Excel advanced filter with or

Advanced filter in Excel and examples of its features

The information can be displayed in several parameters using the data filtering in Excel. For this purpose, two tools are intended: an auto filter and an advanced filter. They do not delete, but hide data that does not fit the condition. Autofilter performs simple operations. This tool has many more features.

Autofilter and advanced filter in Excel

There is a simple table, not formatted and not declared by the list. You can enable the automatic filter through the main menu.

1. Select any cell within the range with the mouse. Go to the «DATA» tab and press the «Filter» button.
2. Next to the headings of the table, there are arrows that open the lists of the autofilter.

If you format the data range as a table or declare it as a list, the auto filter will be added immediately.

To use the auto-filter is a simple thing: you just need to select an entry with the desired value. For example, display the supplies to the store number. We put the tick in front of the corresponding filtering condition:

You can see the result immediately:

Peculiarities of the tool:

1. AutoFilter works only in an unbroken range. Different tables on one sheet cannot be filtered, even if they have the same type of data.
2. The tool treats the top line as column headers and these values are not included in the filter.
3. It is acceptable to apply several filtering conditions at once. But each previous result can hide the records necessary for the next filter.

An extended filter has many more features:

1. You can set as many conditions for filtering as you want.
2. The criteria for selecting the data are visible.
3. The user easily finds the unique values in a multi-line array with the help of the advanced filter.

How to make an advanced filter in Excel

A ready-made example is how to use the advanced filter in Excel:

1. Create a table with the selected conditions. To do this, copy the headers of the source list and insert it above. In the table with the criteria for filtering, we leave a sufficient number of rows plus an empty string separating from the original table.
2. We will set the filtration parameters for the selection of rows with the value «New York» (in the corresponding column of the table with the terms we enter name city – New York). Activate any cell in the source table. Go to the «DATA» tab — «Advanced».
3. Fill in the filtering parameters. The initial range is the table with the original data. Links appear automatically, because one of the cells was active. A range of conditions is a condition label. Exit the Advanced menu by clicking OK.

Only the lines containing the value «New York» remained in the source table. To cancel the filter, we should click the «Clear» button in the «Sort» section.

How to use the advanced filter in Excel

Consider using the advanced filter in Excel to select the lines containing the words «New York» or «Los Angeles». The conditions for filtering must be in the same column. It is each under another in our example.

Fill in the advanced filter menu:

We get the table with the rows selected according to the specified criteria:

We will select the rows that contain the value «1» in the «Store» column, and the column value «> 1 000 000$». The criteria for filtering must be in the appropriate columns of the condition label in one line. Fill in the filtering parameters. Click OK.

Leave in the table only those lines that contain the word «Los Angeles» in the column «City» or in the column «Amount» — the value «>3 000 000$». Since the selection criteria apply to different columns, we place them on different lines under the appropriate headings. Apply tool:

This tool can work with formulas, which allows the user to solve almost any task when selecting values from arrays.

1. The result of the formula is a selection criterion.
2. The recorded formula returns the result TRUE or FALSE.
3. The initial range is indicated by absolute references, and the selection criterion (in the form of a formula) is using the relative references.
4. If TRUE is returned, the string will be displayed after applying the filter. FALSE is not.

We display rows containing an amount above the average. For this purpose, aside from the table with the criteria (in cell I1), we will enter the name «Largest Quantity». Below is the formula. We use the AVERAGE function.

Select any cell in the original range and call the tool. As a criterion for the selection we indicate I1: I2.

Only those rows are left in the table, where the values in the «Quantity» column are above the average.

To leave only non-repeating lines in the table, in the «Advanced Filter» window put the birdie in front of «Unique records only».

Click OK. Duplicate rows will be hidden. Only unique records remain on the sheet.

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Filter by using advanced criteria

If the data you want to filter requires complex criteria (such as Type = «Produce» OR Salesperson = «Davolio»), you can use the Advanced Filter dialog box.

To open the Advanced Filter dialog box, click Data > Advanced.

Salesperson = «Davolio» OR Salesperson = «Buchanan»

Type = «Produce» AND Sales > 1000

Type = «Produce» OR Salesperson = «Buchanan»

(Sales > 6000 AND Sales 3000) OR
(Salesperson = «Buchanan» AND Sales > 1500)

Salesperson = a name with ‘u’ as the second letter

Overview of advanced filter criteria

The Advanced command works differently from the Filter command in several important ways.

It displays the Advanced Filter dialog box instead of the AutoFilter menu.

You type the advanced criteria in a separate criteria range on the worksheet and above the range of cells or table that you want to filter. Microsoft Office Excel uses the separate criteria range in the Advanced Filter dialog box as the source for the advanced criteria.

Sample data

The following sample data is used for all procedures in this article.

The data includes four blank rows above the list range that will be used as a criteria range (A1:C4) and a list range (A6:C10). The criteria range has column labels and includes at least one blank row between the criteria values and the list range.

To work with this data, select it in the following table, copy it, and then paste it in cell A1 of a new Excel worksheet.

Comparison operators

You can compare two values by using the following operators. When two values are compared by using these operators, the result is a logical value—either TRUE or FALSE.

