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Excel's filtering feature is helpful, but add a bit of creativity and it becomes much more. Susan Harkins explains. Excel's AutoFilter feature is easy to implement and use, but it can do more than first meets the eye. The trick is to be a bit creative. The tips in this article aren't related in any way; they all extend the feature or use it to complete a nonfiltering task. For your convenience, you can download the .xlsx (http://b2b.cbsimg.net/downloads/Thompson/ExcelFilterDemo.xlsx) or .xls (http://b2b.cbsimg.net/downloads/Thompson/ExcelFilterDemo.xls) demonstration file, but you can work with any simple dataset. The article includes instructions for Excel 2010, but it also provides steps for Excel 2003 when significantly different. About AutoFilter MICROSOFT Four useful Excel filtering behaviors By Susan Harkins March 16, 2015, 1:52 PM PST

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  • 3/17/2015 FourusefulExcelfilteringbehaviorsTechRepublic

    http://www.techrepublic.com/article/fourusefulexcelfilteringbehaviors/ 1/18

    Excel'sfilteringfeatureishelpful,butaddabitofcreativityanditbecomesmuchmore.SusanHarkinsexplains.

    Excel'sAutoFilterfeatureiseasytoimplementanduse,butitcandomorethanfirstmeetstheeye.Thetrickistobeabitcreative.Thetipsinthisarticlearen'trelatedinanywaytheyallextendthefeatureoruseittocompleteanonfilteringtask.

    Foryourconvenience,youcandownloadthe.xlsx(http://b2b.cbsimg.net/downloads/Thompson/ExcelFilterDemo.xlsx)or.xls(http://b2b.cbsimg.net/downloads/Thompson/ExcelFilterDemo.xls)demonstrationfile,butyoucanworkwithanysimpledataset.ThearticleincludesinstructionsforExcel2010,butitalsoprovidesstepsforExcel2003whensignificantlydifferent.

    AboutAutoFilter

    MICROSOFT

    FourusefulExcelfilteringbehaviors BySusanHarkinsMarch16,2015,1:52PMPST

  • 3/17/2015 FourusefulExcelfilteringbehaviorsTechRepublic

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    Excel'sAutoFilterfeatureinsertsaneasytouseinterfacethatmakesfilteringrecordsquickandefficient.Onceyouapplythefiltertothedataset,yousimplychoosethenaturaldatatodisplayrecordsthatmatchthespecifiedvalue.It'slimited,andoftenyou'llneedtobumpupyourfilteringtotheadvancedfeatures,butitmakesquickworkoutofsimplefilteringtasks.

    ToengagetheAutoFilterfeature,clickanyvalueinthedataset.ClicktheDataset,andthenclickFilterintheSort&Filtergroup.Excelwilldisplaydropdownstotheheadercellforeachcolumninthedataset.Clickthesedropdownstofilterbyexistingvaluesineachcorrespondingcolumn.Toclearafilter,clickClearinthesamegroup.InExcel2003,chooseFilterfromtheDatamenu,andthenselectAutoFilter(toclearafilter,uncheckAutoFilter).

    Countfilteredrecords

    YoucanlearnthenumberofrecordsthatsatisfyafilterbyglancingattheStatusbar.AsyoucanseeinFigureA,thecurrentfilterdisplaysthreeofsevenrecordsfound.Withaquickglance,youcanlearntwothings:thedatasethasatotalofsevenrecords,andthreeofthoserecordsmatchthecurrentfilter.It'sahandyfeature,butnotallofthatusefulbecauseyoucan'treusetheinformation.Inaddition,olderversionsofExcelhaveaknownissuewiththisdisplayit'sinconsistent.

    FigureA

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    TheStatusbardisplaysthenumberofrecordsinafilteredset.

    Ifyou'dliketoreturnacountofqualifyingrecordswithinthesheetitself,usethefollowingSUBTOTAL()function,asshowninFigureB:

    =SUBTOTAL(2,B4:B10)

    Withoutafilter,thefunctionreturnsthetotalnumberofrecords(seven)inthedataset.

    FigureB

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    UseSUBTOTAL()toreturnthenumberofrecordsthatmeetthecurrentfilter.

    Now,specifyafilterandwatchthatnumberupdateaccordingly:

    1. ClicktheYeardropdown.2. Uncheck(SelectAll).InExcel2014,select2014,andyou'redone.3. Check2014(FigureC).

    FigureC

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    4. ClickOK.Thefilteredsetcontainsthreerecords(FigureD).FigureD

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    Whenthecountistheresultofafunction,youcaneasilyreusethatvalue.TheStatusbarcountisgoodinformation,butyoucan'treuseit.

    TheSUBTOTAL()functionoffersmanypossibilitiesforsummarizingfilteredsets.Forinstance,ifyouwantedtosumAmountvalues,you'dusethefunctionSUBTOTAL(9,C4:C10).TableAdefinesthisfunction'snumberargument.

