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Written by Jacky Chou

How To Filter Data In Excel: A Step-By-Step Guide

Key Takeaway:

  • Excel data filtering can help you quickly find and analyze specific data in a large spreadsheet. By setting up your data properly and applying the appropriate filters, you can save time and improve productivity.
  • Before applying a filter to your data, it is important to ensure that it is set up correctly. This involves sorting the data and removing duplicates to avoid errors and ensure accuracy.
  • There are two main types of filters that can be applied to Excel data: AutoFilter and Advanced Filter. These tools allow you to filter data based on specific criteria, such as text, dates, or numeric values.
  • Once filtered, you can work with the data by sorting it or copying it to another location. When finished, it is important to remove the filter and reset the data to its original state.

Are you struggling to effectively analyze and sort large amounts of data in Excel? Finding it difficult to separate meaningful information from the meaningless? This step-by-step guide will help you make sense of your data and get the results you need.

Setting up data for filtering

Ensure your Excel worksheet is clean and organized to set up data for filtering. This part of the article will provide guidance. Plus, we’ll talk about how sorting data and getting rid of duplicates can make filtering easier.

Sorting data

To arrange and organize data systematically, you need to understand how to categorize it better. Here’s a guide to using one of Excel’s most powerful features – sorting data.

Data Types

Data TypeDescription
DateSorts dates in chronological or reverse order.
TextSorts text alphabetically in ascending or descending order.
NumbersSorts numeric values from the smallest to the largest value or vice versa.

When sorting data in Excel, remember that you can customize sorting rules by choosing columns, numbers, dates, and associated headers. This helps preserve the format of existing data while organizing it effectively. Always choose which column you want to sort by selecting the header at its top.

Interested in seamless organization and proper categorization? Don’t be left behind- learn to sort data in Excel like a pro today!

Say goodbye to double trouble with these tips on removing duplicates from your Excel data.

Removing duplicates

To keep only distinct values, follow these Steps to eliminate duplicates from your Excel data:

  1. Highlight the entire range of cells that contains data.
  2. Choose the “Data” tab on the ribbon and select “Remove Duplicates.”
  3. In the Remove Duplicates dialog box, select or unselect columns based on which you want to look for duplicates.
  4. Click “OK,” and you’ll see a message displaying how many duplicate values have been removed.
  5. Click “OK” again to complete the removal process.

After removing duplicates, it’s essential to ensure that no blank cells are left behind. Highlight any blank cells in your spreadsheet and select “Delete” under the “Cells” menu.

In case your worksheet has headers and only partial rows of duplicates need removal, adjust a setting in step two above to specify columns containing data instead of selecting the whole table.

It’s always best practice to make a copy of your original data before removing duplicates so that you can go back if something goes wrong during this process.

Filtering data in Excel is like being a detective, only instead of searching for clues, you’re looking for the answers to your spreadsheet mysteries.

Applying filter to data

Want to easily filter your data in Excel? You need to know AutoFilter and Advanced Filter. This article is called “How to Filter Data in Excel: A Step-by-Step Guide“. It has two subsections to help you sort and filter your precious data in Excel sheets!

Using AutoFilter

With AutoFilter, segregating essential data from a vast database becomes seamless by helping you sort and filter through data. This feature makes Excel an efficient tool for managing records and organizing data sets.

Using AutoFilter is quite simple and straightforward if you follow these four steps:

  1. Click on the “Data” tab
  2. Select the “Sort & Filter” button
  3. Click “Filter.”
  4. You can now filter your data set using different criteria or conditions.

If you want to get rid of the filters later, click on Sort & Filter, then select Clear from the drop-down menu.

Using AutoFilter is an excellent way to manipulate your data set; it works with different inputs like contact lists, product sales databases, employee rosters and more. You can filter data based on various criteria such as color codes, keywords or even numbers.

Do you recall how a company once lost a critical document due to improper Excel usage? Lack of experience in spreadsheets resulted in major setbacks for the organization. With tools like AutoFilter enabled in Excel, proper data management becomes more effortless, reducing the chances of mistakes that leave businesses frustrated.

Filtering data like a pro: Using advanced filter to find the needle in the haystack.

Using Advanced Filter

To enhance data filtering in Excel, utilize the advanced filter function. Here’s a step-by-step guide to implementing this feature.

  1. Arrange your data in a structured manner for optimal results.
  2. Select the Data tab and locate the Sort & Filter section, followed by selecting “Advanced.”
  3. In the ensuing dialogue box, establish your criteria for filtering. Moreover, specify where you want to extract the filtered data to!

Additionally, opting for Advanced Filter offers multiple aspects of datasets manipulation that are not available with Basic Filtering.

It is important to note that according to Techradar Pro (2021), Excel is utilized by more than 750 million people globally!

Filtering data is like using a strainer in the kitchen – it makes everything more refined and easier to digest.

Working with filtered data

To utilise filtered data efficiently, you must comprehend how to sort and copy it. Filtering is awesome for separating distinct data, and sorting allows you to organise it in a meaningful way. When you have isolated the desired data, copying it gives you the capacity to alter it without changing the initial dataset.

Sorting filtered data

Displaying Data in an Organized Manner

For professionals, being able to sort filtered data is a crucial task. Sorting helps organize and interpret relevant details. With various options available in Excel, sorting can easily be done for multiple columns of data.

