Filters

Hi Elena,

Thank you for your post, in reply;

There are some situations in which AutoFilter just doesn't have the ability you need when processing your data. For instance, you might need to perform a calculation in a filter comparison. In these cases, you can use the advanced filtering capabilities of Excel.

Advanced filtering requires that you set up a criteria range in your worksheet. This criteria range is not part of your data list, but instead is used to signify how you want filtering to be performed. Typically, you would place your criteria before your data list, but you can also place it after. The important thing is that you separate your criteria from you data list by at least one empty row. Otherwise, Excel may think that the criteria are part of the actual data list.

The criteria are entered in your worksheet such that each column represents a different logical AND comparison, and each row represents a different logical OR comparison. If this sounds confusing, don't be concerned. An example will help clear things up.

Let's say you have a data list that starts in the sixth row of a worksheet. You have set aside the rows above this to specify your filtering criteria. The data list contains columns that describe information in your inventory. There are columns for item numbers, description, location, quantity, value, and the like. There is also a calculated column that indicates the profit derived from each inventory item.

At some time you may want to filter your data list so it shows only a limited subset of your inventory items. For instance, you might want to see only those items for which the quantity is over 2500 and profit is less than 1000, or those items where the quantity is greater than 7500, or those items where profit is under 100. (This is much more complex than you can perform using an custom AutoFilter.)

To set up such a filter, all you need to do is set your criteria. In this case, you would use cells A1:B4 as follows:
A B
1 Quantity Profit
2 >2500 <1000
3 >7500
4 <100

In this example the first row shows the field names to be used in comparisons, while the second through fourth rows define the actual comparisons. Notice that because there are two tests in the second row, these are considered an AND condition, and those on the other rows are considered OR conditions.

To apply these filtering criteria, follow these steps:
1. Select any cell in the data list (not in the criteria).
2. Choose the Filter option from the Data menu. Excel displays a submenu.
3. Choose the Advanced Filter option from the submenu. Excel displays the Advanced Filter dialog box. The List Range should now automatically be set to your data list.

Follow the suggestions on the dialog box, ensuring that you enter the correct cell references for your Criteria range, if you wish to filter the list in place or Filter to a separate location make your choices and indicate the cell to start your filter. Click OK and your filter will be created

I hope that has helped, regards Pete