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How to add Filters in MS Excel?

Last Updated : 16 Jun, 2021
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Microsoft Excel is a software that allows users to store or analyze the data in a proper systematic manner. It uses spreadsheets to organize numbers and data with formulas and functions. If your worksheet contains a lot of content, it can be difficult to seek out information quickly. Filters are often used to narrow down the info in your worksheet, allowing you to look at only the information you would like.

Filtering data: In the following example, a filter is applied to an equipment log worksheet to display only the laptops and projectors that are available for checkout.

Steps to Follow:

Step 1: In order for filtering to work correctly, your worksheet should include a header row, which is used to identify the name of each column.

Step 2: Select the Data tab, and then click the Filter command.

Step 3: A drop-down arrow will appear in the header cell for each column.

Step 4: Click the drop-down arrow for the column you want to filter. In our example, we will filter column C to view only certain types of equipment. 

Step 5: The Filter menu will appear.

Step 6: Uncheck the box next to Select All to quickly deselect all data.  

Step 7: Check the boxes next to the data you want to filter, and then click OK. In this example, we will check Laptop and Tablet to view only those types of equipment. 

Step 8: The data will be filtered, temporarily hiding any content that doesn’t match the criteria. In our example, only humanities stream are visible.

Filtering options can also be accessed from the Sort & Filter command on the Home tab.  

Applying Multiple Filters

Filters are cumulative, which means you can apply multiple filters to help narrow down your results. In this example, we’ve already filtered our worksheet to show humanities stream, and we’d like to narrow it down further to only show humanities stream that checked out Female gender.

Step 1: Click the drop-down arrow for the column you want to filter. In this example, we will add a filter to column D to view the information by Gender.  

Step 2: The Filter menu will appear.

Step 3: Check or uncheck the boxes depending on the data you want to filter, and then click OK. In our example, we’ll uncheck everything except for Humanities.

Step 4: The new filter will be applied. In our example, the worksheet is now filtered to show only humanities stream that checked Female Gender.  

How to clear a filter:

After applying a filter, you may want to remove or clear it from your worksheet, so you’ll be able to filter content in different ways.

Step 1: Click the drop-down arrow for the filter you want to clear. In our example, we’ll clear the filter in column D.  

Step 2: The Filter menu will appear.

Step 3: Choose Clear Filter from [COLUMN NAME] from the Filter menu. In our example, we’ll select Clear Filter from “Stream”.  

Step 4: The filter will be cleared from the column. The previously hidden data will be displayed. The data displayed is given below:

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