Try it!
Use filters to temporarily hide some of the data in a table, so you can focus on the data you want to see.
Filter a range of data
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Select any cell within the range.
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Select Data > Filter.
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Select the column header arrow
. -
Select Text Filters or Number Filters, and then select a comparison, like Between.
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Enter the filter criteria and select OK.
.
Filter data in a table
When you Create and format tables, filter controls are automatically added to the table headers.
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Select the column header arrow
for the column you want to filter. -
Uncheck (Select All) and select the boxes you want to show.
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Click OK.
The column header arrow 
changes to a 
Filter icon. Select this icon to change or clear the filter.
Want more?
Filter data in a range or table
Filter data in a PivotTable
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What is Filter in Excel?
The filter in excel helps display relevant data by eliminating the irrelevant entries temporarily from the view. The data is filtered as per the given criteria. The purpose of filtering is to focus on the crucial areas of a dataset. For example, the city-wise sales data of an organization can be filtered by the location. Hence, the user can view the sales of selected cities at a given time.
A filter is necessarily required when working with a huge database. Being a widely used tool, the filter converts a comprehensive view into an easy-to-understand one. To apply filters, the dataset must contain a header row which specifies the name of every column.
Table of contents
- What is Filter in Excel?
- How to Filter in Excel?
- Method 1: With Filter Option Under the Home tab
- Method 2: With Filter Option Under the Data tab
- Method 3: With the Shortcut key
- How to Add Filters in Excel?
- Example #1–“Number Filters” Option
- Example #2–“Search Box” Option
- Option while you Drop Down the Filter Function
- The Techniques of Filtering in Excel
- Frequently Asked Questions
- Recommended Articles
- How to Filter in Excel?
How to Filter in Excel?
You can download this Filter Column Excel Template here – Filter Column Excel Template
It is good to work with filters because they fit our needs the way we want to. In order to filter data, select the entries to be visible and deselect the rest of the items.
The three methods to add filters in excel are listed as follows:
- With filter option under the Home tab
- With filter option under the Data tab
- With the shortcut key
Let us consider a dataset to go through the three methods of adding filters.
The following table shows the invoices issued to the buyers of different cities. We want to filter the data using different methods.
Method 1: With Filter Option Under the Home tab
In the Home tab, there is a “filter” option under the “sort and filter” drop-down of the “editing” section, as shown in the following image.
Step 1: Select the data and click “filter” under the “sort and filter” drop-down.
Step 2: The filters are added to the selected data range. The drop-down arrows, shown within the red boxes in the following image, are filters.
Step 3: Click the drop-down arrow of the column “city” to view the different names of the cities.
Step 4: To see the invoice values of “Delhi” only, select “Delhi” and uncheck all the remaining boxes.
Step 5: The data for the city “Delhi” is filtered and displayed in the following image.
Method 2: With Filter Option Under the Data tab
In the Data tab, there is a “filter” option under the “sort and filter” section, as shown in the following image.
Method 3: With the Shortcut key
The keyboard shortcutsAn Excel shortcut is a technique of performing a manual task in a quicker way.read more are a good way to speed up the daily tasks. Select the data and add the filter using either of the following shortcuts:
- Press the keys “Shift+Ctrl+L” together.
- Press the keys “Alt+D+F+F” together.
Note: The preceding shortcuts for adding filtersUsing sorting and filtering, we can see the data category wise. With filtering data quickly you can easily navigate through menus or clicking through a mouse in less time.read more are toggle keys. Repetitive pressing helps to turn on and turn off the filters.
How to Add Filters in Excel?
We can filter numbers using advanced techniques. Let us consider some examples to understand the working of filters in Excel.
Example #1–“Number Filters” Option
Working on the data under the preceding heading (methods of filtering in Excel), we want to apply the following filters:
a. To filter column B (invoice value) for numbers greater than 10000
b. To filter column B for numbers greater than 10000 but less than 20000
Let us go through the two cases one by one.
a. Filter numbers greater than 10000
Step 1: Open the filter in column B (invoice value) by clicking on the filter symbol.
Step 2: In “number filters,” choose the “greater than” option, as shown in the following image.
Step 3: The “custom autofilter” box appears.
Step 4: Enter the number 10000 in the box to the right of “is greater than.”
Step 5: The output displays the invoice values greater than 10000. The symbol within the red box is the filter icon. It indicates that the filter has been applied to column B.
b. Filter numbers greater than 10000 but less than 20000
Step 1: In “number filters,” choose the “greater than” option.
Step 2: In the “custom autofilter” box, select “is less than” in the second box to the left-hand side. This is shown in the following image.
