Using a spreadsheet

Revise Using a spreadsheet for Information Technology 9626 (AS Level) — revision notes, 38 practice questions and instant AI marking.

📖 Revision notes · preview

8.3 · Chapter 8 · AS Level IT · Hodder Education

Using a Spreadsheet

Extracting and filtering data, sorting, creating pivot tables and pivot charts, and importing/exporting data.

🔍 Extract Data

📊 Sort

🔄 Pivot Tables

📤 Import / Export

The Big Idea: Once a spreadsheet contains data, you need tools to analyse it — extracting subsets that meet your criteria, sorting for patterns, summarising with pivot tables, and visualising with pivot charts. This section covers all the techniques for making sense of large datasets.

8.3.1Extracting Data — AutoFilter

AutoFilter allows you to display only the rows that meet specific criteria — hiding rows that don't match. It is activated via: Data tab → Sort & Filter group → Filter. This adds a drop-down arrow to each column heading. Click the arrow in any column to apply a filter to that column.

Types of Filter

📝 Text Filters

For columns containing text. Options include:
• Contains — finds rows where the cell contains the search string
• Begins with — matches the start of the cell text
• Ends with — matches the end
• Does not contain — excludes rows matching the string
• Equals / Does not equal

🔢 Number Filters

For columns containing numeric data. Options include:
• Between — specifies a min and max
• Greater than / Less than
• Greater than or equal to / Less than or equal to
• Top 10 — highest or lowest N values
• Equal to / Does not equal

📅 Date Filters

For columns containing date/time values. Options include:
• Before / After / Between specific dates
• This month / Last month / This year
• All Dates in the Period → select month (e.g. February)
• Can also filter on time values (before 9 a.m.)

⏱️ Time Filters

Used with columns containing time data. Same Number Filter options apply (Less Than, Between, etc.) — select the time value from a drop-down to avoid typing errors.

Comparison Operators (Table 8.14)

Operator	Text equivalent	Meaning
`=`	Equal to / Like	X is exactly equal to Y
`<>`	Not equal to	X is not equal to Y
`>`	Greater than	X is greater than Y
`<`	Less than	X is less than Y
`>=`	Greater than or equal to	X is greater than or equal to Y
`<=`	Less than or equal to	X is less than or equal to Y

AND vs OR Searches

🔗 AND Search

All conditions must be met. Applying a filter to two different columns automatically creates an AND search — only rows satisfying BOTH column filters are shown.

Example: Manufacturer = MSI AND Chipset = AMD → only MSI boards with AMD chipsets are displayed.

🔀 OR Search

At least one condition must be met. Within the same column filter, tick multiple items to create an OR search.

Example: Memory = DDR3 OR DDR4 → tick both DDR3 and DDR4 boxes in the Memory column filter. Both types are displayed.

💡 Complex searches combine AND and OR: Manufacturer = MSI AND Chipset = AMD AND (Memory = DDR3 OR DDR4). Filtering on two columns = AND; ticking two items in one column = OR. These work simultaneously.

Substring Searches

🔤 Searching Within Text (Contains, Begins with, Ends with)

Begins with Ends with

Two conditions can be combined within the same Custom AutoFilter window using AND or OR radio buttons — e.g. Model contains "Gaming" AND begins with "170".

SortSorting Data

Pivot

🔓 Read the full Using a spreadsheet note → You're seeing the preview · sign in to read it all

Also in the full note

📋 Summary & Review
✅ Concepts Checklist
🧠 What to Memorise
🎯 Exam Tips

What's inside

📖 Revision notes ◉ 38 practice questions 🎯 Learn mode ✦ AI flashcards ✓ Instant AI marking 🧊 3D explorers 🧪 Experiments & simulations 📈 Progress tracking

Past papers that test Using a spreadsheet

Real Information Technology 9626 papers with questions on this topic — open one and get it marked instantly, free.

9626 Nov 2025 · Paper 3 · Variant 3 Cambridge · mark scheme Open → 9626 Mar 2025 · Paper 1 · Variant 2 Cambridge · mark scheme Open → 9626 Jun 2025 · Paper 1 · Variant 1 Cambridge · mark scheme Open → 9626 Jun 2025 · Paper 1 · Variant 2 Cambridge · mark scheme Open → 9626 Nov 2024 · Paper 1 · Variant 3 Cambridge · mark scheme Open → 9626 Jun 2024 · Paper 1 · Variant 3 Cambridge · mark scheme Open →

All Information Technology 9626 past papers →

Read the full Using a spreadsheet notes free

That's the preview — create a free account to read the rest, plus flashcards and 38 practice questions with instant AI marking. No credit card.

Unlock the full notes free →

Using a spreadsheet

Using a Spreadsheet

Past papers that test Using a spreadsheet

More Information Technology topics