Drop down/data validation list

[Bermie]

Hello--I'm in a frustrating situation. Recently, we upgraded to Excel 2007
from 2003. First of all, I CANNOT FIND THE "HELP" FUNCTION in 2007, no
matter what tab/list i click on, and it's driving me crazy. (I reall don't
see how this made office "better" than 2003, as now almost every office
program I use does NOT work the same way and there are things I could do
before that I can't anymore and it makes me angry more than anything else)
Any ideas?

To the more urgent matter at hand:
I work with large spreadsheets, multiple columns for data and rows for each
individual's input. Because I usually end up with thousands of rows for each
project, it's easiest for me to have a drop-down list at the top, with the
column headers, so I can quickly and efficiently find all individuals with
certain criteria (eg, if I select "teacher" from the drop-down menu for
occupation, it automatically filters the data below to only include the rows
where "teacher" is the occupation). anyway, in Excel 2003, I could easily do
this by selecting data validation and "list," it would generate a drop-down
of items below, with the options in the drop-down being "sort ascending, sort
descending, top 10, custom, x, y, z, etc, etc, etc" (with x, y, z being
whatever my values below were). It also DOES NOT repeat X,Y,Z, and does not
include spaces, etc and I believe automatically alphabetizes as well.

However, when I try to do this in Excel 2007, it creates a list as long as
my spreadsheet, includes multiple versions of the same input, and includes
spaces, if there is a column taht is blank (does not matter whether I check
"ignore blank values" or not). I tried doing applying a "filter" adn
selecting the entire column, which does it in almost the same way i'm used
it--except, i can pick to UNSELECT certain variables, not select them--eg.
when I have a list of over 200 different variables, it makes more sense for
me to just click on one and have those items pop up rather than de-selecting
199 to get the one I want.

Also, now when I open any of the spreadsheets I had created from 2003, it
applies the same "filter" idea to the list, to make it obsolete again (where
I have to uncheck everything to get the one I want), rather than the way I
had it before.

any ideas?

 

[Gord Dibben]

After all the ranting you get to the part where you have your functions
mixed up.

in Excel 2003, I could easily do
this by selecting data validation and "list," it would generate a drop-down
of items below, with the options in the drop-down being "sort ascending, sort
descending, top 10, custom, x, y, z, etc, etc, etc"

You are describing Data>Filter>Autofilter.

NOT a Data Validation dropdown list.

2007 has exactly the same function.

Look under Data Tab and hit "Filter"

As far as Help goes, do you not see the question mark(?) in the blue circle
at top right of Ribbon?


Gord Dibben MS Excel MVP

 

[trip_to_tokyo]

EXCEL 2007

Help Function - hit the F1 key.

If my comments have helped please hit Yes.

Thanks.

 

[Bob I]

Click on the Question mark. (?) Or like all Microsoft programs and
pretty much all Windows programs, Press F1 key.

 

[Bermie]

I hadn't noticed the ? before, thanks.

The problem is, even if it's an autofilter, it still increases the steps
needed to filter/select certain criteria by at least one step--
previously, i could select variable X to display only those values, then
variable Y to display only those, etc...
Now, I have to de-select select all, then I have to select variable X, then
I have to de-select variable X and select variable Y. Is there a way to
select variables quickler, like before? (In excel 2003, there were no
checkboxes, you only selected a variable from the list).

 

[Gord Dibben]

I agree.

The extra click needed to "de-select" all is a pain.

I don't know of a way to change that default.


Gord