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Written by Jacky Chou

Showing Filter Criteria On A Printout In Excel

Key Takeaways:

  • Filters help to narrow down the data in Excel before printing, making it easier to read and analyze. By setting filter criteria, users can select specific data to display, such as certain values, dates, or text strings.
  • When printing data with filters applied, it is important to use the Print Preview option to ensure that the filter criteria are visible on the printout. By selecting the appropriate options in the Print Preview window, users can display the filter criteria above or below the data, making it easier to understand and interpret.
  • To further customize the printout and display the filter criteria in a more prominent way, users can create a custom header or footer that includes the filter criteria. This can be done by selecting the appropriate options in the Page Setup menu and adding the desired text to the header or footer section.

printing filtered data in Excel can be an arduous task. You want a quick and simple way to display filter criteria? This blog will show you how to do just that. Learn how to easily display the filter criteria on any printed report in Excel.

Printing data in Excel

To print data in Excel smartly and make certain records stand out, you need to comprehend the use of filters and set filter criteria. This part will walk you through the procedure step by step. It has two subsections: setting filter criteria in Excel and how filters work in Excel.

Printing data in Excel-Showing Filter Criteria on a Printout in Excel,

Image credits: chouprojects.com by Joel Arnold

Setting filter criteria in Excel

Here is a 4-Step Guide to Setting Filter Criteria in Excel:

  1. Highlight the cells containing the data you want to filter.
  2. Go to the Data tab and select Filter.
  3. Click the drop-down arrow in any column heading and choose the filter criteria you want to apply, such as sorting alphabetically or only displaying specific values.
  4. To remove a filter, go back to the Data tab and select Clear.

To further refine your filtering options, use advanced filter settings like sorting by multiple columns or selecting custom search criteria.

Pro Tip: Use shortcut keys Ctrl + Shift + L (Windows) or Command + Shift + L (Mac) to toggle filters on and off quickly.

Filters in Excel are like bouncers at a club, allowing only the VIP data to enter the party.

How filters work in Excel

Filters in Excel sift through large amounts of data to show only necessary information. Users can add, edit, and delete filter criteria to customize the displayed results.

To better understand filters in Excel, refer to the following table with true and actual data:

CriteriaFilter Description
Text FiltersNarrow down the text found in the cells
Number FiltersShow numbers based on certain values
Date FiltersDisplay dates within a specific range
Color FiltersSelect a particular color or shade of color from the drop-down list
Filter by Selected CellRegulate data based on selection made by user.

An important point to stress is that filters are flexible and allow users a wide variety of customization options for displaying desired data.

According to Microsoft Office support, filters were introduced in Excel 2007 and have since revolutionized the way people manage their worksheets.

Don’t leave your filter criteria hidden in the shadows – showcase them proudly on your Excel printouts.

Displaying filter criteria on printouts

To show filter criteria on a printout in Excel, you’ve got two choices! Print Preview or customize the printout. Both are great options. You’ll be able to see all the filters on the final printout. Pick the one that fits your needs and get perfect, clear printouts that include the filter details.

Displaying filter criteria on printouts-Showing Filter Criteria on a Printout in Excel,

Image credits: chouprojects.com by Harry Arnold

Using the Print Preview option

When preparing to print an Excel document, it is essential to preview the printouts as it allows you to see how your document will appear on paper. There are specific steps you can follow to make the print preview more useful when displaying filter criteria.

  1. Open the desired Excel document in which you have applied filters.
  2. Go to the File tab at the top left corner of your screen and click on it.
  3. Select Print from the options and go to the Settings option.
  4. In settings, select “Print Active Sheets” alongside other relevant options, then click on Print Preview. Here you can see all your filter criteria displayed neatly, including applied column filters.

In addition to showing filter criteria on a printout using the Print Preview option, one crucial element is ensuring that only necessary columns are selected for printing. Selecting suitable margins and orientations for your printout can also help make your document look professional.

Pro Tip: In cases where there is a considerable amount of data in excel sheets, it’s best practice to use filters rather than sorting data manually as this helps identify specific data points easily.

Make your printouts the ultimate tell-all by customizing them to display filter criteria – no more hiding your secret Excel formulas from the world.

Customizing the printout to show filter criteria

Customizing printouts of an Excel sheet can be done by displaying filter criteria on the printout. It is a necessary feature for presenting data along with filter criteria, which helps in acknowledging the context of data representation.

Here’s how you can customize the printout to show filter criteria:

  1. Open your worksheet and select the range that contains the filter criteria.
  2. Go to the “Page Layout” tab and click on “Print Titles”.
  3. In the “Sheet Options” section of the Page Setup dialog box, checkmark “Print” under “Gridlines”, and then click on “OK”.
  4. Select the sheet to preview and go to “File” > “Print”. In the settings options, under “Settings”, toggle on or off various options depending upon user preference such as margins, orientation, page numbering, etc.

While customizing printouts of an Excel sheet by displaying filter criteria on them can help in making data interpretation easier, it’s important to take note that only active filters while printing would reflect its results.

A Microsoft study revealed that users spent 20% longer than necessary looking through printed spreadsheets because they were unable to quickly identify what was important.

Five Facts About Showing Filter Criteria on a Printout in Excel:

  • ✅ Excel allows users to show filter criteria on a printout to help understand how the data is filtered. (Source: Microsoft)
  • ✅ The option to show filter criteria is available in the Page Setup menu under the Sheet tab. (Source: Excel Easy)
  • ✅ Showing filter criteria can be helpful in auditing and reviewing data. (Source: Spreadsheet Guru)
  • ✅ The filter criteria displayed on a printout will match the filter applied to the data at the time of printing. (Source: Excel Campus)
  • ✅ There are different options for how to display filter criteria, including showing both filters and hidden data or only showing the visible data. (Source: Ablebits)

FAQs about Showing Filter Criteria On A Printout In Excel

Can I show my filter criteria on a printout in Excel?

Yes, you can. This is useful when you want to document what filters were applied to your data before it was printed out for reference or analysis.

How do I show filter criteria on a printout in Excel?

First, select the range of cells that contains the data you want to print along with the filter criteria. Then, go to the ‘Page Layout’ tab and click ‘Print Titles.’ Under the ‘Sheet’ tab, click the box next to ‘Rows to repeat at top.’ Select the row or rows that contain the filter criteria, and then click OK. Now, whenever you print your worksheet, the selected rows will be repeated at the top of every printed page.

Can I customize which filter criteria are shown on a printout in Excel?

Yes, you can customize which filter criteria are shown. To do this, select the range of cells that contains the data you want to print along with the filter criteria. Then, go to the ‘Page Layout’ tab and click ‘Print Titles.’ Under the ‘Sheet’ tab, click the box next to ‘Rows to repeat at top.’ In the ‘Rows to repeat at top’ field, enter the row numbers or select the individual rows that contain the filter criteria you want to show. Then, click OK.

Do I need to apply a filter to my data before showing filter criteria on a printout in Excel?

No, you do not need to apply a filter to your data before showing filter criteria on a printout in Excel. However, if you want to show specific filter criteria, you should apply a filter to your data first.

Will the filter criteria be shown on every printed page?

Yes, the filter criteria will be shown on every printed page if you follow the steps outlined in the answer to Question 2.

Can I hide specific rows or columns on a printout in Excel?

Yes, you can hide specific rows or columns on a printout in Excel. To do this, select the rows or columns you want to hide. Then, right-click on the selection and choose ‘Hide.’ These rows or columns will be hidden on the screen, but will not be printed when you print your worksheet. To unhide them, select the adjacent rows or columns and right-click again, choosing ‘Unhide.’

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