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Ward Miller POU-NY
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Reged: 05/05/04
Posts: 10508
Loc: New York
Help with Excel
      #418958 - 12/09/15 10:29 PM

I have an Excel 2010 name & address file, with a special code in one column.
I want to print the file, selecting (filtering) just the names with an "X" in
the special code column.

I did a google on "Printing Filtered List in Microsoft Excel 2010" and got a
great file with that title. But it lacks specificity. As I start to do what
it says, I don't get the expected results almost from step 1. For example,
after just a few specified clicks it says a list will drop down. It doesn't.

Can someone help me with DETAILED instructions?


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sreyoB yrraL
AVSIG Member


Reged: 05/16/04
Posts: 9442
Re: Help with Excel [Re: Ward Miller POU-NY]
      #418961 - 12/09/15 11:32 PM

Sort by the column with the "X", set the print area, and print?

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Ward Miller POU-NY
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Reged: 05/05/04
Posts: 10508
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Help with Excel [Re: sreyoB yrraL]
      #418966 - 12/10/15 02:15 AM

I'll try that. Years ago I used the Filter to do it, but nothing I try now
seems to get anywhere.

Strange, using the example for the proper version of Excel doesn't work for
me.

I've had some bad luck recently. It seems to be continuing. <sigh>


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Mase Taylor
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Re: Help with Excel [Re: Ward Miller POU-NY]
      #418967 - 12/10/15 02:25 AM

What Yrral said.

I've done this dozens of times, but using Excel 2002.

--------------------
Fly The Airplane As Far Into The Crash As Possible. - Bob Hoover 1922-2016 R.I.P.


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sreyoB yrraL
AVSIG Member


Reged: 05/16/04
Posts: 9442
Re: Help with Excel [Re: Ward Miller POU-NY]
      #418981 - 12/10/15 02:00 PM

I've never used the filter function.

There may be better ways to do it but a quick sort is the only way that comes immediately to mind. Excel has so many features that there's usually multiple ways to get something done.


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Ward Miller POU-NY
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Posts: 10508
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Help with Excel [Re: sreyoB yrraL]
      #418988 - 12/10/15 03:31 PM

Larry, if there is an easy way and a hard way to do something, Microsoft
seems to always choose the hard way. For this same name & address file I
must print labels. That involves creating a special file with Excel, then
using Word and Mail-Merge to format and print the labels.

The MS Help instructions are something like 9 pages long and contain several
serious errors in the procedures. After struggling with it for several
months I finally made a detailed procedure, customized for my particular
situation, and with check-off boxes for each step. Now I can do the job
each month in 5 or 10 minutes, instead of an hour filled with errors and
back tracking.

PC-FILE and dBase would print labels with just a few clicks.


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Mase Taylor
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Re: Help with Excel [Re: Ward Miller POU-NY]
      #418991 - 12/10/15 04:10 PM

I finally gave up trying to print labels from Excel and created a separate WORD file to print them, using one of the built-in templates for the size labels I was using. Of course, this meant having to update two files when there was any change in names or addresses.

I did use mail merge when I had to send the same missive to 200 different folks on the list.

--------------------
Fly The Airplane As Far Into The Crash As Possible. - Bob Hoover 1922-2016 R.I.P.


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Terry Carraway
Top Gun


Reged: 06/02/04
Posts: 7098
Loc: Maryland
Re: Help with Excel [Re: Ward Miller POU-NY]
      #418993 - 12/10/15 04:18 PM

Quote:

Larry, if there is an easy way and a hard way to do something, Microsoft
seems to always choose the hard way. For this same name & address file I
must print labels. That involves creating a special file with Excel, then
using Word and Mail-Merge to format and print the labels.

The MS Help instructions are something like 9 pages long and contain several
serious errors in the procedures. After struggling with it for several
months I finally made a detailed procedure, customized for my particular
situation, and with check-off boxes for each step. Now I can do the job
each month in 5 or 10 minutes, instead of an hour filled with errors and
back tracking.

PC-FILE and dBase would print labels with just a few clicks.




Because you are comparing a spread sheet to databases.

Spreadsheets do some things well. But they are NOT databases.

PC-FILE and dBase are databases and do what databases do. And keeping names and addresses and doing labels is DATABASE work.

Yes, you can do such things in Excel, but that is not what it is designed to do well. Spreadsheets do complex calculations well, databases do not.

--------------------
Terry
Mostly 0W3


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sreyoB yrraL
AVSIG Member


Reged: 05/16/04
Posts: 9442
Re: Help with Excel [Re: Terry Carraway]
      #418997 - 12/10/15 05:35 PM

Yeah, I agree with Terry.

Maintaining an addresses database and printing mailing labels is not what Excel is designed to do. It'll do it, but it won't be an elegant solution. I use Outlook for my contacts and it does a much better job.

The advantage a spreadsheet has is flexibility. Excel can do almost anything you need. None of the solutions in Excel will be as elegant as an application designed specifically for your purpose. Should be lots of inexpensive options available for contacts and label printing.


