#### Maintain 1 List... Twice

Good afternoon all,

Just wondering if this is possible. I started maintaining a list of
what files we kept archived at a storage facility, based on a list that
was on paper. I finally got all the boxes typed in, resulting in a list
which has all the files in each box, grouped by what box they are in.

However, for the sake of searching these files, it's best if I have
them alphabetically as well.

My solution was to make a copy of the "List" called "Alpha". Alpha
contains the list, sorted by surname. Every time I catalogue a new box,
I copy it into "Alpha" and resort.

The thing is, that's not very good data management. I could forget,
things could go astray, and well, I've got 2 copies of the same data
going.

So, my question is, how would I make a second sheet (I want "List" to
remain the same, because it shows chronologically when a box was typed
up) that simply references "List", but doesnt actually contain it's
data, so that it can be sorted.

Some thoughts come to mind. Pivot Table? (I know of them, but not much
on how to do them.) Some form of query?

-Bob

---
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 0
5/31/2004 7:03:58 AM
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A couple points I forgot to mention.

There are 7000+ files listed, if that makes a difference, and the VBA
code I have running on "List" has to be able to work on "Alpha" (That
is, the data must be listed in the same format, just different order.)

The format is.

Box Number | Contents | Destroy | DOL
C5503427152 | Venables, KS 2067/02 | 2007 | 2002
Etc etc

What happens is, the user has a button "ReQuest" which copies whatever
data you have highlighted onto a fax. This button works whether you are
looking at the sort by Box, or the sort by Alpha. That functionality
has to stay in place.

-Bob

---
Message posted from http://www.ExcelForum.com/


 0
5/31/2004 7:12:40 AM
Hi
and why not just sort the source list according to your needs?
I wouldn't make two separate lists!

--
Regards
Frank Kabel
Frankfurt, Germany

> Good afternoon all,
>
> Just wondering if this is possible. I started maintaining a list of
> what files we kept archived at a storage facility, based on a list
> that was on paper. I finally got all the boxes typed in, resulting in
> a list which has all the files in each box, grouped by what box they
> are in.
>
> However, for the sake of searching these files, it's best if I have
> them alphabetically as well.
>
> My solution was to make a copy of the "List" called "Alpha". Alpha
> contains the list, sorted by surname. Every time I catalogue a new
> box, I copy it into "Alpha" and resort.
>
> The thing is, that's not very good data management. I could forget,
> things could go astray, and well, I've got 2 copies of the same data
> going.
>
> So, my question is, how would I make a second sheet (I want "List" to
> remain the same, because it shows chronologically when a box was
typed
> up) that simply references "List", but doesnt actually contain it's
> data, so that it can be sorted.
>
> Some thoughts come to mind. Pivot Table? (I know of them, but not
much
> on how to do them.) Some form of query?
>
>
> -Bob
>
>
> ---
> Message posted from http://www.ExcelForum.com/


 0
frank.kabel (11126)
5/31/2004 9:23:13 AM
Because the majority of the users of this list wouldn't know how t
change sorts, etc, and there's an extremely high chance that one o
them might sort only 1 column, instead of all 4. So, to make it easie
on those who need the faxes, I made 2 seperate lists.

-

--
Message posted from http://www.ExcelForum.com


 0
6/1/2004 1:10:42 AM
Ah, of course. The other reason which I forgot to mention.

If I do a sort by box number, it sorts by box barcode, not by when th
box was typed into the list.

"List" needs to be kept in the order that it was entered in (ie
unsorted), not by what the barcode number actually is.

-

--
Message posted from http://www.ExcelForum.com


 0
6/1/2004 1:13:52 AM
you could just make a column of integers down one side that counted u
one for each entry.  Then when you put in another one just keep th
index going.  Sort by the index to get the order you desire.  Sort b
something else if you need to.  Another solution is just put the dat
that the user will be touching in Access.  Link it to the data i
excel.  Access has really simply sorting and you can prevent them fro
tampering with the data that way

--
Message posted from http://www.ExcelForum.com


 0
6/24/2004 3:42:22 PM

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