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Monday, November 28, 2011

Microsoft Excel Tutorial: How to Filter

How to use Filter in Microsoft Excel


Alright! Now, in this Microsoft Excel Tutorial, I am going to teach you how to use Filter in Excel. But first, let me give you a brief explanation on Filtering and how it is used

Microsoft says:

                “Using AutoFilter to filter data is a quick and easy way to find and work with a subset of data in a range of cells or table column.”



I Say:

This is commonly used in tables. By adding an AutoFilter or knowing how to use the filter option in excel, you will be able to see one array of data, which is mixed with other data, which you specifically want to see. Bleeding your nose there? Let me show you, graphically, how it’s done, so you won’t have to understand whatever it is, that I am blabbering here. Here you go:

This is an example of how to use the AutoFilter option.

You will most likely have a Table with an Array of data in it.

This Table shows information about Daily Employee Sales and Amount.


Date
Employee Name
Sales
Amount
1-Nov
John
3
$122.00
1-Nov
Erich
2
$258.00
5-Nov
Sally
7
$452.00
5-Nov
Erich
5
$456.00
6-Nov
John
9
$1,125.00
6-Nov
Sally
13
$1,256.00
7-Nov
John
6
$856.00
8-Nov
John
5
$254.00
8-Nov
Sally
5
$300.00
17-Nov
Sally
10
$987.00
18-Nov
Erich
8
$986.00
23-Nov
Sally
9
$855.00
25-Nov
John
8
$987.00
25-Nov
Erich
13
$1,685.00
26-Nov
Erich
14
$1,865.00

What if, I only want to see Erich’s Sales? This table clearly shows his numbers. But, what if, this table showed Daily Sales for the past 2 years, you wouldn’t be able to manually see Erich’s Sales that easy right? In those cases, Excel's Auto Filter will come in handy.


Here's How to use the Auto Filter option in Excel:

STEP 1:
Microsoft Excel tutorial, Excel How to

STEP 2:
Microsoft Excel tutorial, Excel How to

STEP 3:

Microsoft Excel tutorial, Excel How to

As seen on the presentation above, Just Highlight the Table> click Data> click Filter. Or, you can just highlight the table, and then press Ctrl + Shift + L on your keyboard. Another Keyboard Shortcut for filtering is Alt + D + F + F. Now, find among these 3 choices, the best process you feel comfortable doing.


After Clicking on Filter, you will notice that your table will have, drop down arrows in it. 


Microsoft Excel tutorial, Excel How to


Click on the Employee Name arrow, and then you will see the list of employees in the table. 

Microsoft Excel Tutorial, Excel How to


Untick the Select All button to unselect all names, and then Click on Erich’s name, and then Select OK.



Microsoft Excel tutorial, Excel How to


You will now see that, the table turned into Erich’s daily sales


Microsoft Excel Tutorial, Excel How to


That’s the basic step on how you use Filter in Microsoft Excel. Using the table above, you can also filter a specific Date, or a specific Amount. You can also filter multiple selections. Just select on the boxes of the things that you want to see, like the one presented below.

Microsoft Excel tutorial, Excel How to


As you can see, I selected 3 dates. After clicking the OK button, I will be able to see the names of the employees that made sales on the dates I selected.


There are a ton of combinations and tricks in using Filter in Microsoft Excel, some of those will be posted in the Advanced section of my tutorial for advanced tables and users. Moreover, filter is a commonly used excel technique for researching and work from home jobs. Just experiment on other things like selecting multiple dates, then selecting a specific employee for those dates. If you have more questions, I would gladly answer them in comments.

Do you have other Microsoft Excel filtering techniques that you want to share? Please add them in comments and tell us how to do them. I will be more than happy to try it out! Thanks for reading. See yah!



3 comments:

  1. hi fellow Kapampangan! what a nice and informative blog you got here! keep it up! =)

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  2. Thanks! Let's make our homeland proud! :)

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  3. To further explain the filters: You can use AND or OR Filter. These are useful when you have to set a custom filter (maybe for every person that starts with a "B" or soemthing like that). AND filter (since i have a guide at hand, i might as well share it with you: http://www.excel-aid.com/excel-filter-filtering-a-column-using-two-criteria-and-operator.html ) filters via 2 or more criteria that you set, and returns only results that match EVERY criteria. OR filter (dont have a guide for that, unfortunately) does the same thing, but i returns every result that matches AT LEAST ONE of the criteria. Its fairly easy to get used to.

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