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Ward Miller POU-NY
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Posts: 10508
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Help with Excel [Re: Terry Carraway]
      #419016 - 12/10/15 10:34 PM

>> Spreadsheets do some things well. But they are NOT databases. <<

So several years ago I bought MS Access and a manual for it. Ugh! The
absolute worse application I've ever attempted to use. The user interface
is awful. Finally gave up. It wasn't worth the pain.


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Ward Miller POU-NY
Top Gun


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Posts: 10508
Loc: New York
Help with Excel [Re: sreyoB yrraL]
      #419017 - 12/10/15 10:34 PM

>> Should be lots of inexpensive options available for contacts and label
printing. <<

Larry, I've looked at several. Each had some stupid problem. None have the
simplicity, ease of use, and user-interface the original dBase and the old
PC-FILE had.


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Terry Carraway
Top Gun


Reged: 06/02/04
Posts: 7098
Loc: Maryland
Re: Help with Excel [Re: Ward Miller POU-NY]
      #419044 - 12/11/15 08:32 AM

It is not that difficult. And it REALLY depends on which version you use.

MS keeps changing things significantly from one version to the next.

But for simple things, it works quite well.

And the book you want, is the Dummies book for the proper version.

--------------------
Terry
Mostly 0W3


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Kcid LlirreM
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Reged: 05/15/04
Posts: 4768
Loc: Chuckey, TN
Re: Help with Excel [Re: Ward Miller POU-NY]
      #419049 - 12/11/15 02:07 PM

I never put important data in a spreadsheet, use a database instead.

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sreyoB yrraL
AVSIG Member


Reged: 05/16/04
Posts: 9442
Re: Help with Excel [Re: Kcid LlirreM]
      #419051 - 12/11/15 02:19 PM

Quote:

I never put important data in a spreadsheet, use a database instead.



Access 2016, and probably earlier versions as well, has an included contacts template.
(Of course, if you have Access 2016 you probably also have Outlook 2016 and will just use your Outlook Contacts)


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Terry Carraway
Top Gun


Reged: 06/02/04
Posts: 7098
Loc: Maryland
Re: Help with Excel [Re: sreyoB yrraL]
      #419111 - 12/12/15 07:19 AM

It depends.

I don't use Outlook on my personal machines.

You may also be keeping more than one set of contacts. Personal and some group.

--------------------
Terry
Mostly 0W3


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sreyoB yrraL
AVSIG Member


Reged: 05/16/04
Posts: 9442
Re: Help with Excel [Re: Terry Carraway]
      #419123 - 12/12/15 02:37 PM

Quote:

You may also be keeping more than one set of contacts. Personal and some group.



Outlook supports multiple .pst files open at once. Each file can have its own set of contacts.


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Bruce Gorrell [EQY]
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Reged: 04/30/04
Posts: 7864
Loc: Charlotte, NC
Re: Help with Excel [Re: Ward Miller POU-NY]
      #419156 - 12/13/15 02:17 AM

Note that we've been around the world avoiding your original question, try this link. It might lead where you want to go.

http://tinyurl.com/pdsr7wy

Or this one ( I like it. It has pictures!)

http://www.excel-easy.com/data-analysis/filter.html


Edited by Bruce Gorrell [EQY] (12/13/15 02:21 AM)


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Bill Bridges - 9S1
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Reged: 05/17/04
Posts: 6008
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Re: Help with Excel [Re: Ward Miller POU-NY]
      #419169 - 12/13/15 04:00 AM

Ward,

If you haven't got your file to print let me know by PM and I will get you through the printing of your file.

My apologies for not stepping in earlier.

We can do it in the forum if you prefer.

the other bill


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Terry Carraway
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Reged: 06/02/04
Posts: 7098
Loc: Maryland
Re: Help with Excel [Re: sreyoB yrraL]
      #419178 - 12/13/15 05:41 AM

Quote:

Quote:

You may also be keeping more than one set of contacts. Personal and some group.



Outlook supports multiple .pst files open at once. Each file can have its own set of contacts.




I know about multiple .pst files, I did not know you could keep separate contact lists for each.

I will have to look into that.

--------------------
Terry
Mostly 0W3


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Ward Miller POU-NY
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Reged: 05/05/04
Posts: 10508
Loc: New York
Help with Excel [Re: Bill Bridges - 9S1]
      #419183 - 12/13/15 11:04 AM

Thanks, Bill, but I got the file printed. I just like to bitch about MS when
I get a chance. <g>


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Kcid LlirreM
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Reged: 05/15/04
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Re: Help with Excel [Re: sreyoB yrraL]
      #419315 - 12/15/15 01:53 PM

I'm still on Office 2003, not a big upgrader.

I think the big advantage to a database like Access is it automatically saves your entries, and maintains the integrity of each record so sorting will not destroy it, which can happen in spreadsheets, at least older ones.

Entering data in Access uses a table that looks like Excel, and the table can be exported to Excel for any calculations or other Excel operations. If the Excel sheet gets screwed up just import another from Access.


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sreyoB yrraL
AVSIG Member


Reged: 05/16/04
Posts: 9442
Re: Help with Excel [Re: Kcid LlirreM]
      #419321 - 12/15/15 04:18 PM

Quote:

I'm still on Office 2003, not a big upgrader.