Step 3: Enter the number 10000 in the box to the right of “is greater than.” Enter the number 20000 in the box to the right of “is less than.”
Step 4: The output displays the invoice values greater than 10000 but less than 20000.
Example #2–“Search Box” Option
Working on the data under the preceding heading (methods of filtering in Excel), we have replaced the first column (city) with product IDs.
We want to filter the details of product ID “prd 1.”
The steps are listed as follows:
Step 1: Add filters to the columns “product ID” and “invoice value.”
Step 2: In the search boxA search box in Excel finds the needed data by typing into it, then filters the data and displays only that much info. When working with large datasheets, this simple tool may save a lot of time.read more, enter the value that is to be filtered. So, enter “prd 1.”
Step 3: The output displays only the filtered value from the list, as shown in the following image. Hence, we can see the invoice value of the product ID “prd 1.”
Option while you Drop Down the Filter Function
- Sort A to Z and Sort Z to A: If you wish to arrange your data ascending or descending order.
- Sort by Color: If you want to filter the data by color if a cell is filled by color.
- Text filter: When you want to filter a column with some exact text or number.
- Filter cells that begin with or end with an exact character or the text
- Filter cells that contain or do not contain a given character or word anywhere in the text.
- Filter cells that are exactly equal or not equal to a detailed character.
For example:
- Suppose you want to use the filter for a specific item. Click on to text filter and choose equals.
- It enables you the one dialogue, which includes a Custom Auto-Filter dialogue box.
- Enter fruits under category and click Ok.
- Now you will get the data of fruits category only as shown below.
The Techniques of Filtering in Excel
The following techniques must be followed while filtering data:
- If the dataset is large, type the value to be filtered. This filters all the possible matches.
- If numerical data has to be filtered by specifying the greater than or the less than number, use the “number filters” option.
- If data has to be filtered by the color of specific rows, use the “filter by color” option.
Frequently Asked Questions
1. What are filters and how to add them in Excel?
Filtering is a technique which displays the required information and removes the unwanted data from the view. It helps the user focus on the relevant data at a given time.
The steps to add filters in Excel are listed as follows:
• Ensure that a header row appears on top of the data, specifying the column labels.
• Select the data on which filters are to be added.
• Add filters by any of the three given methods.
o Click the “filter” option under the “sort and filter” (editing section) drop-down of the Home tab.
o Click the “filter” option under the “sort and filter” section of the Data tab.
o Press the keys “Shift+Ctrl+L” or “Alt+D+F+F.”
Note: As soon as the filters are added, a drop-down arrow appears on the particular column header.
2. How to apply filters to one or more columns?
The steps to apply filters to one or more columns are listed as follows:
• Click the drop-down arrow of the column to be filtered.
• Uncheck the “select all” option which helps deselect all data.
• Select the boxes to be displayed.
• Click “Ok.”
The drop-down arrow changes to the filter icon as soon as a filter is applied. When filters are applied to multiple columns, the filter icon appears on each one of them. Hovering over the filter icon shows the filters that have been applied.
Note: The drop-down arrow on a column header indicates a filter is added. The filter icon indicates a filter has been applied.
3. How to use filters in Excel?
The filters can be applied to numbers, text values, and dates. These cases are discussed as follows:
Filter numbers
• Click on the “number filters.”
• Select any of the options like “equals,” “does not equals,” “greater than,” “less than,” “between,” “above average,” and so on.
• Specify the required fields in the dialog box that appears. This box may or may not be displayed.
For instance, in “equals,” enter the number against which the values should be compared. The filtered results show the matching numerical values.
Filter text and date values
• To filter text and date values, select “text filters” and “date filters” from the respective drop-down arrows.
• The “text filters” allow filtering text strings which contain specific characters or words. The “date filters” allow filtering dates for a particular year, month, week, and so on.
Note: The “plus” and the “minus” sign of the date filters are used for expanding and collapsing the various levels respectively.
