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7 Ways to

Use Advance Filter


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Published by- Self-publishing
First Published in- April 2015

7 Ways to Use Advance Filter

Hello User,
Greetings from ExcelForum & Exceltip!
In this E-book we are offering you 7 ways of using
Advance Filter

Advance Filter is the most powerful feature of Excel. The advanced filtering feature
in Excel allows you to quickly copy unique information from one data list to another.
It allows the person to quickly remove duplicates, extract records that meet certain
criteria. It works great when we use wildcards, within 2 date criteria.
Filtering is a simple, however, amazing & powerful way to analyze data. Advance
filter are quite easy to use. Here's how you can use Excel's advanced filtering
capabilities.

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter

ADVANCE FILTER INDEX:


1. Using And, Or and Multiple Criteria
2. How to Filter Unique Records?
3. How to Use Wildcards?
4. Extract records after specific date criteria
5. Extract items between 2 Date's criteria
6. How to extract data with specific text?
7. How to extract data to another worksheet using VBA?

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter

Let us start with creating Advanced Filter


Below shown picture is the example of data that we will use in this example

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7 Ways to Use Advance Filter

Click on any cell in the above mentioned data


Click on Data ribbon
From Sort & Filter group, click on Advanced

Advanced Filter dialog box will pop up


or use ALT + A + Q, ashortcut key

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter

The List range box will automatically takes the data range (eliminates the step for user
to select whole data
In Criteria range; select the criteria range as I1:N2

Select Copy to another location & enter cell I5 in Copy to; wherein advance filtered
data will be retrieved.

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter

Click on OK button will give us the filtered data.Refer below snapshot.

All the rows which contain Manager as Susan will get extracted.

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


1. Using And, Or and Multiple Criterias
1.1 And Criteria
Following picture contains range I1:N2 wherein we have couple of criteria:aa
1)

State should be Colorado

2)

Manager should be Susan

Advance filter will retrieve the data that matches both the conditions; we need to follow
the below steps:

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


1. Using And, Or and Multiple Criterias
Use ALT + A + Q to launch Advanced Filter dialog box

The List range box will contain range A1:F273; the whole data table
In Criteria range,select the criteria range as I1:N2
Select Copy to another location & enter cell I5 in Copy to; wherein advance filtered
data will be retrieved

Click on OK button will give us the filtered data.Refer below snapshot


w

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


1. Using And, Or and Multiple Criterias

In this way, we can use AND condition to get the data that matches both the conditions.We can
have multiple conditions to get the output that matches all the conditions.

1.2 or Criteria
Following is the picture of OR criteriaAdvance filter will look for any one condition:

1)

Manager should be Susan & Process should be XYZ

2)

Manager should be Ronald & Process should be PMP

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


1. Using And, Or and Multiple Criterias

If any condition is met then the data will be extracted


Use ALT + A + Q to launch Advanced Filter dialog box

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


1. Using And, Or and Multiple Criterias
The full data will be listed in List range
In Criteria range, select the criteria range as I1:N3
Select Copy to another location & enter cell I5 in Copy to; wherein advance filtered data will
be retrieved

Click on OK button will give us the filtered data.Refer below snapshot.

In this way, we can use OR condition to get the data that matches any one condition &
produces result accordingly.
w

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


1. Using And, Or and Multiple Criterias
1.3 Multiple Criteria
Following is the picture of Multiple CriteriaAdvance filter will check for data that matches
all the entries in a row; if all the conditions will meet in a row then the data will be
retrieved using advanced filter.

We need to follow the below steps:


Use ALT + A + Q to launch Advanced Filter dialog box

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


1. Using And, Or and Multiple Criterias

Enter the data range in List range field


In Criteria range, select the criteria range as I1:N3
Select Copy to another location & enter cell I5 in Copy to; wherein advance filtered
data will be retrieved.

Click on OK button will give us the filtered data.Refer below snapshot

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


1. Using And, Or and Multiple Criterias

In this way, we can use multiple conditions to get the data that matches any one condition &gets
us the result..

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


2. How to Filter Unique Records?

Advance filter can be used to filter unique records or removing duplicate records from the
database. To get unique list of Managers, we will copy the unique list in different location other
than the original list.

