Excel 2010 Filtering Data

Excel 2010

Filtering Data

Introduction

Filtering Data

Watch the video (4:09). Need help?

To Filter Data:

1. Begin with a worksheet that identifies each column using a header row.
   Worksheet with header row
2. Select the Data tab, and locate the Sort & Filter group.
3. Click the Filter command.
   Clicking the filter command
4. Drop-down arrows will appear in the header of each column.
5. Click the drop-down arrow for the column you would like to filter. In this example, we will filter the Type column to view only certain types of equipment.
   Filtering a column
6. The Filter menu appears.
7. Uncheck the boxes next to the data you don't want to view. (You can uncheck the box next to Select All to quickly uncheck all.)
8. Check the boxes next to the data you do want to view. In this example, we will check Laptop and Projector to view only those types of equipment.
   Selecting filter data
9. Click OK. All other data will be filtered, or temporarily hidden. Only laptops and projectors will be visible.
   Filtered worksheet

To Add Another Filter:

1. Click the drop-down arrow where you would like to add a filter. In this example, we will add a filter to the Checked Out column to view information by date.
2. Uncheck the boxes next to the data you don't want to view. Check the boxes next to the data you do want to view. In this example, we will check the box next to August.
   Selecting filter data
3. Click OK. In addition to the original filter, the new filter will be applied. The worksheet will be narrowed down even further.
   Worksheet with two filters

To Clear a Filter:

1. Click the drop-down arrow in the column from which you want to clear the filter.
2. Choose Clear Filter From...
   Clearing a filter
3. The filter will be cleared from the column. The data that was previously hidden will be on display once again.
   

Advanced Filtering

To Filter Using Search:

1. From the Data tab, click the Filter command.
2. Click the drop-down arrow in the column you would like to filter. In this example, we will filter the Equipment Detail column to view only a specific brand.
3. Enter the data you would like to view in the Search box. We will enter the word "Saris" to find all Saris brand equipment. The search results will appear automatically.
   Entering a search
4. Check the boxes next to the data you want to display. We will display all the data that includes the brand name Saris.
5. Click OK. The worksheet will be filtered according to your search term.
   Worksheet filtered using Search

To Use Advanced Text Filters:

1. From the Data tab, click the Filter command.
2. Click the drop-down arrow in the column of text that you would like to filter. In this example, we will filter the Equipment Detail column to view only certain kinds of equipment.
3. Choose Text Filters to open the advanced filtering menu.
4. Choose a filter. In this example, we will choose Does Not Contain to view data that does not contain the text we specify.
   Selecting a text filter
5. The Custom AutoFilter dialog appears.
6. Enter your text to the right of your filter. In this example, we will enter "cam" to view data that does not contain those letters. That will exclude any equipment related to cameras, such as digital cameras, camcorders,camera bags, and the digicam printer.
   Entering filter text
7. Click OK. The data will be filtered according to the filter you chose and the text you specified.

   To Use Advanced Date Filters:

   Advanced date filters can be used to view information from a certain time period, such as last year, next quarter, between two dates, and more. Excel automatically knows your current date and time, making this tool very easy to use. In this example, we will use advanced date filters to view only the equipment that has been checked out this week.
   1. From the Data tab, click the Filter command.
   2. Click the drop-down arrow in the column of dates that you would like to filter. In this example, we will filter the Checked Out column to view only a certain range of dates.
   3. Choose Date Filters to open the advanced filtering menu.
   4. Click a filter. We will choose This Week to view equipment that has been checked out this week.
      Selecting a date filter
   5. The worksheet will be filtered according to the date filter you chose.
      Worksheet filtered by date

   To Use Advanced Number Filters:

   Advanced number filters allow you to manipulate numbered data in many different ways. For example, in a worksheet of exam grades, you could display the top and bottom numbers to view the highest and lowest scores. In this example, we will display only certain kinds of equipment based on the range of ID #s that have been assigned to them. 
   1. From the Data tab, click the Filter command.
   2. Click the drop-down arrow in the column of numbers that you would like to filter. In this example, we will filter the ID # column to view only a certain range of ID #s.
   3. Choose Number Filters to open the advanced filtering menu.
   4. Choose a filter. In this example, we will choose Between to view ID #s between the numbers we specify.
      Selecting a number filter
   5. Enter a number to the right of each filter. In this example, we will view ID #s greater than or equal to 3000, but less than or equal to 4000. That will display ID #s in the 3000-4000 range.
      Entering filter numbers
   6. Click OK. The data will be filtered according to the filter you chose and the numbers you specified.
      Worksheet filtered by number