Recommended Articles
This has been a guide to Filter in Excel. Here we discuss how to use/add filters in excel along with step by step examples and a downloadable template. You may learn more about Excel from the following articles –
- VBA FilterThe VBA Filter tool is used to sort out or fetch the desired data. However, this function accepts optional arguments, and the only required argument is an expression that covers the range, such as worksheets(«Sheet1»). Range(“A1”).read more
- How to Filter Pivot Table?By right-clicking on the pivot table, we can access the pivot table filter option. Another approach is to use the filter options available in the pivot table fields.read more
- Advanced Filter in ExcelThe advanced filter is different from the auto filter in Excel. This feature is not like a button that one can use with a single click of the mouse. To use an advanced filter, we have to define criteria for the auto filter and then click on the “Data” tab. Then, in the advanced section for the advanced filter, we will fill our criteria for the data.read more
- Types of Filters in Power BIThe filter function in Power BI is more commonly used to read data or reports based on multiple criteria. Visual level filters, page-level filters, report-level filters, drill-through filters, and so on are all available filters in Power Bi.read more
The Excel Filter Feature is a great tool that proves to be a lifesaver at the time when you are working with huge data in Excel. In this blog, we would unlock this filter feature in Excel. We would learn how to filter huge data in excel. We would also get into answering the following common questions – how to filter values, or numbers, or dates and time in Excel, how to use filter using wildcard characters in excel, how to filter using the search box, how to filter by text or cell color.
Sample Data – Download Sample File
In this blog, we would be using the below data. Kindly download and practice along with using the Download button.
Table of Contents
- Sample Data – Download Sample File
- What is the Purpose of Filter Feature in Excel?
- Adding Filter Option on Header Rows
- Simple Ways to Filter Your Data Set in Excel
- Applying Filter on Single Column
- Applying Filter on Multiple Columns
- Filter Data Using Filter Search Box in Excel
- Clearing Filter on Columns in Excel
- How to Filter Values or Text in Excel?
- Filter Values based on Two Criteria
- How to Filter Numbers in Excel?
- How to Filter Dates in Excel?
- How to Filter By Color in Excel?
- Quick Way to Filter By A Specific Cell’s Value, Font Color, Cell Color or Icon
- A Solution To – AutoFilter Does Not Work After Changing Data
- Copy and Paste only Filtered Data in Excel
- Copy and Paste Filtered Data Including Header Row
- Copy and Paste Filtered Data Excluding Header Row
- Removing Filter From Headers in Excel
What is the Purpose of Filter Feature in Excel?
The Filter Feature (also known as AutoFilter) is a powerful tool provided by Excel that narrows down the excel data or data in excel tables to show only those data that you want to see by temporarily hiding all other data. In our sample data, for example, we can use this feature to condense the data such that it only shows the programs taken up by the ‘Female‘ applicants.
In a similar way, you can filter by dates, or values or by any other such criteria.
The filters are always added to the headers of the data set. Therefore, it is important that your excel data must contain a header row, with logical headings. In our example, row 3 is the header row with headings describing the column data.
Once your dataset has proper headers, you are now good to insert the AutoFilter on these headers. To add AutoFilter on the header row, click on any of the cells inside the excel data set (like C7) and use any of the below-mentioned ways:
- Go to ‘Home‘ tab > ‘Editing‘ Group > ‘Sort & Filter‘ Option > ‘Filter‘ button.
- Go to ‘Data‘ tab > ‘Sort & Filter‘ group > ‘Filter‘ Button.
- Keyboard Shortcut Method : Ctrl + Shift + L
As soon as you use any of the above methods, the excel would automatically detect the header row inside the table or data set and insert filter buttons on each of the header cells. These are the downward-facing arrows, like the way shown below:
Simple Ways to Filter Your Data Set in Excel
Once the filter option added to the headers, you are good to start filtering your data set.
With this feature, you can filter your data by a single column or by multiple columns.
Applying Filter on Single Column
To apply the filter on a single column, simply click on the filter button (downward-facing arrow) of the respective column. (Let us firstly apply the filter on the column ‘Program Name’). As a result, you would notice that all the checkboxes are checked by default.
Uncheck the checkbox that says ‘Select All‘. This would remove the check boxes from all the values.
Now, start ticking the values that you wish to view and click on ‘OK’, like the way demonstrated in the below image.
Consequently, the excel would view or show only the selected values in the column, rest all are hidden. Don’t worry excel has not deleted them, they are still there in the backend.
Applying Filter on Multiple Columns
In a similar way, you can apply the filter on other columns in the Excel Data Table. There is no limitation on how many columns to which you can apply the filter.
Let us now apply another filter on the column having header – ‘Gender‘.
As a result, the excel would now only display the data set rows for selected ‘Program’ and for ‘Female’ candidates. All others are temporarily hidden (not removed).
Some Useful Points and Tips
Once a filter is applied on the header row-
- The Downward-facing arrow on the filtered column changes its icon which denotes that there is a filter applied to this column.
- When you take your mouse cursor over the filter button, it shows the filter values.
- To increase or decrease the width of the filter window, take your mouse cursor on the bottom-right corner of the filter window. Once the mouse cursor changes to a two-side facing arrow, click and drag right (to increase) or left (to decrease). See the below demonstration for more clarity.
