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Massive spreadsheets are difficult to deal with. Searching for the things you want can be difficult. Scrolling through thousands of rows is even worse. By using AutoFilter and advanced filters, you can whittle the visible data down to just the information you want to see. And that makes your job easier. Got a different version? No problem, you can still follow the exact same steps.

Excel makes it incredibly easy to filter your data. We can use the AutoFilter to get all sorts of information from these columns.

For now, though, look at the list at the bottom of the pop-up menu. Unchecking one of those boxes filters out that particular make from the list. This removes the check from every entry in the list. You can see in the image above that the filter arrow changed to an image of a filter.

This reminds you which columns have applied filters at any given time. If you use colors to code your data perhaps with the always-useful conditional formattingfiltering by color is a great feature to know about. This is one place where filtering by color falls short of standard filtering. But you can do a bit of a workaround to get a similar effect. Use the options here to sort the cell colors in the order you want them if you need a refresher, check out our article on sorting.

AutoFilter also gives you the ability to filter for specific strings of text. If you want to find all entries that start with a B, for example, you can. The other custom text AutoFilter options work the same way. Like the text filters, you can access number filters that let you filter for cells that meet certain criteria.

As you can see, there are plenty of options, most of which are self-explanatory. And there are actually quite a few things. Try it for yourself! Type in a model name, then open the advanced filter dialog and select your criteria range.

And you can use wildcards for texttoo. Now that you understand the basics of using a criteria range, we can talk about some of the more powerful things you can do. Including two different criteria on the same row, for example, is equivalent to filtering for an AND logical statement:. Type or click to tell Excel where it should put the newly copied list. Excel only lets you copy a filtered list to the current sheet. Check this if you want to remove duplicates from your copied list.Assume that you have business data consisting of around rows like below.

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Now if your manager comes to you and asks for a list of top 10 clients and the minimum amount of the Top clients. What will you do to find top clients in the database?

Sorting Data & Using Filter Function in MS Excel 2007 in Hindi Part 6

Then you will paste the First 10 rows in another sheet and then apply the MIN Function to get the minimum amount of the top 10 clients. But if tomorrow your criteria change to something else, then will you will have to do the same thing with another criterion? Very tedious task.

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You may argue that If you use MIN function for entire data set without copy-pasting the first 10 rows. My answer to this that the function will return the minimum value of the entire data set and not the top 10 values. Before you start doing subtotal function you have to apply the filter.

As soon as you click on Top 10, another new box will appear and be looking for your confirmation. You can choose the desired number from the box and then click ok. Here is my example, it is By clicking on OK you will get the list of top 10 clients.

I recommend that you should check out other variants too. The excel advanced filter techniques are handy for many challenges you face at work Now you want to check which is the Minimum Number. Here you cannot use the Min function because MIN function will select the entire range including the hidden rows and will give the result from your dataset and not from the filtered data.

Excel Advanced filter technique using the Subtotal excel function

Excel is smart. Our aim is to find out the minimum numbers from these 10 records. Now change the number subtotal 9 to subtotal 5because subtotal 9 is used for Sum and subtotal 5 is used for Minimum. And then Press enter. You will get the minimum number of your filtered data. You go to your amount filter dropdown.

And this time in case of 10 chooses only Top 5. You will get the minimum number from the Top 5 Clients. Similarly, you can use different numbers for a different function. You can use number subtotal 9 for Sum, number subtotal 4 for Max etc. It will come up automatically but you need to remember the logic.

They write Subtotal excel formulas manually and then put the numbers 5 or 9 indicating what they are looking for but they make the selection manually. If you look very closely at the selection, it starts from 11th Row actual data Starts from 4th row and ends in th row actual data ends in th Row. It does not take the extra date which is hidden between th and th row.The tutorial explains the basics of Excel's Advanced Filter and shows how to use it to find the records that meet one or more complex criteria.

If you had a chance to read our previous tutorial, you know that Excel Filter provides a variety of options for different data types. Those inbuilt filtering options for text, numbers, and dates can handle many scenarios. Many, but not all! When a regular AutoFilter can't do what you want, use the Advanced Filter tool and configure the criteria exactly suited to your needs.

Excel's Advanced Filter is really helpful when it comes to finding data that meets two or more complex criteria such as extracting matches and differences between two columns, filtering rows that match items in another list, finding exact matches including uppercase and lowercase characters, and more.

Please click on the links below to learn more. Compared to the basic AutoFilter tool, Advanced Filter works differently in a couple of important ways.

