Create an Excel Advanced Filter Watch this video to see the steps for setting up your criteria range, and running an Advanced Filter. The written instructions are below the video.
Your browser can't show this frame. Here is a link to the page Create an Excel Advanced Filter Here are the steps for setting up your data, and creating an Advanced Filter. Set up the database. The first row (A1:D1) has headings. Each column must have a unique heading - duplicate headings will cause problems when running an Advanced Filter. Subsequent rows contain data.
In Excel 2011 for mac, a PivotTable is a special kind of table that summarizes data from a table, data range, or database external to the workbook. If you’re PivotTable aficionado, you will be in seventh heaven with the new PivotTable capabilities in Office 2011 for Mac. (Excel 2003's filter is a bit easier to use - just select the value). To clear the filter, click Clear in the Sort & Filtering group. In Excel 2003, choose Filter from the Data menu and then Show All.
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There are no blank rows within the database. There is a blank row at the end of the database, and a blank column at the right.
Set up the Criteria Range (optional) In the criteria range for an Excel advanced filter, you can set the rules for the data that should remain visible after the filter is applied. You can use one criterion, or several. In this example, cells F1:F2 are the criteria range. The heading in F1 exactly matches a heading (D1) in the database. Cell F2 contains the criterion. The (greater than) operator is used, with the number 500 (no $ sign is included). After the Excel advanced filter is applied, orders with a total greater than $500 will remain visible.
Other operators include: = greater than or equal to not equal to 3. Set up the Extract Range (optional) If you plan to copy the data to another location, you can specify the columns that you want to extract. If you want to extract ALL columns, you can leave the extract range empty for the Excel advanced filter. Select the cell at the top left of the range for the extracted data. Type the headings for the columns that you want to extract. These must be an exact match for the column headings, in spelling and punctuation.
The column order can be different, and any or all of columns can be included. Apply the Excel Advanced Filter.
Select a cell in the database. On the Excel Ribbon's Data tab, click Advanced, to open the Advanced Filter dialog box. You can choose to filter the list in place, or copy the results to another location.
Excel should automatically detect the list range. If not, you can select the cells on the worksheet. Select the criteria range on the worksheet. If you are copying to a new location, select a starting cell for the copy Note: If you copy to another location, all cells below the extract range will be cleared when the Advanced Filter is applied.
Click OK Filter Unique Records With an Excel Advanced Filter, you can filter the data in place, or to a different location. When applying the advanced filter, you can specify that you want to see unique items only.
With that option selected, all the duplicates are removed from the filtered list. The written instructions for this technique are below the video.
Your browser can't show this frame. Here is a link to the page Filter Unique Records You can use an Excel Advanced Filter to extract a list of unique items in the database. For example, get a list of customers from an order list, or compile a list of products sold. In this example, the unique list is copied to a different location, and the original list in unchanged. Note: The list must contain a heading, or the first item may be duplicated in the results. Select a cell in the database. On the Excel Ribbon's Data tab, click Advanced.
In the Advanced Filter dialog box, choose 'Copy to another location'. For the List range, select the column(s) from which you want to extract the unique values. Leave the Criteria Range blank.
Select a starting cell for the Copy to location. Add a check mark to the Unique records only box. Video: Remove Duplicates In Excel 2007, and later versions, there is a Remove Duplicates tool. Unlike the, this does not leave the original list unchanged - it completely removes all duplicate items from the list.
Only the first instance of each item is left. You can that was used in this video. Your browser can't show this frame.
Here is a link to the page Extract Data to Another Worksheet With an advanced filter, you can extract data to a different sheet. Watch this video to see the steps, and the written instructions are below the video. Your browser can't show this frame. Here is a link to the page Extract Data to Another Worksheet If your Excel data is on one sheet, you can extract data to a different sheet, by using an Advanced Filter.
In this example, the data is on Sheet1, and will be copied to Sheet2. Go to Sheet2 (see the steps on the video above). Select a cell in an unused part of the sheet (cell C4 in this example).
On the Excel Ribbon's Data tab, click Advanced. Choose Copy to another location. Click in the List Range box.
Select Sheet1, and select the database. (optional) Click in the Criteria range box. Select the criteria range. Click in the Copy to box.
Select the cell on Sheet2 in which you want the results to start, or select the headings that you have typed on Sheet2. (optional) Check the box for Unique Values Only. Click OK Setting up the Criteria Range AND vs OR If a record meets all criteria on one row in the criteria area, it will pass through the Excel advanced filter. In example 1, at right -. the customer must be MegaMart. AND the product must be Cookies. AND the total must be greater than 500.
Criteria on different rows are joined with an OR operator. In the second example at right -.
the customer must be MegaMart. OR the product must be Cookies. OR the total must be greater than 500.
By using multiple rows, you can combine the AND and OR operators. In the third example at right -. the customer must be MegaMart AND the product must be Cookies OR.
the product must be Cookies AND the total must be greater than 500. Using Wildcards in Criteria Use wildcard characters to filter for a text string in a cell. The. wildcard The asterisk (.) wildcard character represents any number of characters in that position, including zero characters. In this example, any customer whose name contains 'mart' will pass through the Excel advanced filter. Wildcard The question mark (?) wildcard character represents one characters in that position. In this example any 4-letter product that begins with c, and ends with ke, will pass through the Excel advanced filter.