Filter Data Using Filter Search Box in Excel
In the earlier section, we learned about how to filter your data set by selecting the checkboxes in the Filter window. There is yet another way to filter out a specific text or value or numbers or dates/time in Excel which is by using the ‘Filter’ search box. The Filter search box is placed just above the list of values in the Filter window.
To filter your data set using the ‘Filter’ search box, simply click on the ‘Filter’ drop-down icon on the header and type the search value in the search box. As a result, the excel would narrow down the list to show only the specified values. Finally, click on the ‘OK’ button to apply the filter.
To illustrate with an example, let us filter out the ‘Program’ column with the Bachelor’s degree.
Not sure about the exact text to search, then use wildcard characters in the search box for a non-exact filter search in Excel. If you are unaware of what are wildcard characters in Excel and its usage, then please click here.
Clearing Filter on Columns in Excel
When you want to clear filter from selected or all the header columns in Excel, you can use any of the below-mentioned ways:
- Click on the ‘Filter‘ icon on the header of the column header, and click on the option that says – Clear Filter from <Column Header Name>
- Another way is to click on the ‘Filter‘ icon of the header, and check the checkbox – ‘Select All‘.
When you clear the filter from the column ‘Gender’, the data set would now only have a filter on the column header ‘Program’. It has only cleared filter from the row ‘Gender’ and has not touched any other filters.
To clear multiple filter from all the headers cells, use any of the following way:
- Click on any of the cells in the dataset and navigate to the path – Data tab > Sort & Filter Group and there click on the option that says – Clear.
- Or you can even use this – Home Tab > Editing Group. Click the option Sort & Filter > Clear.
It is important to note that the above method only clears the filter from the header cell. It does not remove the filter icon from the header row. To learn how to remove the filter in Excel, wait until the end of this blog.
How to Filter Values or Text in Excel?
When you are working with text filters, there are many other text filter options available in addition to what we learned above. Below is the list of the same.
- You can filter the values or text which exactly Equals or which Does Not Equal to some text.
- Additionally, you can even filter for a non-exact match by using the Contains and Does Not Contain a text
- Or, you can even filter the values or text that starts or Begins With or Ends With a particular text.
These advanced filter options are available under the ‘Text Filter’ section of the Filter Window as shown in the image below:
Let us understand this with the help of a small example: Let us, for example, get the program that contains the word ‘Business’ in it. To achieve it,
Click on the ‘Filter‘ icon on the column header – ‘Program’, and take your mouse cursor to the option – Text Filters.
In the list of options that come up, select the option that says – ‘Contains‘. As a result, the ‘Custom AutoFilter‘ dialog box would appear on your screen. In the input box besides the word ‘Contains’, write the text that you want to filter (in our case ‘Business’) and press OK.
As soon as you press OK, excel would show all the values or text that contains the word ‘Business’ and will hide all other data rows.
Note that, just like Filter search box, this ‘Custom AutoFilter’ dialog box also accepts wildcard character search.
Filter Values based on Two Criteria
The Custom AutoFilter dialog box also allows us to filter out the data rows based on two criteria. Use the And and Or operator radio buttons based on how you wish to filter.
For example: Let us filter out all the programs for Commerce and Science. In this case, as we want both the values, we shall use Or operator, like this-
This would filter out those values which either contain the word ‘Commerce‘ or contain the word ‘Science‘.
How to Filter Numbers in Excel?
Similar to the text filter learned above, there are many additional filter options available carry Number Filters in Excel. Below is the list of the same:
- You can filter the exact number or amount by using Equals and Does Not Equal option under the ‘Number Filter’.
- Similarly, the Number Filter – Greater Than and Less Than allows us to get all values that are more or less than a specific value.
- Greater Than or Equal To and Less Than or Equal To works in a similar way.
- Between Number Filter allows you to filter out the values lies between two values (lower and upper values both inclusive)
- Other options are – Top 10, Above Average, Below Average
The filter option Top 10 does not exactly only mean Top 10 values. You can change it to any other value like Top 15, or Top 27 Values, and even Bottom 5 values and so on.
How to Filter Dates in Excel?
Unlike the Text and Number Filter, the Dates Filters option allows us with more advanced filtering options. The below image in itself is self-explanatory.
In a nutshell, below options are available for filtering dates in Excel –
- You can filter the dates which fall in the current month/week/quarter/year and even for previous and upcoming (i.e. next) month/week/quarter/year.
- Additionally, you can filter out by an exact date, or date that falls before or after a particular date, or between two dates.