Advanced Filter cannot be applied automatically since it has no pre-defined setup, it requires configuring the list range and criteria range manually. AutoFilter allows filtering data with a maximum of 2 criteria, and those conditions are specified directly in the Custom AutoFilter dialog box. Using Advanced Filter, you can find rows that meet multiple criteria in multiple columns, and the advanced criteria need to be entered in a separate range on your worksheet. Below you will find the detailed guidance on how to use Advanced Filter in Excel as well as some useful examples of advanced filters for text and numeric values.

Using Excel Advanced Filter is not as easy as applying AutoFilter as is the case with many "advanced" things : but it's definitely worth the effort. To create an advanced filter for your sheet, perform the following steps.

For example, here's how our sample table looks like:. Type your conditions, aka criteria, in a separate range on the worksheet. In theory, the criteria range can reside anywhere in the sheet. In practice, it's more convenient to place it at the top and separate from the data set with one or more blank rows. For example, to filter records for the North region whose Sub-total is greater than or equal toset up the following criteria range:. For the detailed information about the comparison operators, wildcards and formulas that you can use in your criteria, please see Advanced Filter criteria range.

The Excel Advanced Filter dialog box will appear and you set it up as explained below. Selecting " Filter the list in place" will hide the rows that don't match your criteria. If you choose " Copy the results to another location"select the upper-left cell of the range where you want to paste the filtered rows. Make sure the destination range has no data anywhere in the columns because all cells below the copied range will be cleared. If you've selected any cell in your data set before clicking the Advanced button, Excel will pick the entire list range automatically.

If Excel got the list range wrong, click the Collapse Dialog icon to the immediate right of the List Range box, and select the desired range using the mouse. Criteria range.This example teaches you how to apply an advanced filter in Excel to only display records that meet complex criteria.

excel filter tutorial

When you use the Advanced Filter, you need to enter the criteria on the worksheet. Create a Criteria range blue border below for illustration only above your data set.

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Use the same column headers. Be sure there's at least one blank row between your Criteria range and data set.

excel filter tutorial

Notice the options to copy your filtered data set to another location and display unique records only if your data set contains duplicates. No rocket science so far. We can achieve the same result with the normal filter. We need the Advanced Filter for Or criteria. Note: always place a formula in a new column. Do not use a column label or use a column label that is not in your data set.

Create a relative reference to the first cell in the column B6. Advanced Filter. And Criteria Or Criteria Formula as Criteria This example teaches you how to apply an advanced filter in Excel to only display records that meet complex criteria.

Enter the criteria shown below on the worksheet.

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Download Excel File advanced-filter. Follow Excel Easy. Become an Excel Pro Examples.If you have a dataset and you want to filter it using a criterion, you can easily do it using the Filter option in the Data ribbon. And if you want a more advanced version of it, there is an advanced filter in Excel as well. If you just need to filter data and do some basic stuff, I would recommend stick to the inbuilt Filter functionality that Excel interface offers.

You should use VBA Autofilter when you want to filter the data as a part of your automation or if it helps you save time by making it faster to filter the data. For example, suppose you want to quickly filter the data based on a drop-down selection, and then copy this filtered data into a new worksheet. While this can be done using the inbuilt filter functionality along with some copy-paste, it can take you a lot of time to do this manually.

Note : I will cover this example on filtering data based on a drop-down selection and copying into a new sheet later in this tutorial. This simply means that if you can not see the filter icons in the column headers, you will start seeing it when this above code is executed, and if you can see it, then it will be removed.

This can easily be done using inbuilt filter functionality. If this is all you want to do, better used the inbuilt Filter functionality. But before I show you those, let me first cover a few examples to show you what all the AutoFilter method can do. Click here to download the example file and follow along. For example, if you want to filter all the records where the quantity is more than 10 but less than 20, you can use the below code:.

It may look weird, but no matter how many top items you want, the Operator value always remains xlTop10Items. An asterisk can represent any number of characters.

excel filter tutorial

If you want to not only filter the records based on criteria but also copy the filtered rows, you can use the below macro. And if there are filtered rows, it will copy those, insert a new worksheet, and paste these rows on that newly inserted worksheet. Using Autofilter in VBA along with a drop-down listyou can create a functionality where as soon as you select an item from the drop-down, all the records for that item are filtered.