Note: The list must contain a heading, or the first item may be duplicated in the results.
We need to follow the below steps:
Select a cell in the database or use shortcut key ALT + A + Q
Select Copy to another location
In List range, select column E
Do not select anything as Criteria range
In Copy to field, enter the cell wherein you want to paste the unique records
The last step is to tick on the Unique records only

By clicking OK button, we will get the following list of all the Managers
w

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7 Ways to Use Advance Filter


2. How to Filter Unique Records?

In this way, we can use advance filter to extract unique records.

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


3. How to Use Wildcards?
We can use Asterisk (*) & Question mark (?) wildcards.
The * Wildcard
Following is the snapshot of the example that we are going to use

From above data, we will use Wildcard Asterisk (*) to represent any number of characters in that
position
We have enteredAL* in State column Advance filter will look for all the states that start with
characters as AL

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7 Ways to Use Advance Filter


3. How to Use Wildcards?
Press ALT + A + Q for launching advance filter dialog box & follow the below ranges in the fields

This example will produce the following list of States that contain characters AL

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


3. How to Use Wildcards?
The ? Wildcard
We will use question mark Wildcard (?).It represents one character within a string or text in that
position
We need to follow the below steps:
We have Boys Clothing ???Yrsas Wildcard in Product column
Advance filter will look for all the text that meets the condition & extract the result.
The 3 question marks represent 3 characters
In this example, there are two Boys Clothing slabs i.e. 0-5 Yrs& 6-8 Yrs.
The question mark wild card will pull out both the entries

Press ALT + A + Q for launching advance filter dialog box & follow the below ranges in the fields

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


3. How to Use Wildcards?

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


4. Extract records after specific date criteria
Following is the picture of criteria that will be referred at the time of extracting data.
In this example, any records that fall after the criteria date (>3/31/2015) will be retrieved

Press ALT + A + Q for launching advance filter dialog box & follow the below ranges in the fields

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


4. Extract records after specific date criteria
This example will extract the data that falls after the specific date.Refer below snapshot

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7 Ways to Use Advance Filter


5. Extract items between 2 Dates criteria
Following is the picture of criteria that need to be looked for data that occurs between 1/1/2014 &
12/31/2014

Press ALT + A + Q for launching advance filter dialog box & follow the below ranges in the fields

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


5. Extract items between 2 Dates criteria

This example will extract the data that contains between the two criteria dates.Refer below
snapshot

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


6. How to extract data with specific text?
We can use advance filter to derive the items that contain specific text.In this example, we will use
=Tablets in Product column. Advance Filter will find all the rows that contain Tablets in Product
column.
Following is the picture of specific text criteria

Press ALT + A + Q for launching advance filter dialog box & follow the below ranges in the fields

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


6. How to extract data with specific text?

In this example, we will get a list of Product as Tablets.Refer below snapshot for better
understanding:

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.

7 Ways to Use Advance Filter


7. How to extract data to another worksheet using VBA?
We have employee database with Employee Name, State, Emp Id, Manager & Process.
(Refer to Extract data to another worksheet using VBA.xlsm file saved in 7 ways to use
Advance Filter.zip folder. The file contains raw data, output and macro code.)

The above data contains more than 250 rows. Now, we want user to select Name, Manager&
Process from dropdown lists.
The information should be updated in another sheet with a single click

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7 Ways to Use Advance Filter


7. How to extract data to another worksheet using VBA?
To get the output on the above shown multiple criteria, we require VBA code.We need to follow the
below mentioned steps to launch VB editor
Click on Developer tab
From Code group, select Visual Basic or simply press ALT +F11 to launch VBA screen

Click on Insert, and then on Module

This will create a new module.


Enter the following code in the Module

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7 Ways to Use Advance Filter


7. How to extract data to another worksheet using VBA?

Sub AdvanceFilter()
Sheet2.Range("A4:F10000").Clear
Sheet1.Range("A1").CurrentRegion.AdvancedFilter _
Action:=xlFilterCopy, CriteriaRange:=Sheet2.Range("A1:E2"), _
CopyToRange:=Sheet2.Range("A7:F7"), Unique:=False
Columns(4).AutoFit
End Sub

We can assign the macro to GO button. After clicking the GO button, we will get the following
result

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7 Ways to Use Advance Filter


7. How to extract data to another worksheet using VBA?

The above VBA code will automatically update the result as we change Employee Name, Manager
or Process.
In this way, using Advance Filterthrough VBA,we can extract data on multiple conditions.

Copyright 2003 ExcelTip.com, Excelforum.com. registered trademark of Microsoft Corporation.