Microsoft Office Tutorials and References
In Depth Information
Filtering Data Lists
Filtering Data Lists
Excel’s Filter feature makes it a breeze to hide everything in a data list except
the records you want to see. To filter the data list to just those records that
contain a particular value, you then click the appropriate field’s AutoFilter
button to display a drop-down list containing all the entries made in that field
and select the one you want to use as a filter. Excel then displays only those
records that contain the value you selected in that field. (All other records
are hidden temporarily.)
If the column headings of your data list table don’t currently have filter
dropdown buttons displayed in their cells after the field names, you can add them
simply by clicking Home Sort & Filter Filter or pressing Alt+HSF.
For example, in Figure 11-6, I filtered the Employee Data List to display only
those records in which the Location is either Boston or San Francisco by
clicking the Location field’s AutoFilter button and then clicking the (Select
All) check box to remove its check mark. I then clicked the Boston and San
Francisco check boxes to add check marks to them before clicking OK. (It’s
as simple as that.)
Figure 11-6:
The
Employee
Data List
after
filtering out all
records
except those
with Boston
or San
Francisco in
the Location
field.
After you filter a data list so that only the records you want to work with are
displayed, you can copy those records to another part of the worksheet to
the right of the database (or better yet, another worksheet in the workbook).
Simply select the cells, then click the Copy button on the Home tab or press
Ctrl+C, move the cell cursor to the first cell where the copied records are to
appear, and then press Enter. After copying the filtered records, you can then
redisplay all the records in the database or apply a slightly different filter.
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