I'm somewhere in between. I stuck with Office 2000 until Outlook 2000 wouldn't run correctly on the current version of Windows (don't remember exactly when that was) so I bought Outlook 2007 and continued using the Office 2000 for the rest. When I bought this computer, which came with Win 8.1, I upgraded to an Office subscription which, initially, gave me Office 2013 and just recently upgraded to Office 2016.

I hadn't looked at Access in many years. After reading the comments here I opened up Access 2016 and the UI has changed significantly. It looked a lot more intuitive to me but I don't have any db experience so am not really a good judge. What I noticed was that it looked like I could jump in and start making a database when, with the old version, I had no idea what to do with it to get started.

I've always done light db projects in Excel as Excel is what I know. Always wanted to learn to use a real db program but never did. The advantage of Excel was that I could get something working very quickly. The Access 2016 UI looks like it would do the same. Don't know how well it would work for a serious db programmer.

Sal Khan's Hour of Code includes a module on db programming. Maybe I should give that a try...


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Terry Carraway
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Posts: 7098
Loc: Maryland
Re: Help with Excel [Re: sreyoB yrraL]
      #419334 - 12/15/15 07:56 PM

The older versions of Access were also very easy to slap something together.

And Access has always been good about starting something, and making changes on the fly to make it work better for you. I worked in dBase and rBase back in the day, and those required some design time before you started building your database. And if you screwed up the design, many times you really were better off starting over.

It may not have looked like it, but as always been easier to whip up a small database with reports and queries, than doing the same thing in Excel.

I used to teach a 1 day Intro to Access course at our professional conference. And had people up and running a small relational database in that time frame. And the morning was more about database design concepts, as many people needed to know enough to talk to the programmers.

I stopped, one reason was that each version of Access was different enough, that it was difficult to do exercises in class and deal will all the different versions.

I taught doing tables in Design View. Forms and Reports using the Wizards, and Queries in Design view.

I was amazed though, some people made managed to make databases in Excel with 15,000+ records. But at the end of the day, they were convinced that it would have been easier to start in Access.

The one thing I do not like about Access for other than personal use is, if you change something in a record, it is changed in the database. No saving, no asking if you want to save changes. If you accidentally type something a field, that is what is now in the database, and what used to be there is GONE.

You can program the form to ask about Saving and then saving or not, but IMO, that should be built in.

--------------------
Terry
Mostly 0W3


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John O'Shaughnessy [FCM]
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Re: Help with Excel [Re: Terry Carraway]
      #419362 - 12/16/15 05:26 PM

Quote:

And Access has always been good about starting something, and making changes on the fly to make it work better for you.




Whenever I hear about MS Access, I shudder. Nothing to do with the program, but how organizations use it.

MS Access was never designed to operate well over a network. It can operate just fine over a relatively high-speed, low latency Ethernet network, but it performs very poorly when run over a wide area network which usually includes a significant increase in latency.

As my day job involves helping clients move data centers, with almost every move we hear about issues of slow performance. Very often it is tied to a "critical" Access database that was never captured as a key application but has now been moved to a remote data center. Performance is poor, and the client basically has two choices: 1) Move the Access DB back to be local to the users, or 2) Migrate from Access to a full-fledged SQL Database with a front-end application residing on the user's desktop.

Grumble, Grumble, Grumble. Current client is dealing with this right now from our move in November.

John


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Russell Holton
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Re: Help with Excel [Re: John O'Shaughnessy [FCM]]
      #419364 - 12/16/15 05:31 PM

From what I understand, it's not too hard to move Access tables to a SQL backend and leave Access as a local file. Although there might be a few things that need to be tweaked when that's done.

But the results are better anyway. I think Access is prone to corruption if anything happens when it's on a network - even a local one.


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Terry Carraway
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Re: Help with Excel [Re: John O'Shaughnessy [FCM]]
      #419397 - 12/17/15 07:17 AM

Quote:

Whenever I hear about MS Access, I shudder. Nothing to do with the program, but how organizations use it.

MS Access was never designed to operate well over a network. It can operate just fine over a relatively high-speed, low latency Ethernet network, but it performs very poorly when run over a wide area network which usually includes a significant increase in latency.

As my day job involves helping clients move data centers, with almost every move we hear about issues of slow performance. Very often it is tied to a "critical" Access database that was never captured as a key application but has now been moved to a remote data center. Performance is poor, and the client basically has two choices: 1) Move the Access DB back to be local to the users, or 2) Migrate from Access to a full-fledged SQL Database with a front-end application residing on the user's desktop.

Grumble, Grumble, Grumble. Current client is dealing with this right now from our move in November.

John




Absolutely.

It is a great single user, write a database to do what YOU need, but never intended to be a robust, multi user, remote database.

We used to have an application that ran on an Access backend, but only the local, laptop version we used when traveling. The data was then sneaker netted (security reasons) to an Oracle database that did the heavy lifting.

The whole application (laptop and mulituser around the world) not runs SQL Server.

--------------------
Terry
Mostly 0W3


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