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Excel - AutoFilter

The document discusses AutoFilter in Excel, which allows filtering of data by column to display only rows that meet certain criteria. It describes how to apply a basic filter by selecting items from a drop-down list in the column header, and how to use custom filters to specify multiple criteria using comparison operators like equals, less than, greater than. Custom filters can combine two criteria with "And" or "Or" logic. Text filters provide additional comparison options like begins with, ends with, and contains.

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Baroda32
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1K views

Excel - AutoFilter

The document discusses AutoFilter in Excel, which allows filtering of data by column to display only rows that meet certain criteria. It describes how to apply a basic filter by selecting items from a drop-down list in the column header, and how to use custom filters to specify multiple criteria using comparison operators like equals, less than, greater than. Custom filters can combine two criteria with "And" or "Or" logic. Text filters provide additional comparison options like begins with, ends with, and contains.

Uploaded by

Baroda32
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as PDF, TXT or read online on Scribd
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AutoFilter

AutoFilter allows you to display a subset of your list. In order to use this function your data must be
set up in a strict fashion. The rules are:

§ No columns without a heading


§ No blank rows
§ No merged cells

Excel places drop-down arrows directly on the column labels of your list. Clicking the arrow alongside
an entry displays a list of all the unique items in the column. By selecting an item from a list for a
specific column you can instantly hide all rows except those that contain the selected value.

To use Autofilter do the following:

1. Place your cursor anywhere within the data you wish to use (your cursor must not be outside
of the data range)

2. On the Home ribbon select Sort & Filter – this is one of the last icons on the ribbon.

You will be presented with the following options:

a) sort smallest to largest


b) Sort Largest to Smallest
c) Custom Sort
d) Filter
e) Clear
f) Reapply

3. Choose Filter – notice your list now has drop down arrows alongside each header

4. In the column you want to filter, click the


The Table filter pull-down list appears, including a submenu of column-specific records you
can use to filter your table.
NOTE: By default, all records are selected (i.e., set to display).

5. To filter the selected column, deselect the records you do not want displayed (i.e., be sure
that only the records you want displayed are selected) TIP if you only want to make one
choice deselect Select All and then make your choice

6. Click OK
All rows fitting the criteria of the selected column are displayed.

NOTES:
When you use AutoFilter the row numbers of the displayed records turn blue, and the filter
results appear in the status bar (e.g., 1 of 12 records found).
The button at the top of the column changes to

Removing the Filter

To remove the filter from your Table, in the filtered column, click the » select Clear Filter From...

Provided by Abacus Computer Training, Rickmansworth


T: 01923 710552 M: 07885 232 030 E: [email protected]
PDF Creator - PDF4Free v2.0 http://www.pdf4free.com
Using Custom AutoFilter
Custom AutoFilter allows you to filter a range of information and/or set multiple criteria.

1. Select the Sort & Filter icon

2. In the column you want to filter, click the select Text Filters or Number Filters » Custom
Filter…

The Custom AutoFilter dialog box appears.

NOTES:
If a column contains text, the Table filter pull-down list provides Text Filters; if the column
contains numbers, Number Filters are provided.
In the dialog box below, the column being filtered is called Amount and contains values
ranging from 134.78 to 987.32, which are displayed in ascending order in the Custom
AutoFilter pull-down list.

In the Comparison Operator pull-down list, select a type of comparison


EXAMPLE: Select is greater than

In the Corresponding pull-down list, select or type a criteria value


EXAMPLE: Type 300

OPTIONAL: If you want multiple criteria, select either And or Or and repeat steps 3 and 4
EXAMPLE:
In the Comparison Operator pull-down list, select is less than
In the Corresponding pull-down list, type 500

Click OK
Your Table is filtered to display rows in the selected column containing values between 300
and 500

To remove the filter from your Table, in the filtered column, click the button and
select Clear Filter From...

Provided by Abacus Computer Training, Rickmansworth


T: 01923 710552 M: 07885 232 030 E: [email protected]
PDF Creator - PDF4Free v2.0 http://www.pdf4free.com
Use the table below to help you fill in this box:-

To display rows: Select this option Example

That meet both specified The And option >3000 And <4500
criteria
Will display all rows with values that fall between 3000 and 4500

That meet either one or The Or button <300 Or >4500


the other of the specified
criteria. Displays all rows with values that are either less than 3000 or
greater than 4500.

TIP You can also use wildcard characters (* or ?) to find approximate values.

Custom Filters
Clicking on the Custom option from the drop-down list within AutoFilter allows you construct a criteria
by using conditional operators as follows:-

Operand What it Means


= Equal To
< Less Than
> Greater Than
<= Less than or equal to
>= Greater than or equal to
<> Not equal to

• Up to two criteria can be used related to each other by And or Or.

And specifies that both criteria must be met


Or specifies that either may be true individually

Text Filters

2007 gives you some additional text filters which were not available in previous Excel versions. I you
choose Text Filters from a drop-down arrow against a heading when Filter is selected you will be
given the following choices:

Equals The results must equal whatever you type


Does Not Equal The results must equal whatever you do not type
Begins With Results must begin with the given text string
Ends With Results must end with the given text string
Contains The results must contain the given text string
Does Not Contain The results must not contain the given text string
Custom Filter This allows you to customise your search giving you the same choices as per
custom filter in the numeric options above

Provided by Abacus Computer Training, Rickmansworth


T: 01923 710552 M: 07885 232 030 E: [email protected]
PDF Creator - PDF4Free v2.0 http://www.pdf4free.com

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