Module3 (FILTER) (Autosaved)
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jahanviAdvance Excel module-3
Filter/Advance Filter /Conditional Formatting
Introduction to Filters
In Excel, filters are a powerful tool that allows you to quickly and easily view specific data
within a larger dataset. By applying filters, you can isolate relevant information, analyze trends,
and make informed decisions.
Importance of Filters
Filters are essential for several reasons:
Data Organization: They help you organize your data efficiently, making it easier to
find and analyze specific information.
Time-Saving: Filters eliminate the need to manually search through large datasets,
saving you time and effort.
Data Analysis: Filters enable you to analyze subsets of data, identify patterns, and draw
meaningful conclusions.
Decision Making: By focusing on relevant data, filters assist in making informed and
accurate decisions.
Types of Filters
Excel offers two primary types of filters:
Filter
Auto Advance
Text Number Date
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1. AutoFilter:
o This is the most common type of filter and is easily accessible from the Data tab
in Excel.
o AutoFilter allows you to filter data based on specific criteria within individual
columns.
o You can filter by text, numbers, dates, and more.
Filtering for Keyboards in Excel: A Step-by-Step Guide
Method 1: Using the Filter Button
1. Select your data: Ensure that your entire dataset, including headers, is selected.
2. Activate the Filter feature: Click on the "Data" tab in the Excel ribbon and then select
"Filter" within the "Sort & Filter" group.
3. Apply the filter:
o Click on the arrow next to the "Product" column header.
o Choose "Text Filters" -> "Equals to."
o Enter "Keyboard" in the filter field and click "OK."
Method 2: Using the Keyboard Shortcut
1. Select your data: Make sure your entire dataset is selected.
2. Apply filters: Press Ctrl+Shift+L on your keyboard. This will automatically add filters
to all columns, including "Product."
3. Refine the filter: Click on the arrow next to the "Product" column and choose "Text
Filters" -> "Equals to" as before.
Multiple filters: You can apply filters to multiple columns simultaneously.
Custom filters: For more complex filtering, use "Custom Filters" to create specific criteria.
Advanced filtering: For advanced filtering scenarios, explore the "Advanced Filter" option
in the "Data" tab.
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Clear filters: To remove filters, click on the arrow next to the column header and select
"Clear Filter."
2. Advanced Filter:
Advanced filtering in Excel is a sophisticated technique that allows you to extract specific
subsets of data based on multiple criteria. It's particularly useful when you need to filter data
based on conditions that can't be easily achieved using the standard filter options.
Example: Filtering Sales Data
Applying Advanced Filtering to Extract Keyboard Data
Step-by-Step Guide:
1. Create a Criteria Range:
o Copy the column headers (Product, etc.) to a new location.
o Below the "Product" header, enter the value "Keyboard" to specify your filtering
criterion.
2. Set Up Output Range:
o Choose a location where you want the filtered results to appear. This could be a
new sheet or a different area within the same sheet.
3. Apply Advanced Filter:
o Go to the "Data" tab in the Excel ribbon.
o Click on "Advanced Filter" in the "Sort & Filter" group.
o In the "Advanced Filter" dialog box:
List Range: Select the entire range of your data, including headers.
Criteria Range: Select the criteria range you created in Step 1.
Copy to another location: Check this option if you want the filtered
results to be copied to a new location. Otherwise, select "In-place" to
replace the existing data.
Label Range: If your criteria range includes headers, check "Label
Range."
Click OK: The filtered results will appear in the specified output range.
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Why use advanced filtering?
4. Complex criteria: When you need to filter data based on multiple conditions that are
interconnected or involve logical operations (AND, OR, NOT), advanced filtering is
essential.
5. Custom formulas: You can use custom formulas to define the filtering criteria,
providing greater flexibility and control over your data extraction.
6. Large datasets: Advanced filtering can efficiently handle large datasets, allowing you to
quickly isolate relevant information.
7. Data analysis: It's a valuable tool for data analysis, enabling you to identify trends,
patterns, and outliers within your data.
Filtering Based on Multiple Criteria\
." You to filter records for the North region whose Sub-total is greater
than or equal to 900, set up the following criteria range:
Example-1:-
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Apply Excel Advanced Filter
In the criteria range in place, apply an advanced filter in this way:
Select any single cell within your dataset.
