Add Filters in MS Excel

Microsoft Excel helps users organize and analyze data systematically using spreadsheets, formulas, built-in functions. However, when dealing with large datasets, locating specific information quickly can be challenging. To make this process easier, filters are used. Filters allow us to narrow down the dataset so we can focus only on the relevant information without getting overwhelmed.

Adding Filters in Excel

Let’s see how to apply filters using an example of an equipment log where we want to display only laptops and projectors available for checkout.

Step 1:

Make sure our worksheet has a header row that names each column. This is important for filters to work properly.

Step 2:

Select the Data tab and then click the Filter command.

Step 3:

Drop-down arrows will appear next to each header. Click the drop-down arrow for the column we want to filter. For example, to filter equipment types, click the arrow in column C.

Step 4:

The Filter menu will appear. Uncheck the box next to Select All to quickly deselect all data.  

Step 5:

Check the boxes next to the data we want to filter and then click OK. In this example, we will check Laptop and Tablet to view only those types of equipment. 

Step 6:

The worksheet will now show only the selected equipment helps in hiding all other rows temporarily.

Filtering options can also be accessed from the "Sort & Filter" command on the Home tab.  

Applying Multiple Filters

Filters in Excel work together so we can apply more than one filters to narrow down our data. For example, if we're already filtered the worksheet to show only the humanities stream we can add another filter to display only records where the gender is Female.

Step 1:

Click the drop-down arrow for the column we want to filter next. In this case, column D for Gender.

Step 2:

The Filter menu will appear.

Step 3:

Select or deselect the options as needed. For example, uncheck all except Female then click OK.

Step 4:

The new filter will be applied. In our example, the worksheet is now filtered to show only humanities stream that checked Female Gender.  

How to clear a filter in Excel?

After applying a filter, we may want to remove or clear it from our worksheet, so we'll be able to filter content in different ways.

Step 1:

Click the drop-down arrow for the column with the filter we want to clear. For example to clear the filter in column D, click the arrow in column D.

Step 2:

The Filter menu will appear.

Step 3:

Choose Clear Filter from [COLUMN NAME] from the Filter menu. In our example, we'll select Clear Filter from "Stream".  

Step 4:

The filter will be cleared from the column. The previously hidden data will be displayed. The data displayed is given below:

Filters turn a messy spreadsheet into something simple and manageable helps in making data work feel a bit less like work and a lot more like solving a puzzle.