Demo: Instant payroll totals for quarterly tax reporting - Excel

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Accurate numbers are a must for filling out quarterly tax forms, but creating the various subtotals for state and federal forms can be time-consuming. Now you can get the information you need fast — thanks to the new list feature in Microsoft Office Excel 2003. Put the list feature to work on your company's payroll register for one-click totals of quarterly payroll data like gross pay, and have tax form totals in seconds.

Note For screen reader text detailing the content of the video and a screen reader version of the audio script, click Demo text version.

Show Demo text version

Screen Action	Audio Script
A company payroll register is displayed on an Excel 2003 worksheet.	Accurate payroll report summaries are critical for 941 quarterly tax forms. With the new list feature in Excel 2003, I can sort and total payroll data more quickly than ever.
The pointer clicks the Data menu, points to List, and clicks Create List. The Create List dialog box opens. The pointer selects the My list has headers check box, and clicks OK. The payroll register is now an Excel list, with the List toolbar open near the bottom of the window.	I'm going to turn this payroll report into an Excel list. That was easy!
The pointer scrolls down the payroll report to show that it contains six months of payroll data.	This is a six-month payroll report, but of course I only need data from one quarter for a 941.
The pointer clicks the AutoFilter arrow in the Date column, and selects Custom from the drop-down list. The Custom AutoFilter dialog box opens.	The Excel list feature added AutoFilter arrows to each column.
In the Show rows where area, under Date, the pointer selects is less than from the drop-down list. The pointer types 4/1/2004 in the text box to the right, and then clicks OK.	I'm going to use AutoFilter to show only the dates prior to April first.
The pointer scrolls the payroll register to show that only three months of payroll data is now displayed.	There it is: the payroll figures from just one quarter for my 941 quarterly tax form.
On the List toolbar, the pointer clicks the Toggle Total Row button, and a Total row is automatically added at the bottom of the Excel list. In the Total row, in the Gross Pay column, the pointer clicks the AutoFilter arrow, and then selects Sum from the drop-down list. The sum of the figures in the Gross Pay column appears in the Total row.	First, I'll total quarterly gross pay for all employees.
The pointer clicks the AutoFilter arrow in the Name column, and selects Kane, John. The sum of John Kane's gross pay for the quarter appears in the Total row.	Now I'll get a total for just one employee: John Kane. I just click the AutoFilter button and choose John Kane from the list... ...and I automatically see Kane's gross pay for the quarter.
	The list feature makes quick work of getting totals for my company's 941 quarterly tax forms. It's hard to beat something that makes tax forms faster to complete!
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