This type of construct can be useful when you want to quickly filter data and then use it further in your work. This is a worksheet event codewhich gets executed only when there is a change in the worksheet and the target cell is B2 where we have the drop-down. If All is selected, the entire data set is shown. If you have a sheet with multiple datasets and you want to make sure you know that there are no filters already in place, you can use the below code. If you have filters applied to the dataset and you want to show all the data, use the below code:.

In case you already have filters in place, you can enable AutoFilter to make sure it works even on protected sheets. Below is the code that will protect the sheet, but at the same time, allow you to use Filters as well as VBA macros in it.

This means that while the worksheet is protected, the VBA macros code would continue to work.

Data Filtering in Excel 2010

Hi, I want to know if its possible to filter by a week number, as example having week number in a cell. I always see these filters with 1 or 2 criteria.

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Also, is it possible to have several. AutoFilters on the same field without using Criteria2, i.When you first create an Excel Table, you'll see filter buttons automatically added to the top of each column.

For example, when I click the filter for Color, Excel displays a checkbox for each color that appears in the data. This list is dynamic. If I change Purple to Yellow in a row, Yellow appears automatically in the filter menu. When you're filtering data in a table, Excel will display a message in the status bar at the lower left.

This message will show how many records are currently visible. So for example, I can filter on colors that begin with the letter "p" which in this case shows all records with a color of Purple or Pink. Here we are looking at records where the color is Pink or Purple and the Quantity is greater than Once you have a number of columns filtered in a table, a quick way to reset the filter and show all records is to turn the filter off and then on again with the keyboard shortcut control shift L.

When you toggle the filter controls this way, all filters are cleared and all rows are displayed. If for some reason you want to hide filter controls, but leave active filters in place, you can use the Filter checkbox under Table Tools. Skip to main content.

excel filter tutorial

This lesson is from our online video training. How to use Table filters. In this video, we'll look at how filters work in an Excel table. Each filter is customized to match the contents of the column.

I'll undo that change. To filter on a single value, click Select all, then check the value. Notice a filtered column will display a different icon than an unfiltered column.

How to filter in Excel

To clear a filter, use the clear option in the menu. Each filter also contains a search box that performs a "contains" search. For example, if I type the letter "n" I'll get colors that all contain at least one "n". Directly above the search box is a menu with commands linked to column contents. Since colors are text values, the options here are for text. In the Quantity column, this menu shows options for numbers, since quantity is numeric. I'll filter on records that have a quantity greater than Filters are additive.

Each time you add a new filter, you'll further restrict the number of records you see. When I filter on the yearwe get an even smaller list of matching records. Dates are automatically grouped by year and month. In addition, dates will have a long list of options connected to the current date.

You'll see commands to filter on tomorrow, today, yesterday, next week, this week, and so on. This setting only toggles the visibility of filter controls. Excel Tables. Related shortcuts Insert table.There are many built-in Excel tools to help with data management and the sorting and filtering features are among the best.

The filter tool gives you the ability to filter a column of data within a table to isolate the key components you need. The sorting tool allows you to sort by date, number, alphabetic order and more. In the following example, we will explore the usage of sorting and filtering and show some advanced sorting techniques. As you can see, the order dates, order numbers, prices, etc. This process is fairly simple. You can either highlight the whole column or even click on the first cell in the column to get started.

Then you will:. The whole table has now adjusted for the sorted column. Note: when the data in one column is related to the data in the remaining columns of the table, you want to select Expand the selection. This will ensure the data in that row carries over with sorted column data. Specifically, you want to find the number of sales Dylan Rogers made to Eastern Company.

In the following GIF, we can see how the Custom Sorting tool can be used to sort date ranges or price ranges. What if you wanted to sort by date and by price? This where the Custom Sort option really comes in handy. After selecting your first sorting conditions, you can add a level to get event more accurate data:. As you can see, Excel offers a variety of sorting and filtering tools to help you refine your data and keep it organized.

Now go out there and get your data sorted! Use Learn Excel Now to help with all your Excel questions and training needs. Your email address will not be published. Save my name, email, and website in this browser for the next time I comment.

Notify me of follow-up comments by email. Notify me of new posts by email. Learn Excel Now helps you conquer the fear of Excel. By providing self-paced and instructor-led training and free strategies and guides, we leave no Excel mystery unsolved. Learn Excel Now questions learnexcelnow. All rights reserved. Keep up to date on all the newest live trainings, events, and tutorials. Comments Good lesson. Thank you. Leave a Reply Cancel reply Your email address will not be published.


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