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Microsoft Excel 2010 : Filtering Options (part 2) - Searching Functions for Listed Items

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2/7/2015 3:04:49 AM

Searching Functions for Listed Items

If you have a long list of items in the filter listing, you can search for items to include or exclude from the filter. Searches are done on the entire data list, not just the items currently filtered on. Use an asterisk (*) as a wildcard for one or more characters before, after, or in between any of the search terms.

Searching for Items to Include in Filter

When a search term is entered in the search field, the filter listing updates with all matches selected. You can deselect the items you want to filter out, check Add Current Selection to Filter if you do not want to lose any items you previously filtered for, and click OK.

You should keep two things in mind when using the search function:

  • The search looks through the entire column, including items you may have already filtered out.

  • The search function is additive when the Add Current Selection to Filter is selected. If not selected, each search’s results are treated as a new filter.

Using the Search Function to Filter Items

To perform multiple searches to filter items, follow these steps:

1.
Open the drop-down of the column to filter.

2.
Enter the first term, or partial term, to filter by.

3.
If you want to filter by all the resulting terms, skip to step 6. Otherwise, continue to step 4.

4.
Deselect Select All Search Results.

5.
Select the desired items from the search results.

6.
Click OK.

7.
Open the drop-down of the column to filter again.

8.
Enter the second term, or partial term, to filter by.

9.
If you want to filter by all the resulting terms, click OK and skip to step 12. Otherwise, continue to step 10.

10.
Deselect Select All Search Results.

11.
Select the desired items from the search results.

12.
Select Add Current Selection to Filter.

13.
Click OK.

Searching for Items to Exclude from Filter

The search function can also be used to exclude items from the filter. You do this by entering a search term, deselecting the items to exclude from the results, and then selecting the Add Current Selection to Filter.

You should keep three things in mind when using the search function to exclude items:

  • The search looks through the entire column, including items you may have already filtered out.

  • To exclude items from the listing, deselect them from the result.

  • The search function is additive when the Add Current Selection to Filter is selected. If not selected, each search’s results are treated as a new filter.

Using the Search Function to Exclude Items from Results

To exclude items from a list of filtered results, as shown in Figure 3, follow these steps:

Figure 3. Use the search function to exclude items from a filtered list.

1.
Open the drop-down of the column to filter.

2.
Enter the first term, or partial term, to filter by.

3.
If you want to filter by all the resulting terms, skip to step 6. Otherwise, continue to step 4.

4.
Deselect Select All Search Results.

5.
Select the desired items from the search results.

6.
Click OK.

7.
Open the drop-down of the column to filter again.

8.
Enter the exclusion term.

9.
If you want to filter out all the resulting terms, skip to step 12. Otherwise, continue to step 10.

10.
Deselect Select All Search Results.

11.
Select the desired items from the search results.

12.
Select Add Current Selection to Filter.

13.
Click OK.
 
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