- Excel provides with an option to filter all the dates in a particular month or quarter (regardless of the year in which it falls)
- You can create a custom date filter using the ‘Custom AutoFilter’ dialog box to which you are already aware of using.
Important to notice – Excel by default groups all the dates by year, months, and then the days. You can expand or collapse the groups (year, months, and days) to filter the dates and check/uncheck it to filter accordingly.
In the above image, you can see that all the dates are grouped by years first (2020 and 2019). Within the years there are months and then the days in the month. If you clear the checkbox for 2020, then the excel would only show the dates that lie in 2019.
How to Filter By Color in Excel?
When the data set contains any text with color or any cell with a background color, you can use the ‘Filter by Color‘ option in the ‘Filter’ Window to filter the dataset by a specific text or cell background color.
Let me explain this with a small example. I am changing the background color of different cells to yellow, orange, and green. Also, I have the font color in a few of the cells as ‘Red’.
To filter the values based on color, simply click on the ‘Filter’ drop-down arrow button on the header cell and take your mouse cursor over the option that says – ‘Filter by Color’.
As a result, you would see that excel lists all the cell and font color. You can choose the color that you want to filter with.
Let us, for example, filter the programs by Red font color. The result of the filter would be as below.
Quick Way to Filter By A Specific Cell’s Value, Font Color, Cell Color or Icon
Instead of using the ‘Filter’ drop-down icon to filter, you can even filter the dataset based on a specific cell’s value, icon, or font and cell color. To do so, follow the undermentioned steps:
- Right-click on the cell that contains the color by which you want to filter. Let us, in this case, filter by yellow color. Therefore, I have right-clicked on C4 (as it has a yellow cell color).
- Take your mouse cursor to the option that says – ‘Filter‘, and click on the option – ‘Filter by Selected Cell’s Color‘.
As a result, excel would filter the dataset based on the cell color – Yellow, as demonstrated in the below image:
A Solution To – AutoFilter Does Not Work After Changing Data
When you make any changes in the filtered data, you would notice that excel does not refresh the filter automatically. Yes, that is absolutely true. You need to reapply the filter in order to refresh the data and apply the filter on the changed data. There are a couple of ways to do the same, as listed below:
- Using Filter Window – After making changes in the filtered data, simply click on the ‘Filter’ drop-down arrow on the header cell and click ‘OK’ in there. However, there is are exceptions to this method. This would not work when you apply ‘filter by color’ or ‘Number Filter/Text Filter/Date Filter’. This technique only applies when you use the search box to filter out the data.
- Using Reapply Option – After making changes in the filtered data, simply navigate to the Data tab > Sort & Filter Group > Reapply Option. The keyboard shortcut key for the same is Ctrl + Alt + L.
This option is also available in the Home Tab > Editing Group > Sort & Filter Option > Reapply.
Copy and Paste only Filtered Data in Excel
There are two possibilities to copy and paste only filtered data in Excel.
Copy and Paste Filtered Data Including Header Row
Simply, click on any of the cell in the filtered area, and press Ctrl + A to select the entire excel table or data set. As a result, you would notice that excel selects the entire table including both data rows as well as the header row. Now, press Ctrl + C to copy the selection and use Ctrl + V at the destination location to paste the filtered data cells.
Copy and Paste Filtered Data Excluding Header Row
To copy and paste only filtered data (without header row), select the top-left cell of the data (which in our case it is C4). Press keyboard keys Ctrl + Shift + Down_Arrow and then press Ctrl + Shift + Right_Arrow (instead you can even use Ctrl + Shift + End). Any of these ways would select the entire data set (excluding headers). Now, use Ctrl + C to copy the selection and then Ctrl + V to paste the filtered data set at the destination cell.
Usually, when you copy the filtered dataset using the above methods, excel does not include the hidden rows in the copy area. The hidden rows are excluded and it only takes the visible rows while copying. However, sometimes when your data is huge, it may not work in expected behavior. In those cases, to play safe, you can use the GoTo (F5) > Special > Visible Cells Only feature to select only the visible rows. The keyboard shortcut for the same is Alt + ; (semi-colon).
Finally, let us now learn how to remove filters from the excel header row. There are multiple ways using which you can remove filters, as listed below-
- The easiest way is to use the keyboard shortcut – Ctrl + Shift + L.
- Another way is to use ribbon path – Data Tab > Sort & Filter Group > Filter option OR Home Tab > Editing Group > Sort & Filter Option > Filter Option.
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#Руководства
- 5 авг 2022
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0
Как из сотен строк отобразить только необходимые? Как отфильтровать таблицу сразу по нескольким условиям и столбцам? Разбираемся на примерах.
