyourdatathat contain specified
upper or lower amounts,forexample, the top10%ofaclass.Whenusing the
Top10filter, the column where you create the filtermust contain numeric
values.
Using the Customfilter, you can specify three conditions for filtering data.
Forexample, you can choose to display itemsthatbeginwithA, orB, or C. If
you are filtering numeric values, you canchoose to display valuesequal to,
greater than, orless thana certainamount.
Forexample, to display namesthatbeginwithA, B,or C, youwould choose
the following:
begins with A
Or
Organizingandmanipulatingdata
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begins with B
Or
begins with C
To display only numbersbetween50and 100, you would choose the
following:
greater thanor equal to
50
And
lessthanorequal to 100
To use the Top 10 filter
1 Clickin the data to filter.
2 ClickTools, QuickFilter.
3 Clickthe filter buttononthe columnto sortor filter, then click Top10.
4 Select Topor Bottomto specify eitherthe toporbottomvaluesor
percentages, then specify anumber.
5 ClickValue to display aspecificnumber ofvalues, or clickPercent to
display apercentage ofthe values.
To use the Custom filter
1 Clickin the data to filter.
2 ClickTools, QuickFilter.
3 Clickthe filter buttononthe columnto sortor filter, then click Custom.
4 Choose aphrase fromthe list box onthe left.
5 Choose anitemortype avalue (letterornumber)fromthe center listbox.
6 To specify more thanone condition, choose either And orOrfromthe list
box onthe right, then specify another row ofoptions. You can specify up
to three filter conditions.
Consolidating data
Consolidating datacombinescellsfromdifferentsource areas into one
locationusing @functionoperators.Inadditionto summing values, the
Consolidatortool letsyou choose fromthe following @functions:AVG,
COUNT,MIN, MAX,STD, STDS, VAR, and VARS.Forexample, you canadd
eachitemin arow offiguresto the corresponding items in another row of
figures. You canalso use row orcolumnlabelsto consolidate areasof
equivalentdata entered indifferent row and column orders.Aslong asthe
datahas identical row and/orcolumnlabels,the Consolidatortool can
combine it and sort the resultsin any orderyouspecify.
224
Quattro Pro 9: Chapter8
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The Consolidatortool letsyou create and edit consolidation settings, oradd
orremove source cells. Youcan save eachconsolidation setting and reuse
previoussettingsas required.Ifyou no longer need asaved consolidation
setting,youcandelete it. Ifyouworkwithadatabase, you canuse the field
names to automatically sortand thenconsolidate the data.
While you can use the Consolidator tool to performpermanentcalculations,
itsflexibility also makesit useful for datamodeling. Formore information
about datamodeling,see “Using the Scenario tool”onpage 245.
The Consolidatortool contains featuressimilar to the Paste Special
command;both toolsletyoucombine datafromseparate source locations.
Formore information about the Paste Special feature, see “Using the Paste
Special command”onpage 173.
Performing and editing consolidations
You performand edit consolidations using the Consolidator tool.
Consolidation results appear in destinationcells, overwriting any existing
data. By default,consolidationresultsare formulas.
To perform consolidations
1 ClickTools, Consolidate, New.
2 Select source cells(rowswithrows, columnswithcolumns), then click
Add. Repeat for each set ofsource cellsto consolidate.
ClickBrowse to specify source cellsin adifferent notebook.
3 ClickNext, then specify an operator.
4 ClickNext.
5 Specify destinationcellsinthe Destination Cells block.
6 To matchcellsby labelratherthanposition, clickone ormore label
optionsinthe Use Label Fromsection, thenclick Next.
7 Entera consolidationname inthe ConsolidationName box.
Organizingandmanipulatingdata
225
Thisexampleshows
theresultof
consolidatingsource
datausingtheSUM
operator.