> (greater than sign)

= (greater than or equal to sign)

Greater than or equal to

(not equal to sign)

Using the equal sign to type text or a value

Because the equal sign ( =) is used to indicate a formula when you type text or a value in a cell, Excel evaluates what you type; however, this may cause unexpected filter results. To indicate an equality comparison operator for either text or a value, type the criteria as a string expression in the appropriate cell in the criteria range:

Where entry is the text or value you want to find. For example:

What you type in the cell

What Excel evaluates and displays

Considering case-sensitivity

When filtering text data, Excel doesn’t distinguish between uppercase and lowercase characters. However, you can use a formula to perform a case-sensitive search. For an example, see the section Wildcard criteria.

Using pre-defined names

You can name a range Criteria, and the reference for the range will appear automatically in the Criteria range box. You can also define the name Database for the list range to be filtered and define the name Extract for the area where you want to paste the rows, and these ranges will appear automatically in the List range and Copy to boxes, respectively.

Creating criteria by using a formula

You can use a calculated value that is the result of a formula as your criterion. Remember the following important points:

The formula must evaluate to TRUE or FALSE.

Because you are using a formula, enter the formula as you normally would, and do not type the expression in the following way:

Do not use a column label for criteria labels; either keep the criteria labels blank or use a label that is not a column label in the list range (in the examples that follow, Calculated Average and Exact Match).

If you use a column label in the formula instead of a relative cell reference or a range name, Excel displays an error value such as #NAME? or #VALUE! in the cell that contains the criterion. You can ignore this error because it does not affect how the list range is filtered.

The formula that you use for criteria must use a relative reference to refer to the corresponding cell in the first row of data.

All other references in the formula must be absolute references.

Multiple criteria, one column, any criteria true

Boolean logic: (Salesperson = «Davolio» OR Salesperson = «Buchanan»)

Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

To find rows that meet multiple criteria for one column, type the criteria directly below each other in separate rows of the criteria range. Using the example, enter:

Click a cell in the list range. Using the example, click any cell in the range A6:C10.

On the Data tab, in the Sort & Filter group, click Advanced.

Do one of the following:

To filter the list range by hiding rows that don’t match your criteria, click Filter the list, in-place.

To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$C$3.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog .

Using the example, the filtered result for the list range is:

Multiple criteria, multiple columns, all criteria true

Boolean logic: (Type = «Produce» AND Sales > 1000)

Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

To find rows that meet multiple criteria in multiple columns, type all the criteria in the same row of the criteria range. Using the example, enter:

Click a cell in the list range. Using the example, click any cell in the range A6:C10.

On the Data tab, in the Sort & Filter group, click Advanced.

Do one of the following:

To filter the list range by hiding rows that don’t match your criteria, click Filter the list, in-place.

To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$C$2.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog .

Using the example, the filtered result for the list range is:

Multiple criteria, multiple columns, any criteria true

Boolean logic: (Type = «Produce» OR Salesperson = «Buchanan»)

Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

To find rows that meet multiple criteria in multiple columns where any criteria can be true, type the criteria in the different columns and rows of the criteria range. Using the example, enter:

Click a cell in the list range. Using the example, click any cell in the list range A6:C10.

On the Data tab, in the Sort & Filter group, click Advanced.

Do one of the following:

To filter the list range by hiding rows that don’t match your criteria, click Filter the list, in-place.

To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip: When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$B$3.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog .

Using the example, the filtered result for the list range is:

Multiple sets of criteria, one column in all sets

Boolean logic: ( (Sales > 6000 AND Sales

To find rows that meet multiple sets of criteria where each set includes criteria for one column, include multiple columns with the same column heading. Using the example, enter:

Click a cell in the list range. Using the example, click any cell in the list range A6:C10.

On the Data tab, in the Sort & Filter group, click Advanced.

Do one of the following:

To filter the list range by hiding rows that don’t match your criteria, click Filter the list, in-place.

To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip: When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$D$3.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog .

Using the example, the filtered result for the list range is:

Multiple sets of criteria, multiple columns in each set

Boolean logic: ( (Salesperson = «Davolio» AND Sales >3000) OR (Salesperson = «Buchanan» AND Sales > 1500) )

Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

To find rows that meet multiple sets of criteria, where each set includes criteria for multiple columns, type each set of criteria in separate columns and rows. Using the example, enter:

Click a cell in the list range. Using the example, click any cell in the list range A6:C10.

On the Data tab, in the Sort & Filter group, click Advanced.

Do one of the following:

To filter the list range by hiding rows that don’t match your criteria, click Filter the list, in-place.

To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$C$3.To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog .

Using the example, the filtered result for the list range would be:

Wildcard criteria

Boolean logic: Salesperson = a name with ‘u’ as the second letter

To find text values that share some characters but not others, do one or more of the following:

Type one or more characters without an equal sign ( =) to find rows with a text value in a column that begin with those characters. For example, if you type the text Dav as a criterion, Excel finds «Davolio,» «David,» and «Davis.»

Use a wildcard character.

Any single character
For example, sm?th finds «smith» and «smyth»

Any number of characters
For example, *east finds «Northeast» and «Southeast»

(tilde) followed by ?, *, or

A question mark, asterisk, or tilde
For example, fy91

Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

In the rows below the column labels, type the criteria that you want to match. Using the example, enter:

Click a cell in the list range. Using the example, click any cell in the list range A6:C10.

On the Data tab, in the Sort & Filter group, click Advanced.

Do one of the following:

To filter the list range by hiding rows that don’t match your criteria, click Filter the list, in-place

To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip: When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$B$3.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog .

Using the example, the filtered result for the list range is:

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