Иллюстрация: Meery Mary для Skillbox Media
Рассказывает просто о сложных вещах из мира бизнеса и управления. До редактуры — пять лет в банке и три — в оценке имущества. Разбирается в Excel, финансах и корпоративной жизни.
Фильтры в Excel — инструмент, с помощью которого из большого объёма информации выбирают и показывают только нужную в данный момент. После фильтрации в таблице отображаются данные, которые соответствуют условиям пользователя. Данные, которые им не соответствуют, скрыты.
В статье разберёмся:
- как установить фильтр по одному критерию;
- как установить несколько фильтров одновременно и отфильтровать таблицу по заданному условию;
- для чего нужен расширенный фильтр и как им пользоваться;
- как очистить фильтры.
Фильтрация данных хорошо знакома пользователям интернет-магазинов. В них не обязательно листать весь ассортимент, чтобы найти нужный товар. Можно заполнить критерии фильтра, и платформа скроет неподходящие позиции.
Фильтры в Excel работают по тому же принципу. Пользователь выбирает параметры данных, которые ему нужно отобразить, — и Excel убирает из таблицы всё лишнее.
Разберёмся, как это сделать.
Для примера воспользуемся отчётностью небольшого автосалона. В таблице собрана информация о продажах: характеристики авто, цены, даты продажи и ответственные менеджеры.
Скриншот: Excel / Skillbox Media
Допустим, нужно показать продажи только одного менеджера — Соколова П. Воспользуемся фильтрацией.
Шаг 1. Выделяем ячейку внутри таблицы — не обязательно ячейку столбца «Менеджер», любую.
Скриншот: Excel / Skillbox Media
Шаг 2. На вкладке «Главная» нажимаем кнопку «Сортировка и фильтр».
Скриншот: Excel / Skillbox Media
Шаг 3. В появившемся меню выбираем пункт «Фильтр».
Скриншот: Excel / Skillbox Media
То же самое можно сделать через кнопку «Фильтр» на вкладке «Данные».
Скриншот: Excel / Skillbox Media
Шаг 4. В каждой ячейке шапки таблицы появились кнопки со стрелками — нажимаем на кнопку столбца, который нужно отфильтровать. В нашем случае это столбец «Менеджер».
Скриншот: Excel / Skillbox Media
Шаг 5. В появившемся меню флажком выбираем данные, которые нужно оставить в таблице, — в нашем случае данные менеджера Соколова П., — и нажимаем кнопку «Применить фильтр».
Скриншот: Excel / Skillbox Media
Готово — таблица показывает данные о продажах только одного менеджера. На кнопке со стрелкой появился дополнительный значок. Он означает, что в этом столбце настроена фильтрация.
Скриншот: Excel / Skillbox Media
Чтобы ещё уменьшить количество отображаемых в таблице данных, можно применять несколько фильтров одновременно. При этом как фильтр можно задавать не только точное значение ячеек, но и условие, которому отфильтрованные ячейки должны соответствовать.
Разберём на примере.
Выше мы уже отфильтровали таблицу по одному параметру — оставили в ней продажи только менеджера Соколова П. Добавим второй параметр — среди продаж Соколова П. покажем автомобили дороже 1,5 млн рублей.
Шаг 1. Открываем меню фильтра для столбца «Цена, руб.» и нажимаем на параметр «Выберите».
Скриншот: Excel / Skillbox Media
Шаг 2. Выбираем критерий, которому должны соответствовать отфильтрованные ячейки.
В нашем случае нужно показать автомобили дороже 1,5 млн рублей — выбираем критерий «Больше».
Скриншот: Excel / Skillbox Media
Шаг 3. Дополняем условие фильтрации — в нашем случае «Больше 1500000» — и нажимаем «Применить фильтр».
Скриншот: Excel / Skillbox Media
Готово — фильтрация сработала по двум параметрам. Теперь таблица показывает только те проданные менеджером авто, цена которых была выше 1,5 млн рублей.
Скриншот: Excel / Skillbox Media
Расширенный фильтр позволяет фильтровать таблицу по сложным критериям сразу в нескольких столбцах.
Это можно сделать способом, который мы описали выше: поочерёдно установить несколько стандартных фильтров или фильтров с условиями пользователя. Но в случае с объёмными таблицами этот способ может быть неудобным и трудозатратным. Для экономии времени применяют расширенный фильтр.
Принцип работы расширенного фильтра следующий:
- Копируют шапку исходной таблицы и создают отдельную таблицу для условий фильтрации.
- Вводят условия.
- Запускают фильтрацию.