    TableA

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    Entersamevalueinnoncontiguousrange

    Occasionally,you'llendupwithblankcellsthatneedvalues,asshowninFigureE.Whenenteringthesamevalue,youcantakeadvantageoffilteringinacreativeway,evenifyou'renotusingittofilterrecords!

    FigureE

  • 3/17/2015 FourusefulExcelfilteringbehaviorsTechRepublic

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    Youmightendupwithblankcellsthatneedvalues.

    Byfilteringtheblanks,youcanquicklyenterthevalueinalltheblanksatonce,asfollows:

    1. IfAutoFilterisn'timplemented,enableitforyourdataset.2. TheblanksareintheYearcolumn,soclickthatdropdownarrow.3. Uncheck(SelectAll).InExcel2003,select(Blanks),andskiptostep6.4. Check(Blanks).5. ClickOK.6. Intheresultingfilteredset,selecttheblanks.Inthiscase,that'sB5:B7(FigureF).

    Remember,oneoftherowsishiddenbythefilter.FigureF

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    7. Type2014,butdon'tpressEnteryet.8. Press[Ctrl]+[Enter]toenterthecurrentvalue,2014,ineachselectedcell(FigureG).

    FigureG

    9. ClearthefilterbyclickingClearintheSort&Filtergroup(FigureH).FigureH

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    10. Ifyoudon'tneedthefilter,clickFilterintheSort&Filtergrouptoremoveit.

    YoumighthavenoticedthattheSUBTOTAL()functionupdatedafewtimes.Thisfunctionexcludesblankswhenevaluating.That'swhyitreturnedfivewhenB5andB7wereemptyandzeroafterfilteringforblanks.

    Ungroupdates

    Bydefault,Excel'slistoffilteringitemswillgroupdates,asyoucanseeinFigureI.(Toillustratethisbehavior,Ichangedtheyearvaluestofulldates.)Bydefault,theitemsarecollapsed.Clicktheplussign[+]toexpandthelistclicktheminussign[]tocollapsealist.(Thisbehaviordoesn'tapplytoExcel2003.)

    FigureI

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    Excelgroupsdateswhenfiltering.

    Mostusersprobablythinkthisaconvenientshortcut.However,ifyoufindyourselfclickingthroughlayersofdatecomponents,youcanupgroupdatefilteringvaluesasfollows:

    1. ClicktheFiletab,andchooseOptions.2. Intheleftpane,chooseAdvanced.3. IntheDisplayoptionsforthisworkbooksection,unchecktheGroupdatesintheAutoFilter

    menuoption(FigureJ).FigureJ

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    4. ClickOK.

    DisablingthisoptionforcesExceltodisplayliteraldates,asshowninFigureK.

    FigureK

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    DisablingthisoptionforcesExceltodisplayliteraldates.

    Filterbytheselectedvalue

    AccessletsyoufilterbytheselectedvaluethefeatureiscalledFilterBySelection.Excelcandothattoo,butyou'llhavetoaddtheoptiontotheQuickAccessToolbar(QAT)toaccessit.Onceyoudo,youcanbypasstheAutoFilterdropdownsandinsteadselectacellthatcontainsthevalueyouwanttofilterbyandthenclicktheFilterBySelectionoptionontheQAT.

    ToaddtheFilterBySelectionoptiontotheQATdothefollowing:

    1. ClicktheQATdropdownandchooseMoreCommands.2. Intheresultingwindow,selectCommandsNotintheRibbonfromtheChoosecommands

    fromdropdown.3. Intheresultinglist,selectAutoFilter(theonewiththeequalssignintheicon).4. ClickAdd(FigureL).

    FigureL

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    5. ClickOK.

    InExcel2003,chooseCustomizefromtheToolsmenu.ClicktheCommandstab,andselectDatafromtheCategorieslist.ChoosetheAutoFilteritemanddragittothetoolbar.

    Toputthenewoptiontouse,selectanyvalueinthedatasetandclicktheFilterBySelectioniconintheQAT.FigureMshowstheresultsofselecting1/3/2015inB5andthenclickingtheoption(circledinFigureM).

    FigureM

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    UseFilterBySelectionforevenquickerfiltering.

    SendmeyourquestionaboutOffice

    Ianswerreaders'questionswhenIcan,butthere'snoguarantee.Whencontactingme,beasspecificaspossible.Forexample,"Pleasetroubleshootmyworkbookandfixwhat'swrong"probablywon'tgetaresponse,but"Canyoutellmewhythisformulaisn'treturningtheexpectedresults?"might.Pleasementiontheappandversionthatyou'reusing.I'mnotreimbursedbyTechRepublicformytimeorexpertise,nordoIaskforafeefromreaders.Youcancontactmeatsusansalesharkins@gmail.com.

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    AboutSusanHarkinsSusanSalesHarkinsisanITconsultant,specializingindesktopsolutions.Previously,shewaseditorinchiefforTheCobbGroup,theworld'slargestpublisheroftechnicaljournals.

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