Both Coke and Cake are in the filtered results. The wildcard The tilde wildcard character lets you search for characters that are used as wildcards. In the first example at right, an asterisk is in the criteria cell - Good.Eats - so any products that begins with Good and ends with Eats, will pass through the Excel advanced filter. To find only the product that is named Good.Eats, use a tilde character in front of the asterisk in the critereia cell. Good.Eats. Criteria Examples Extract Items in a Range To extract a list of items in a range, you can use two columns for one of the fields. In this example, two columns are used for the Date field.
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If you enter two criteria on the same row in the criteria range, you create an AND statement. In this example, any records that are extracted must be greater than or equal to the first date AND less than or equal to the second date. Create Two or More Sets of Conditions If you enter criteria on different rows in the criteria range, you create an OR statement. In this example, extracted records must meet both conditions in row 2 OR both conditions in row 3. In the results, only the records for MegaMart Cookies, or for MiniMart Milk will be in the filter results. Extract Items with Specific Text When you use text as criteria with an Excel advanced filter, Excel finds all items that begin with that text.
For example, if you type 'Ice' as a criterion, Excel finds 'Ice', 'Ice Cream' and 'Ice Milk' To extract only the records for Ice, use the following format: ='=Ice' Download the Sample Workbook Download zipped workbook with sample data and criteria. For Excel 2003 instructions, see.
This post is brought to you by Jeffrey Johnson, a Program Manager on the Office Graphics and Visualizations team. Have you ever had a dataset but only needed to chart certain parts of it? Here are 4 methods for filtering your chart so you don’t have to edit or remove your data to get the perfect chart: hide data on the grid, table filtering, filtering using table slicers, and filtering directly from the chart. Setting up the chart We’ll begin by charting a dataset.
Let’s say we’re running a produce stand at a farmers market and want to understand our cost and profit on our sales. To create the chart, select the range, then click the Quick Analysis tool. Now select Charts, and then click Clustered Column. This gives us the following chart. Note: For this example, I added the chart title Produce Sales.
You can add your own title by clicking on the chart title, which will allow you to edit the text. Hide data on the grid Now I want to completely remove Cost/lb from this chart to focus completely on the profit.
I can hide the entire column and it will be reflected in the chart. To hide the coulmn, right-click the column header containing Cost/lb and then select Hide. The chart removes the series. Notice the grid header hints the hidden column. If you want to show the cost data again, unhide the column.
To do this, select both columns C and E by clicking the C column header and dragging it to column E. Now right-click the highlighted columns, and then click Unhide. Note: You also can also unhide by holding left-click on the right edge of the hidden column header and dragging it to the right. The series is now visible and on the chart once again. Table filtering If you want to filter out specific foods from your chart, you can turn your grid data into a table, which provides filtering for each row.
Select your data range, and then click the Quick Analysis tool. Select Tables, then click Table. Tables allow you to easily format, sort, filter, add totals, and use formulas with your data. Now that we have a table, we’ll filter the out-of-season produce. To reveal the filter, click the down arrow next to Food. Uncheck the out-of-season items, then click OK. The filter is applied to the chart.
Try exploring more filtering options by trying different combinations of filters, and be sure to give the search bar a try. This would be extremely useful if we had the whole produce section in our table. Filtering using table slicers Table slicers create a filtering experience with buttons as part of your worksheet. This allows you to easily click through your data to visualize different segments. For more information, that dives into the details of table slicers. In this example, we’ll create a table slicer to compare specific produce costs and profits.
To create a slicer, first click anywhere inside the table. On the Ribbon, select the Table Tools Design tab. Click Insert Slicer, check the box next to Food, and then click OK. Now we have a slicer linked to both our table and our chart. To filter, click an item under the Food heading and then see the chart and table update. To select multiple foods, hold down the Ctrl key and then click your desired items. To clear the filters, click the Clear Filter icon.
Filtering directly from the chart So far, all of the options we’ve looked at hide the data directly from the worksheet. But sometimes you have multiple charts to filter that are based on the same range or table. The on-object chart controls in Excel allow you to quickly filter out data at the chart level, and filtering data here will only affect the chart—not the data. Select the chart, then click the Filter icon to expose the filter pane. From here, you can filter both series and categories directly in the chart. For example, hover over Fruit Pear and see how the category is highlighted.
To get the same view we created in our earlier chart, we’ll hide the Cost/lb column. Under Series, uncheck Cost/lb, and then click Apply. The chart reflects your changes. Experiment with the filter pane by trying to filter out both series and category and see how quickly you can drill down to the data you need. More filtering capabilities The new Excel brings powerful ways to visualize and interact with your data.
For more advanced filtering capabilities, check out which enable you to aggregate, filter, and pivot with ease. –Jeffrey Johnson, Program Manager, Office Graphics and Visualizations Categories. Get started with Office 365 It’s the Office you know, plus tools to help you work better together, so you can get more done—anytime, anywhere. Sign up for updates Sign up now Microsoft may use my email to provide special Microsoft offers and information.