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To edit a consolidation setting
1 ClickTools, Consolidate, Edit.
2 Select the consolidationsetting to edit inthe Consolidationssection.
3 Edit the consolidationsetting.
4 ClickConsolidate to performthe new consolidation, or clickClose to exit.
Ÿ Ifthe destinationarea is smallerthanthe source areas,resultsare limited
to the size ofthe destinationarea.
Ÿ When the source and destination areas have different dimensions,the
Consolidatortool combinesequivalent cellswhenpossible.Cellswithout
equivalent dimensionsare handled differently depending on the operator.
Ÿ Youcan type labelsin the destination cellsor leave themblankand follow
the label orderofthe first source. Ifyou clickbothcolumnand row labels,
the Consolidator tool matchescolumn labelsfirst,thenmatchesrow labels
withincolumns.
Adding and removing consolidation source cells
You canadd or remove consolidationsource cells ina saved consolidation
setting.Youcanadd bothcontiguousornoncontiguoussource cells.
To add consolidation source cells
1 ClickTools, Consolidate, Edit.
2 In the Consolidationssection, select the consolidationsetting youwantto
edit.
3 Clickthe Add button.
4 Enterthe source cellsinthe Source Cellsbox. Clickthe Browse button to
select cellsinanothernotebook.
Hold downCTRL to select noncontiguous source cells.
5 ClickOK.
Ÿ Quattro Pro treatseach noncontiguoussource cell selectionasaseparate
entry. If youselect 3-Dsource cells, the Consolidator tool treatsthe
selectionon eachsheet separately and combineseach selectionwith
those onthe other sheets.
226
Quattro Pro 9: Chapter8
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To remove source cells
1 Follow steps1and 2fromthe previous procedure.
2 Select the source cells youwant to remove fromthe list and click the
Remove button.
Reusing consolidation settings
Quattro Pro savesconsolidation settings with your notebook so ifyou make
changes to your documentand want to reconsolidate your data, youcan reuse
previousconsolidationsettings.
To reuse a consolidation setting
1 ClickTools, Consolidate, Edit.
2 Choose the name ofthe consolidationsetting, fromthe Consolidationslist
box,thenclickthe Consolidate button.
Quattro Pro combines the current contents ofthe source cells;new
results appear inthe destination areaor areas.
Ÿ To save a “snapshot”ofconsolidation source and destinationcell contents,
clickTools, Scenario, Edit, Capture before performing the consolidation.
For more informationaboutScenarios,see “Using the Scenario tool”on
page 245.
Deleting consolidation settings
Quattro Pro letsyoudelete consolidation settings youno longer need.
To delete a consolidation setting
1 ClickTools, Consolidate, Edit.
2 Choose the name ofthe consolidationsetting fromthe Consolidationslist
box.
3 ClickDelete.
Working with outlines
Anoutline summarizesdata in partor all ofanotebook.The Outline tool
sorts row or column cells in groupsto show summary cells,such astotalsand
averages,while hiding detail cells. Forexample, ifyouhave anorganization
withseveral departmentsand each employee within each department
Organizingandmanipulatingdata
227
contributes astandard amountto charity each year, you can automatically
create anoutline to display only the totalamount (summary cells)
contributed by eachdepartment.The Outline tool hideseachemployee
contribution(detail cells) showing only the total amount perdepartment.
Combining detail cellswith the associated summary cells formsan outline
group. Youcanuse the Outline tool to create outline groupsautomatically,
based onthe summary cellswithin your spreadsheet, ormanually,by
selecting the detail and summary cells to include in each outline group. You
canspecify the row orcolumnlocationofthe summary cellsinthe outline.
Youcanalso add and remove outline groups,or expand and collapse them
withinyouroutline. Quattro Pro also letsyou format,sort, and printyour
outline.
Creating an outline automatically
Before you canautomatically create an Outline, your notebookmust contain
detail cellsthat are summarized in summary cells. For example,a summary
cell may containan organization’s total revenue,and a detail cell may contain
individual employee contributionsto the totalrevenue. Once youhave
created detail and summary cells, select the Auto Outline tool.