Разберём на примере. Отфильтруем отчётность автосалона по трём критериям:
- менеджер — Шолохов Г.;
- год выпуска автомобиля — 2019-й или раньше;
- цена — до 2 млн рублей.
Шаг 1. Создаём таблицу для условий фильтрации — для этого копируем шапку исходной таблицы и вставляем её выше.
Важное условие — между таблицей с условиями и исходной таблицей обязательно должна быть пустая строка.
Скриншот: Excel / Skillbox Media
Шаг 2. В созданной таблице вводим критерии фильтрации:
- «Год выпуска» → <=2019.
- «Цена, руб.» → <2000000.
- «Менеджер» → Шолохов Г.
Скриншот: Excel / Skillbox Media
Шаг 3. Выделяем любую ячейку исходной таблицы и на вкладке «Данные» нажимаем кнопку «Дополнительно».
Скриншот: Excel / Skillbox Media
Шаг 4. В появившемся окне заполняем параметры расширенного фильтра:
- Выбираем, где отобразятся результаты фильтрации: в исходной таблице или в другом месте. В нашем случае выберем первый вариант — «Фильтровать список на месте».
- Диапазон списка — диапазон таблицы, для которой нужно применить фильтр. Он заполнен автоматически, для этого мы выделяли ячейку исходной таблицы перед тем, как вызвать меню.
Скриншот: Excel / Skillbox Media
- Диапазон условий — диапазон таблицы с условиями фильтрации. Ставим курсор в пустое окно параметра и выделяем диапазон: шапку таблицы и строку с критериями. Данные диапазона автоматически появляются в окне параметров расширенного фильтра.
Скриншот: Excel / Skillbox Media
Шаг 5. Нажимаем «ОК» в меню расширенного фильтра.
Готово — исходная таблица отфильтрована по трём заданным параметрам.
Скриншот: Excel / Skillbox Media
Отменить фильтрацию можно тремя способами:
1. Вызвать меню отфильтрованного столбца и нажать на кнопку «Очистить фильтр».
Скриншот: Excel / Skillbox Media
2. Нажать на кнопку «Сортировка и фильтр» на вкладке «Главная». Затем — либо снять галочку напротив пункта «Фильтр», либо нажать «Очистить фильтр».
Скриншот: Excel / Skillbox Media
3. Нажать на кнопку «Очистить» на вкладке «Данные».
Скриншот: Excel / Skillbox Media
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Data Filter in Excel (Table of Contents)
- Data Filter in Excel
- Uses of Data Filter in Excel
- Types of Data Filter in Excel
- How to Add Data Filter in Excel?
Data Filter in Excel
Data Filter in excel has many purposes apart from filtering the data. Although its main purpose is to filter the data as per the required condition, apart from this, we can sort, arrange the data, filter the data as per the color of cells or fonts or any condition available in the Text filter in the column where the filter is applied. To apply the filter, first, select the row where we need a filter, then from the Data menu tab, select Filter from Sort & Filter section. Or else we can apply filter by using short cut key ALT + D + F + F simultaneously or Ctrl + Shift + L together.
Uses of Data Filter in Excel
- If the table or range contains a huge number of datasets, it’s very difficult to find & extract the precise requested information or data. In this scenario, the Data Filter helps out.
- Data Filter in Excel option helps out in many ways to filter the data based on text, value, numeric or date value.
- The Data Filter option is very helpful to sort out data with simple drop-down menus.
- The Data Filter option is significant to temporarily hide few data sets in a table so that you can focus on the relevant data we need to work on.
- Filters are applied to rows of data in the worksheet.
- Apart from multiple filtering options, auto-filter criteria provide the Sort options also relevant to a given column.
Definition
Data Filter in Excel: it’s a quick way to display only the relevant or specific information which we need & temporarily hide irrelevant information or data in a table.
To activate the Excel data filter for any data in excel, select the entire data range or table range and click on the Filter button in the Data tab in the Excel ribbon.
(keyboard shortcut – Control + Shift + L)
Types of Data Filter in Excel
There are three types of data filtering options:
1. Data Filter Based On Text Values – It is used when the cells contain TEXT values; it has below mentioned Filtering Operators (Explained in example 1).
Apart from multiple filtering options in a text value, AutoFilter criteria provide the Sort options also relevant to a given column. i.e. Sort by A to Z, Sort by Z to A, and Sort by Color.
2. Data Filter Based on Numeric Values – It is used when the cells contain numbers or numeric values
It has below mentioned Filtering Operators (Explained in example 2)
Apart from multiple filtering options in Numeric value, AutoFilter criteria provide the Sort options also relevant to a given column. i.e. Sort by Smallest to Largest, Sort by Largest to Smallest, and Sort by Color.