Below is a table with sample data demonstrating how sorting can be used to organize relevant information:


Sorting the table based on the ‘Age’ column helps in determining the eldest of them all.

When dealing with sorting filtered data, it is essential to ensure that the columns selected are being utilized appropriately. Sometimes, unnecessary columns may end up being included while filtering unintentionally.

In a recent project where information had to be filtered according to specific criteria, I found myself struggling to sort through the vast amounts of unorganized data manually. However, by using Excel’s sorting feature, I was able to filter out only the necessary details and work more efficiently.

Copying filtered data – because sometimes you need to duplicate your successes, just like that one time you ate an entire pizza by yourself.

Copying filtered data

To extract and replicate selected, coveted data from a filtered spreadsheet is crucial and a practical use of Excel. Here are six easy steps to Copy Filtered Data in Excel:

  1. Highlight/click anywhere inside the dataset
  2. Press F5 or Crtl + G keys
  3. Select “Special…” button from the Go To dialogue box
  4. Choose “Visible cells only” option
  5. Press OK.
  6. Copy the data with Ctrl + C / Right-click + Copy, then Paste (Ctrl+V) into another excel worksheet or any desired tools.

Aside from saving time, this method also prevents accidental overwriting of other valuable cells while copying filtered data.

Copying filtered data ensures that you copy data that’s relevant to your immediate needs instantly without wasting time copying unwanted area cells.

If you do not copy filtered data correctly, most notably when it comes to complex filtering scenarios such as containing pivot tables, You may select unintended values that exist inside hidden rows or columns since other selections outside visibility are negligible, causing you to miss essential facts that could weaken subsequent analysis or insights drawn.

Try not to miss out on exploiting this efficient and straightforward way of copying filtered data the next time you’re working with large datasets in Excel!

Removing filter and resetting data to original state

To revert data back to its original state by removing filters, follow these simple steps:

  1. Go to the Data tab in the Excel ribbon.
  2. Click on the Clear button in the Sort & Filter group.
  3. Select ‘Clear Filter from selected column’ to remove filters for only the selected column.
  4. To remove all filters at once, select ‘Clear All Filters’ option.
  5. Click on the ‘Sort & Filter’ dropdown and select ‘Filter’ to turn off filtering and display all data.
  6. Finally, if you have made any changes to the data, you can undo them by selecting the Undo button in the Quick Access Toolbar.

It is important to note that clearing filters does not undo any data changes you may have made, such as formatting, calculations, or deletions.

To avoid accidental changes, make sure to save a copy of the original data before making any changes.

In one instance, a finance team mistakenly filtered and deleted several rows of important data before realizing their error. Fortunately, they had saved a backup copy of the original data and were able to easily restore it. Always be cautious when working with data and take necessary precautions to prevent accidental changes.

By following these simple steps, you can easily remove filters and reset your data to its original state in Excel.

Five Facts About Filtering Data in Excel:

  • ✅ Excel allows users to filter data based on various criteria, such as text, numbers, dates and more. (Source: Microsoft)
  • ✅ Users can apply filters to one or more columns at a time. (Source: Excel Easy)
  • ✅ Excel provides different filtering options, including filter by color, filter by selection, and filter by condition. (Source: Techwalla)
  • ✅ Users can use the ‘Clear Filter’ option to remove filters from a table or range of data. (Source: Ablebits)
  • ✅ Filtering data in Excel can help users quickly analyze large data sets and extract useful information. (Source: Investopedia)

FAQs about How To Filter Data In Excel: A Step-By-Step Guide

1. How do I filter data in Excel using a step-by-step guide?

To filter data in Excel, follow these simple steps:

  1. Select the data you want to filter.
  2. Go to the “Data” tab and click on the “Filter” button.
  3. Once the drop-down arrows appear next to each column, click on the arrow of the column you want to filter.
  4. Select the criteria you want to use to filter the data.
  5. Click “OK” and the filtered data will be displayed.

2. Can I apply multiple filters to the same data set in Excel?

Yes, you can apply multiple filters to the same data set in Excel. Simply apply the first filter as normal, then click on the drop-down arrow of another column and select the additional criteria.

3. Can I save a filter for future use in Excel?

Yes, you can save a filter for future use in Excel. After you have applied the filter, go to the “Data” tab and click on the “Filter” button again. You can then click on “Custom Views” and select “Add”. Give your view a name and click “OK”. Your filter will now be saved for future use.

4. How do I remove a filter in Excel?

To remove a filter in Excel, go to the “Data” tab and click on the “Filter” button. Click on the drop-down arrow of the filtered column and select “Clear Filter From [column name]”. Your filter will now be removed.

5. How can I adjust the filter criteria in Excel?

To adjust the filter criteria in Excel, go to the “Data” tab and click on the “Filter” button. Click on the drop-down arrow of the filtered column and select “Text Filters”, “Number Filters”, or “Date Filters” depending on your data type. You can then select the criteria you want to use to filter your data.

6. Can I use wildcards for filtering data in Excel?

Yes, you can use wildcards for filtering data in Excel. When selecting the criteria for your filter, use the wildcard characters “?” (for a single character) or “*” (for multiple characters). For example, if you want to filter all names that start with the letter “J”, you can use the criterion “J*”, which will filter all names that start with “J”.

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