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Figure 59: Outline group controls

Filtering which cells are visible

A filter is a list of conditions that each entry has to meet in order to be displayed. You

can set three types of filters from the Data > Filter sub-menu.

Automatic filters add a drop-down list to the top row of a column that contains

commonly used filters. They are quick and convenient and almost as useful with text

as with numbers, because the list includes every unique entry in the selected cells.

In addition to these unique entries, automatic filters include the option to display all

entries, the ten highest numerical values, and all cells that are empty or not empty, as

well as a standard filter that you can customize (see below). However, they are

somewhat limited. In particular, they do not allow regular expressions, so you cannot

use them to display cell contents that are similar but not identical.

Standard filters are more complex than automatic filters. You can set as many as

three conditions as a filter, combining them with the operators AND and OR.

Standard filters are mostly useful for numbers, although a few of the conditional

operators, such as = and < > can also be used for text.

Other conditional operators for standard filters include options to display the largest

or smallest values, or a percentage of them. Useful in themselves, standard filters

take on added value when they are used to further refine automatic filters.

Advanced filters are structured similarly to standard filters. The differences are that

advanced filters are not limited to three conditions, and their criteria are not entered

in a dialog. Instead, advanced filters are entered in a blank area of a sheet, then

referenced by the advanced filter tool in order to apply them.

Sorting records

Sorting rearranges the visible cells on the sheet. In Calc, you can sort by up to three

criteria, which are applied one after another. Sorts are handy when you are searching

for a particular item, and become even more powerful after you have filtered data.

In addition, sorting is often useful when you add new information. When a list is long,

it is usually easier to add new information at the bottom of the sheet, rather than

inserting rows in the proper places. After you have added the information, you can

sort it to update the sheet.

Highlight the cells to be sorted, then select Data > Sort to open the Sort

dialog (Figure 60) or click the Sort Ascending or Sort Descending

Chapter 2 Entering, Editing, and Formatting Data 63

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