7 ways to use Advance Filter.pdf

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7 Ways toUse Advance Filter

2015 & excelforum.com exceltip.com

Hello User,

Greetings from ExcelForum & Exceltip!

In this E-book we are offering you 7 ways of using

Advance Filter

w w w . e x c e l t i p . c o m l w w w . e x c e l f o r u m . c o m

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7 Ways to Use 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.




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?

ADVANCE FILTER INDEX:




Let us start with creating Advanced Filter

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




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




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.




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

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

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:





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





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





If any condition is met then the data will be extracted Use ALT + A + Q to launch Advanced Filter dialog box





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.





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





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





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





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





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





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





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





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






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






This example will extract the data that falls after the specific date.Refer below snapshot

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


5. Extract items between 2 Dates criteria




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





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






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





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





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





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





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.

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