Microsoft Office Tutorials and References
In Depth Information
Filter Table Data
Filter Table
Data
You can analyze table data most efficiently by
filtering the data so that you only view the
table records that you want to work with.
Many Excel tables contain hundreds or even
thousands of records. These large tables are
difficult to work with because it is hard to find
the data you need. Sorting the table can
sometimes help, but with this technique you
still end up working with the entire table. A
better method is to define the data that you
want to work with and then have Excel display
only those records onscreen. This is called
filtering your data and Excel offers a couple of
techniques that get the job done.
The first technique uses filter lists, and it
presents you with a list of check boxes for each
unique value in a field. You filter the data by
selecting the check boxes for the records you
want to see.
The second technique uses quick filters, and it
enables you to specify criteria for a field, such
as only showing those records where the field
value is greater than a specified amount.
Filter with a Filter List
1 Click inside the table.
2 Click the Data tab.
3 Click Filter.
Excel adds drop-down
arrows to each field.
4 Click the drop-down
arrow for the field you
want to use as the filter.
Excel displays a list of the
unique values in the field.
5 Click to select the check
box for each value you
want to see.
6 Click OK.
Excel filters the table to
show only those records
that have the field values
you selected.
Excel displays the
number of records found.
The field’s drop-down list
displays a filter icon.
7 To remove the filter, click
Clear.
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