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Using The Excel AutoFilter

The document discusses how to use the Excel AutoFilter and Advanced Filter tools to filter data based on criteria. The AutoFilter allows filtering within a data set, while Advanced Filter copies matched records to a new location. An example demonstrates using Advanced Filter to find students with an A grade in a specific class section and copy their names and emails.

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13 views

Using The Excel AutoFilter

The document discusses how to use the Excel AutoFilter and Advanced Filter tools to filter data based on criteria. The AutoFilter allows filtering within a data set, while Advanced Filter copies matched records to a new location. An example demonstrates using Advanced Filter to find students with an A grade in a specific class section and copy their names and emails.

Uploaded by

lindmich1107
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Using the Excel AutoFilter

The Excel AutoFilter feature allows you to narrow your data based on
certain criteria and extract records that match those criteria.

• To turn on a filter, select the cells with data that you want to filter, click
the Data tab in the Ribbon, and then click Filter.
• Dropdown arrows will appear on the column headings, giving you
options to filter the data based on the criteria you are searching for.

In addition to AutoFilter, you can create a custom filter by using the


Advanced Filter tool. Advanced Filter allows you to generate a unique list
of items and extract those items to another place in your worksheet or
workbook.

Advanced Filter has several useful features.

• It allows you to apply several filter criteria simultaneously to the entire


data file, which AutoFilter does not.
• It also lets you easily change the criteria by typing new values directly
into the criteria cells.
• Additionally, Advanced Filter enables you to copy the filtered data to a
specified area within the same worksheet or a different worksheet
rather than just filter the data within the original data file. This can be
very helpful with a large data file such as a gradebook.

Here is an example of how you can use Advanced Filter. Suppose that you
want to identify each student with an A for the midterm grade in section 1 of
your class so that you can email those students and invite them to an honors
banquet, but you have a merged gradebook. You can use the Advanced
Filter function to filter this information and copy it into a separate area of the
worksheet or a new worksheet for further analysis.

A best practice is to start by inserting several rows above your dataset. In


the screenshot below, we have added seven rows above the original data.
Next, use the blank rows to set up and apply the criteria. Input "Midterm
Grade" and "Section" in two of the empty cells and then input "A" in the cell
below Midterm Grade and "1" in the cell below Section, as seen in the
screenshot below. When you set up your criteria, we suggest copying the
column headings you want to include directly from your original data sheet.
Now you need to determine the filter results you want displayed. You can
have the results appear on the same worksheet or in a different worksheet
within your workbook. To keep this simple, we will show you how to display
the search results within the same spreadsheet.
To begin, you need to specify the filter results you need — in this case,
Student name and Student email — and where the information should
appear on the spreadsheet. Add the column headings for Student name
and Student email to the right of your original data file, as seen in the
screenshot below. Then, click on the Advanced button.

A pop-up box will appear that asks you to specify your list range, your
criteria range, and where you would like the results to display. First, click
the dropdown arrow under "List Range" and select your data range.
Next, select your criteria range. Include both your column headings and the
criteria.

Finally, state where you would like the results to display. Choose the "Copy
to another location" option, select the filter results you want displayed (in
this case, Student name and Student email), and where to display them (in
this case, the cells below Student name and Student email).
Click OK. As you can see from the screenshot below, the results indicate
that three students from Section 1 have a midterm grade of an A, and their
names and email addresses are displayed.

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