Filters

Filtering is a quick and easy way to find and work with a subset of data in a range. The
filtered range displays only the rows that meet the criteria you specify for a column.
Filtering temporarily hides rows you do not want to display.
You can limit the data shown in the worksheet by creating a Filter which is a rule that
selects rows to be shown on the worksheet.

There are two types of filters

Autofilter

Filtering data in place. When you use autofilter command, autofilter arrows appear to the
right of the column labels in the filtered range.
Clicking the down arrow displays a list of values and options. The first few items in
the list are filtering options, such as whether you want to display the top 10 values in
the column, create a custom filter, or display all values in the column (that is, remove
the filter). The rest of the items in the list are the unique values in the column—
clicking one of those values displays the row or rows containing that value.

We want to see the records of a particular city e.g. Pune

1. Select any one cell between B2 to E16

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 2. Click on Data menu
3. Select Filter and Autofilter

Immediately down arrows will come on the heading row for City, Product, Sales and
Profit as follows –

To see only records from Pune city –

1.Click on down arrow of City

2. Select Pune.

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Only Pune records will be displayed as

Now to see all records again click on down arrow of City

Click on All

Using Top 10 option

Choosing the Top 10 option from the list doesn’t just limit the display to the top 10
values. Instead, it opens the Top 10 AutoFilter dialog box. From within this dialog box,
you can choose whether to show values from the top or bottom of the list, define the
number of items you want to see, and choose whether the number in the middle box

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indicates the number of items or the percentage of items to be shown when the filter
is applied. Using the Top 10 AutoFilter dialog box, you can find your top 10 salespeople
or identify the top five percent of your customers.

To display the product with the highest profit

1. Click on down arrow of Profit. And click on Number Filters -> Top 10… option.
2. It will open a box as follows

3. Type 1 in the middle box.

4. Click ok
5. You will see the output as

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To see the records having Sales figures greater than 15000

1. Make sure that all records are displayed and then click on the down arrow of the
Sales column.
2. Click on down arrow of Sales column
3. Click on Number Filters and click on Greater than operator.
4. The Custom autofilter window will be displayed as follows –

5. Click on the down arrow of first drop down list where equal is shown.
6. Select is greater than or equal to
7. In the second drop down list which is on the right side of the first, type value as
15000

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Click on Ok button

The records having Sales greater than or equal to 15000 will be displayed.

Use of AND operator in Autofilter

When the condition for a numeric value is in a range between two values, AND operator
is used.

To see the records of profit between 10% and 20%.

1. Make sure that all records are displayed and click on down arrow of Profit.
2. Click on Number Filters and click on Greater than or equal to operator.
3. Custom autofilter window displays
4. In the first drop down list, select is greater than or equal to.
5. In the second drop down list which is adjacent to it, type value as 10%.
6. And operator is by default selected or if not then select it.
7. In the third drop down list which is below And, select is less than or equal to.
8. In the last drop down list type value as 20%.
9. After completing the above steps, Custom Auto filter window should look like this

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Click on Ok.

The output will be as follows –

Use of OR operator in Autofilter

To display records of Pune and Mumbai only.

1. Make sure that all the records are shown and then click on the drop down arrow
of City.
2. Click on Number Filters and click on equal to operator
3. Custom autofilter window opens
4. Select equals from the first drop down list.
5. From the second drop down list select Pune
6. Now select Or.
7. In the third drop down list select equals.
8. In the last drop list select Mumbai.

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Click on OK button.
You will get the result as follows –

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 Advanced Filter

This command can filter a range in place or in some other area of the worksheet,
Advanced filter does not display drop down lists to the columns like Autofilter. Instead,
you type in the criteria you want to filter by in a separate Criteria Range. A Criteria range
allows more complex criteria to be filtered.

To see all records having sales less than 900

1. First step is type the criteria separately outside the data list range.
2. In cell C20 type the column heading Sales.
3. In cell C21 type the value as <900

4. Select any cell between B3 to E17

5. Click on Data menu ➪ Advance in Sort and Filter tab
6. The Advanced Filter window will come as follows –

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 7. In the List range, automatically the entire range of data is selected from B3 to
E17.
8. Now click in the box of the Criteria range and select the cells C20 and C21.
While selecting the cells, an animated line comes around the two cells and the
range is shown automatically in the criteria range box.

9. Now click on Copy to another location radio button from the Action.
10. This will enable Copy to box. This is the cell address from which the answer
should come.
11. Type G3 in the Copy to box or Click in the Copy to box and click on G3 cell.

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Click on OK

The output will be displayed from G3 cell which will show all records having Sales less
than 900.

To see Dubai’s records which have sales above 7000 and Mumbai records which
have sales less than 1000.

1. Criteria –

In the cell C20 type column heading City.

In the cell D20 type column heading Sales
C21 – Dubai
C22 – Mumbai
D21 - >=7000
D22 - <=1000

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 2. Select any cell between B3 to E17.
3. Data menu ➪ Filter ➪ Advanced Filter
4. It will open Advanced Filter window.
5. In the List Range :- Make sure that the range selected is from B3 to E17.
6. In the Criteria Range :- Select the range from C20 to D22
7. Click on Copy to another location
8. Type G3 in the copy to box

Click OK

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