3. Data Filter Based On Date Values – It is used when the cells contain date values (Explained in example 3)
Apart from multiple filtering options in date value, AutoFilter criteria provide the Sort options also relevant to a given column. i.e. Sort by Oldest to Newest, Sort by Newest to Oldest, and Sort by Color.
How to Add Data Filter in Excel?
This Data Filter is very simple easy to use. Let us now see how to Add a Data Filter in Excel with the help of some examples.
You can download this Data Filter Excel Template here – Data Filter Excel Template
Example #1 – Filtering Based on Text Values or Data
In the below-mentioned example, the Mobile sales data table contains a huge list of datasets.
Initially, I have to activate the Excel data filter for the Mobile sales data table in excel, select the entire data range or table range, and click on the Filter button in the Data tab in the Excel ribbon.
Or click (keyboard shortcut – Control + Shift + L)
When you click on Filter, each column in the first row will automatically have a small drop-down button or filter icon added at the right corner of the cell i.e.
When excel identifies that the column contains text data, it automatically displays the option of text filters. In the mobile sales data, if I want sales data in the northern region only, irrespective of date, product, sales rep & units sold. I need to select the filter icon in the region header; I have to uncheck or deselect all the regions except the north region. It returns mobile sales data in the northern region only.
Once a filter is applied in the region column, Excel pinpoints you that table is filtered on a particular column by adding a funnel icon to the region column’s drop-down list button.
I can further filter based on brand & sales rep data. Now with this data, I further filter in the product region where I want the sales of the Nokia brand in the north region only irrespective of the sales rep, units sold & date.
I have to just apply the filter in the product column apart from the region column. I have to uncheck or deselect all the products except the NOKIA brand. It returns Nokia sales data in the north region.
Once the filter is applied in the product column, Excel pinpoints you that table is filtered on a particular column by adding a funnel icon to the product column’s drop-down list button.
Example #2 – Filtering Based on Numeric Values or Data
When excel identifies that the column contains NUMERIC values or data, it automatically displays the option of text filters.
If I want data of units sold in the mobile sales data, which is more than 30 units, irrespective of date, product, sales rep & region. For that, I need to select the filter icon in the units sold header; I have to select the number of filters, and under that greater than an option.
Once greater than option under number filter is selected, pop up appears, i.e. Custom auto filter, in that under the unit sold, we want datasets of more than 30 units sold, so enter 30. Click ok.
It returns mobile sales data based on the units sold. i.e. more than 30 units only.
Once the filter is applied in the units sold column, Excel pinpoints you that table is filtered on a particular column by adding a funnel icon to the units sold column drop-down list button.
Sales data can be further Sorted by Smallest to Largest or Largest to Smallest in units sold.
Example #3 – Filtering based on Date Value
When excel identifies that the column contains DATE values or data, it automatically displays the option of DATE filters.
Date filter lets you filter dates based on any date range. For example, you can filter on conditions such dates by day, week, month, year, quarter, or year-to-date.
In the mobile sales data, if I want mobile sales data only on or for the date value, i.e. 01/15/17, irrespective of units sold, product, sales rep & region. I need to select the filter icon in the date header; I have to select the date filter, and under that equals to option.
Custom AutoFilter dialog box will appear; enter a date value manually, i.e. 01/15/17
Click ok. It returns mobile sales data only on or for the date value, i.e. 01/15/17
Once a filter is applied in the date column, Excel pinpoints you that table is filtered on a particular column by adding a funnel icon to the date column drop-down list button.
Things to Remember
- Data filter helps out to specify the required data that you want to display. This process is also called “Grouping of data, ” which helps out better analyse your data.
- Excel data can also be used to search or filter a data set with a specific word in a text with the help of a custom auto filter on the condition it contains ‘a’ or any relevant word of your choice.
- Data Filter option can be removed with the below-mentioned steps:
Go to the Data tab > Sort & Filter group and click Clear.
A Data Filter option is Removed.
- Excel data filter option can filter the records by multiple criteria or conditions, i.e. by filtering multiple column values (more than one column) explained in example 1.
- Excel data filter helps out to sort out blank & non-blank cells in the column.
- Data can also be filtered out with the help of wild characters, i.e.? (question mark) & * (asterisk) & ~ (tilde)
Recommended Articles
This has been a guide to a Data Filter in Excel. Here we discuss how to Add a Data Filter in Excel with excel examples and downloadable excel templates. You may also look at these useful functions in Excel –
- Excel Filter Shortcuts
- Excel Column Filter
- Advanced Filter in Excel
- VBA Filter