Microsoft Office Tutorials and References
In Depth Information
Limiting data that appears on your screen
PRACTICE FILES To complete the exercises in this chapter, you need the practice files
contained in the Chapter05 practice file folder. For more information, see “Download
the practice files” in this topic’s Introduction.
Limiting data that appears on your screen
Excel spreadsheets can hold as much data as you need them to, but you might not want
to work with all the data in a worksheet at the same time. For example, you might want to
review the revenue figures for your company during the first third, second third, and final
third of a month. You can limit the data shown on a worksheet by creating a filter, which is
a rule that selects rows to be shown in a worksheet.
To create a filter, you click a cell in the data you want to filter and then, on the Home tab, in
the Editing group, click Sort & Filter and then click Filter. When you do, Excel displays a filter
arrow at the right edge of the top cell in each column of the data. The arrow indicates that
the Excel AutoFilter capability is active.
IMPORTANT When you turn on filtering, Excel treats the cells in the active cell’s column as a
range. To ensure that the filtering works properly, you should always have a label at the top of
the column you want to filter. If you don’t, Excel treats the first value in the list as the label and
doesn’t include it in the list of values by which you can filter the data.
Clicking the filter arrow displays a menu of filtering options and a list of the unique values
in the column. The first few commands in the list are sorting commands, followed by the
Clear Filter command and then the Filter By Color command. The next command that
appears in the list depends on the type of data in the column. For example, if the column
contains a set of dates, the command will be Date Filters. Clicking the command displays a list
of commands specific to that data type.
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