Unit 26: Filtering Data

What are filters?

Filtering is a quick and easy way to find and work with a subset of data in an Excel range. Filters enable you to quickly find all the entries for a particular item, e.g. an employee name or a product, in a large worksheet. Filters allow you to select just the data you need, and to hide any data that is not relevant to your search. For example, you might want to find the students with the highest grade, or the records for a specific department. You can also create your own filters, such as figures within a specific range or above a particular amount Unlike sorting, filtering does not rearrange your data, it simply hides the rows you don’t want. This will allow you to then edit, format, chart and print your filtered data as you wish

Filtering options and custom filters

The text filtering menu allows you to set more than one condition and provides a range of filtering options: Equals, Begins With, Contains etc. You can customize the filter, combining various options, and filtering using various criteria, as shown in the screen shot.

In addition, you can add multiple filter criteria and use:

  • the and function where the results returned meet both criteria, or

  • the or function where the results returned meet either criteria

Note: Remember if you have a blank row or column in your worksheet AutoFilter will not process the data beyond it.

To create a more powerful filter, use wild cards. The wildcard character * can be used as a substitute for a series of any characters, and the question mark? can be used as a substitute for any one character within the criteria.

UNIT 26 – Filtering Data


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