Microsoft Office Tutorials and References
In Depth Information
Filtering Data in a Table
Filtering Data in a Table
As a list gets longer and longer, it becomes more difficult to see patterns associated with
subsets of that data. That’s when filtering the list becomes useful, hiding rows except those
that match criteria you specify. If you’re analyzing data from a dozen schools, stores, or
customers, each with a unique identifier in a common column, you can filter the worksheet to
show only the names you select from that column. You can filter on numbers and dates as
well. For example, to create a filtered list of products that are out of stock (or nearly so), you
can include only rows where the value in the QtyOnHand column is below 3.
If the number of choices in a column is limited, or if you know exactly which names or
values you want to include, the simplest option is to click the arrow to the right of the column
heading and pick from the list at the bottom of the menu, as shown in Figure 12-7.
Figure 12-7 To create a completely custom filter, select items in the list at the bottom of this
menu, which contains all values found in that column.
The values in this list are drawn from the contents of the current column. Clear the Select
All check box at the top of the list to clear all items, after which you can select a few
specific items from the list. Click Select All again to reselect all items. When you have a mix
of manually selected and cleared check boxes, the Select All box is a solid square as in the
previous figure.
If the list of items is too long to be easily manageable, use the search box on the menu
to restrict the list of items to those that match whatever you type. Whatever text you
enter doesn’t have to be a complete word or phrase, and the search results find any
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