You cancreate anoutline manually ifthe rows and columns ofsummary cells
contain valuesinstead offormulas, ifsummary cellsare notadjacent to detail
cells, orifyou want to add more outline groups.For more informationabout
creating outlines manually, see “Creating anoutline manually”onpage 228.
To create an outline automatically
1 Add aformula or formulasthatsummarize data cells inadjacent rowsor
columnsin anotebook. For example,add acolumn oftotals next to the
cells youwant to total.
2 Clickany cell in the notebook.
3 ClickTools, Outline, Auto Outline.
Ÿ The Outline indicatorsin the panel on the side ortopofthe notebook
show eachoutline group.
Creating an outline manually
You have the optionto manually create an outline ifthe rowsand columnsof
summary cells contain values instead offormulas,or summary cellsare not
adjacent to detail cells,.Whenselecting cells for anoutline group, selectcells
in the rowsorcolumnsand make sure to include the summary row or column
cells. Hold down CTRLto select multiple noncontiguouscells.
228
Quattro Pro 9: Chapter8
To create an outline manually
1 Add summary datacellsinrows or columnsin your spreadsheet.
2 Select the cellsfor the outline group,including the summary cells.
3 ClickTools, Outline, Group.
4 Repeat steps2to 3until youcreate all the outline groups required.
Ÿ Youcan create groups,using the Outline Toolbar,by selecting the rows or
columnsand clicking the Groupbutton until youfinishcreating all outline
groupsfor your outline.
Ÿ The Outline indicatorslocated inthe outline panel onthe side or topof
the notebookidentify expanded outline groups.
Positioning outline summary cells
Quattro Pro letsyouspecify where to position outline summary cellsinthe
spreadsheet.
To position outline summary cells
1 ClickTools, Outline, Options.
2 Select the locationto display the row and columnsummary cells.
Ÿ To position the outline summary cellsusing the Outline Toolbar, clickthe
Outline Optionsbutton.
Ÿ The Summary indicator, which appearsineach outline groupinthe outline
panel onthe side or topofthe notebook, showsthe location (inwhatrow
or column) ofthe summary cells for the outline group.
Grouping cells in an outline
Once youcreate an outline, you cangroupthe cells in the outline . Outline
groupscan include other outline groups.For example, ifcolumnCcontains
subtotalsfor columnsA-B, columnEcontainssubtotalsfor columnsA-D, and
columnG containsgrand totalsofcolumnsA-F, youcan create outline groups
for columnsA-C, A-E, and A-G. When creating multilevel outline groups,
selectall ofthe detail and summary cells that make upeachoutline group
level.
Organizingandmanipulatingdata
229
You canalso remove all outline groups fromaspreadsheetwithin your
notebook.
To group or ungroup outline cells
1 ClickTools, Outline, Show Outline Toolbar.
2 Select the row orcolumncellsto grouporungroup, including the
summary cells.
3 ClickTools, Outline.
4 Choose one ofthe following:
Ÿ Group— combinesselected cells into agroup
Ÿ Ungroup—separatesagroupinto individual cells
5 Repeat steps3and 4until youfinishgrouping or ungrouping the required
cells.
Ÿ Youcan also groupor ungroupcellsusing the Outline Toolbar. Select the
appropriate rowsorcolumns, and clickeither the Groupor Ungroup
button.
Ÿ When selecting cellsto grouporungroup, include the summary row or
columncells.Hold downthe CTRL buttonto select noncontiguouscells.
To remove all outline groups from the current sheet
Ÿ ClickTools, Outline, UngroupAll.
Ÿ To remove all outline groupsonthe current sheet using the Outlining
Toolstoolbar,clickthe UngroupAll button.
230
Quattro Pro 9: Chapter8
Thisexampleshowsa
multileveloutline
containing outline
groupswithinother
outlinegroups.
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