Go to the Data tab > Sort & Filter group and click Advanced.
Configure the Advanced Filter parameters
In the Excel Advanced Filter dialog window, specify the following parameters:
Action. Choose whether to filter the list in place or copy the results to another
location.
Selecting "Filter the list in place" will hide the rows that don't match your
criteria.
If you choose "Copy the results to another location", select the upper-left cell
of the range where you want to paste the filtered rows. Make sure the
destination range has no data anywhere in the columns because all cells
below the copied range will be cleared.
List range. It's the range of cells to be filtered, the column headings should be
included.
If you've selected any cell in your data set before clicking
the Advanced button, Excel will pick the entire list range automatically. If
Excel got the list range wrong, click the Collapse Dialog icon to the
immediate right of the List Range box, and select the desired range using
the mouse.
Criteria range. It's the range of cells in which you input the criteria.
In addition, the check box in the lower-left corner of the Advanced Filter
dialog window lets you display unique records only. For instance, this
option can help you extract all different (distinct) items in a column.
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Filter function:-
1. The Excel FILTER function is used to extract matching values from data based on one
or more conditions.
2. The output from FILTER is dynamic.
3. If source data or criteria change, FILTER will return a new set of results.
4. This makes FILTER a flexible way to isolate and inspect data without altering the original
dataset.
Syntax
=FILTER (array,include,[if_empty])
array - Range or array to filter.
include - Boolean array, supplied as criteria.
if_empty - [optional] Value to return when no
results are returned.
Example:-
Filter for Red group
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Conditional Formatting:-
What is Conditional Formatting? It is a tool in Excel that allows you to automatically
change the appearance of cells based on their values or content.
Why Use Conditional Formatting? It helps you quickly identify important information,
trends, or outliers in your data.
Scenario: You have a spreadsheet containing sales data for different products and regions. You want to
visually highlight the top-selling products and regions with the highest sales.
Conditional Formatting:
1. Highlight Top-Selling Products:
o Select the "Sales" column.
o Go to "Conditional Formatting" > "Highlight Cells Rules" > "Top 10%".
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o The top-selling products will be highlighted (e.g., with a green fill).
2. Highlight Highest Sales Region:
o Select the "Region" column.
o Go to "Conditional Formatting" > "Highlight Cells Rules" > "Greater Than".
o Enter the highest sales value (e.g., 1200).
o The region with the highest sales will be highlighted (e.g., with a blue fill).
5 conditional formatting top tips – Excel basics
1. Highlight matching / missing items in two lists
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1. Select first list.
2. Hold CTRL key and select the second list. This highlights both lists.
3. Go to Home > Conditional Formatting > Highlight cell rules > Duplicate values
2. Highlight top 10 items
A common problem faced by lots of people everyday. Which items are top / bottom n in this
list?The answer is simple. Just select your list and apply top / bottom rules.
1. Highlight walk-ins column
2. Go to Home > Conditional formatting >
Top/bottom rules > Top 10 items..
3. Click ok (or change the number if you fancy)
4. Done and done.
3. Visualize changes over time with elegant icons
Things change, people change, money changes and most importantly, data
changes… all the time. So how do you quickly and elegantly visualize how things
have changed over time? Simple, apply conditional formatting icons to spot the
changes.
Now, select “Trend” column and go to Conditional formatting
> New rule
Select format style as “Icon sets”
and apply the rule as shown
below.
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4. Top customers by category
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Time to ramp up the game. Let’s say you run a sporting goods store and you are looking the
category-wise units sold to each customer, like below.
we can use a tidy little formula to get
the answer. Let’s say our data is in the
range $R$6:$T$124.
1. Select your data, go to Conditional Formatting > New Rule
2. Select “Use a formula…” type of rule
3. Write the rule =$T6 = MAX(IF($R$6:$R$124 = $R6, $T$6:$T$124))
4. Set up formatting as you want
5. Done.
5. Highlight values in a range
Often we want to narrow our focus to a small range so we can analyze better. Let’s go back to
the store walk-ins example. If you want to highlight all days when the walk-ins are between 145
to 160 (the sweet spot as your manager calls it), you can use the built-in between rule, like
below:
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1. Select walk-ins column
2. Go to Conditional Formatting > Highlight cell rules > Between…
3. Either type in the range or point to cells containing values.
4. Done.
