Filtering Data

Filtering in Excel lets you temporarily hide unwanted data. Use filters in Excel to narrow down data in your Excel spreadsheet.

To use advanced number filters:

Advanced number filters allow you to manipulate numbered data in different ways. In this example, we'll display only certain types of equipment based on the range of ID numbers.

  1. Select the Data tab on the Ribbon, then click the Filter command. A drop-down arrow will appear in the header cell for each column. Note: If you've already added filters to your worksheet, you can skip this step.
  2. Click the drop-down arrow for the column you want to filter. In our example, we'll filter column A to view only a certain range of ID numbers.
    Dropdown arrows in the header row
  3. The Filter menu will appear. Hover the mouse over Number Filters, then select the desired number filter from the drop-down menu. In our example, we'll choose Between to view ID numbers between a specific number range.
    Adding a number filter in the dropdown menu
  4. The Custom AutoFilter dialog box will appear. Enter the desired number(s) to the right of each filter, then click OK. In our example, we want to filter for ID numbers greater than or equal to 3000 but less than or equal to 6000, which will display ID numbers in the 3000-6000 range.
    The number filter dialog box
  5. The data will be filtered by the selected number filter. In our example, only items with an ID number between 3000 and 6000 are visible.
    The number filter has been applied to the worksheet

To use advanced date filters:

Advanced date filters can be used to view information from a certain time period, such as last year, next quarter, or between two dates. In this example, we'll use advanced date filters to view only equipment that has been checked out between July 15 and August 15.

  1. Select the Data tab, then click the Filter command. A drop-down arrow will appear in the header cell for each column. Note: If you've already added filters to your worksheet, you can skip this step.
  2. Click the drop-down arrow for the column you want to filter. In our example, we'll filter column D to view only a certain range of dates.
    Dropdown arrows in the header row
  3. The Filter menu will appear. Hover the mouse over Date Filters, then select the desired date filter from the drop-down menu. In our example, we'll select Between to view equipment that has been checked out between July 15 and August 15.
    Adding a date filter in the dropdown menu
  4. The Custom AutoFilter dialog box will appear. Enter the desired date(s) to the right of each filter, then click OK. In our example, we want to filter for dates after or equal to July 15, 2015, and before or equal to August 15, 2015, which will display a range between these dates.
    The date filter dialog box
  5. The worksheet will be filtered by the selected date filter. In our example, we can now see which items have been checked out between July 15 and August 15.
    The date filter has been applied to the worksheet