How to filter a list

Abstract

In this lesson we’ll introduce the concept of filtering.

Filtering is a great way to quickly explore data in a list or table.

Let’s take a look.

Each arrow provides a drop down menu that contains tools to filter on that column.

Let’s set a filter on the color column to show only silver models.

First, smack the arrow in the Color column to open filter controls.

Click Select All to deselect all colors, then click Silver.

Click OK to fire up the filter.

The table now displays only models with a color of silver.

Note that filtering actually hides rows that don’t match the current filter criteria.

This table has ten rows of data, but now only three rows are visible.

There are several visual clues to let you know that data is filtered.

The most important clue is blue row numbers.

This tells you that some rows are hidden by the filter.

You’ll also see that arrows in filtered columns have changed to a filter button.

If you hover over this button, Excel will display a description of the applied filter.

In this case, three out of ten records are visible.

To clear a filter in a column, select Clear Filter in the filter options.

Let’s undo and look at another way to clear filters.

you could also use the Clear button next to the Filter button on the ribbon.

This will clear all filters, but leave filter mode enabled.

Finally, you’re able to just smack the Filter button to clear filters.

This will clear all filters and disable filter mode entirely.

Just select Filter in the menu to enable.

Select Filter again to disable.