Filtering Data
In addition to sorting, you may find that adding a filter allows you to better analyze your data. When data is filtered, only rows that meet the filter criteria will display and other rows will be hidden. With filtered data, you can then copy, format, print, etc., your data, without having to sort or move it first. To use a filter,
- Go to the Home ribbon, click the arrow below the Sort & Filtering icon in the Editing group and choose Filter.
OR
- Go to the Data ribbon, and then click Filter in the Sort & Filter group.
You will notice that all of your column headings now have an arrow next to the heading name. Click on the arrow next to the heading with which you want to filter, and you will see a list of all the unique values in that column. Check the box next to the criteria you wish to match and click OK. Click on the arrow next to another heading to further filter the data.
To clear the filter, choose one of these options:
- Click on the Filter icon next to the heading and choose Clear Filter from “Name of Heading”.
- Go to the Data ribbon and click the Clear icon in the Sort & Filter group.
- Go to the Home ribbon, click the arrow below the Sort & Filter icon in the Editing group and choose Clear.
Filtering Demo
Watch this video for a demonstration of the filtering techniques described above.
Advanced Filter
In the Sort & Filter group of the Data ribbon, there is an Advanced icon, which evokes the Advanced Filter dialog box. This dialog box allows you to set a particular criteria, copy results to another location (other location must be in the same sheet), and capture unique values.
Sorting Data
For a quick sort, click the arrow below the Sort & Filtering icon in the Editing group of the Home ribbon and choose the Sort A to Z / Z to A icons in the Sort & Filter group of the Data ribbon. In Excel 2013, these are labeled Sort Smallest to Largest and vice versa.
For a more complex sort, go to the Home ribbon, click the arrow below the Sort & Filter icon in the Editing group and choose Custom Sort. This takes you to the same Sort dialog box you get with the Sort icon in the Sort & Filter group of the Data ribbon.
1. Under Column, choose the first column that you would like to sort. If you want to sort multiple columns, click the Add Level button.
2. Under Sort On, choose how you would like to sort. Note that Excel can sort by cell or font color in addition to values.
3. Under Order, choose A to Z (ascending), Z to A (descending), or Custom List.
4. Click OK to perform the sort.