MSEUFCI

Filtering Data
If your worksheet contains a lot of content, it can be difficult to find
information quickly. Filters can be used to narrow down the data in
your worksheet, allowing you to view only the information you need.

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To filter data:
• Equipment log worksheet to display only the
laptops and projectors that are available for
checkout.
1. Worksheet should include a header row,
which is used to identify the name of each
column. Worksheet is organized into different
columns identified by the header cells in
row: ID#, Type, Equipment Detail, and so on.
2. Select the Data tab, then click
the Filter command.
3. A drop-down arrow will appear in the header
cell for each column.
4. Click the drop-down arrow for the column
you want to filter. Filter column B to view only
certain types of equipment.
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To filter data:
5. The Filter menu will appear.
6. Uncheck the box next to Select All to
quickly deselect all data.
7. Check the boxes next to the data you
want to filter, then click OK.
Check Laptop and Projector to view only
these types of equipment.
8. The data will be filtered, temporarily
hiding any content that doesn't match the
criteria. Only laptops and projectors are
visible.

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To apply multiple filters:
• Filters are cumulative, which means
you can apply multiple filters to help
narrow down your results. To narrow
it down further to only show laptops
and projectors that were checked out
in August.
1. Click the drop-down arrow for the
column you want to filter. Add a
filter to column D to view
information by date.
2. The Filter menu will appear.
3. Check or uncheck the boxes
depending on the data you want to
filter, then click Uncheck
everything except for August.
4. The new filter will be applied.
Worksheet is now filtered to show
only laptops and projectors that
were checked out in August. Computer Science Department
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To clear a filter:

• After applying a filter, you may want

to remove—or clear—it from your
worksheet so you'll be able to filter
content in different ways.
1. Click the drop-down arrow for
the filter you want to clear. Clear
the filter in column D.
2. The Filter menu will appear.
3. Choose Clear Filter From
[COLUMN NAME] from the Filter
menu. Select Clear Filter From
"Checked Out".
4. The filter will be cleared from the
column. The previously hidden
data will be displayed. Computer Science Department
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Advanced filtering
• Basic filtering may not give you enough options. Excel includes
many advanced filtering tools, including search, text, date,
and number filtering, which can narrow your results to help
find exactly what you need.
• To filter with search:
• Excel allows you to search for data that contains an exact
phrase, number, date, and more. Use this feature to show
only Saris brand products in our equipment log.
1. Select the Data tab, then click the Filter command. A drop-
down arrow will appear in the header cell for each
column. Note: If you've already added filters to your
worksheet, you can skip this step.
2. Click the drop-down arrow for the column you want to
filter. Filter column C.
3. The Filter menu will appear. Enter a search term into
the search box. Search results will appear automatically
below the Text Filters field as you type. Type saris to find
all Saris brand equipment. When you're done, click OK.
4. The worksheet will be filtered according to your search
term. The worksheet is now filtered to show only Saris
brand equipment.

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To use advanced text filters:
• Advanced text filters can be used to display more specific
information, like cells that contain a certain number of characters or
data that excludes a specific word or number. To exclude any item
containing the word laptop.
1. Select the Data tab, then click the Filter command. A drop-
down arrow will appear in the header cell for each
column. Note: If you've already added filters to your
worksheet, you can skip this step.
2. Click the drop-down arrow for the column you want to filter.
Filter column C.
3. The Filter menu will appear. Hover the mouse over Text Filters,
then select the desired text filter from the drop-down menu.
Choose Does Not Contain to view data that does not contain
specific text.
4. The Custom AutoFilter dialog box will appear. Enter
the desired text to the right of the filter, then click OK.
Type laptop to exclude any items containing this word.
5. The data will be filtered by the selected text filter. Worksheet
now displays items that do not contain the word laptop.

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To use advanced number filters:
• Advanced number filters allow you to manipulate numbered data in
different ways. Display only certain types of equipment based on the
range of ID numbers.
1. Select the Data tab on the Ribbon, then click
the Filter command. A drop-down arrow will appear in the
header cell for each column. Note: If you've already added filters
to your worksheet, you can skip this step.
2. Click the drop-down arrow for the column you want to filter.
Filter column A to view only a certain range of ID numbers.
3. The Filter menu will appear. Hover the mouse over Number
Filters, then select the desired number filter from the drop-down
menu. Choose Between to view ID numbers between a specific
number range.
4. The Custom AutoFilter dialog box will appear. Enter the
desired number(s) to the right of each filter, then click OK. Filter
for ID numbers greater than or equal to 3000 but less than or
equal to 6000, which will display ID numbers in the 3000-6000
range.
5. The data will be filtered by the selected number filter. Only items
with an ID number between 3000 and 6000 are visible.

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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, or between two dates. Use advanced
date filters to view only equipment that has been checked out between July
15 and August 15.
1. Select the Data tab, then click the Filter command. A drop-down
arrow will appear in the header cell for each column. Note: If you've
already added filters to your worksheet, you can skip this step.
2. Click the drop-down arrow for the column you want to filter. Filter
column D to view only a certain range of dates.
3. The Filter menu will appear. Hover the mouse over Date Filters, then
select the desired date filter from the drop-down menu.
Select Between to view equipment that has been checked out
between July 15 and August 15.
4. The Custom AutoFilter dialog box will appear. Enter the
desired date(s) to the right of each filter, then click OK. Filter for dates
after or equal to July 15, 2015, and before or equal to August 15, 2015,
which will display a range between these dates.
5. The worksheet will be filtered by the selected date filter. Items have
been checked out between July 15 and August 15.

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End lecture

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