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Microsoft Excel 2010 : Using the Advanced Filter (part 2) - Filtering a Dataset Using the Advanced Filter, Filtering for Unique Items

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3/8/2015 5:51:09 AM
Filtering a Dataset Using the Advanced Filter

To filter a dataset using the advanced filter, combining various criteria, and placing the results on a new sheet, these stages follow:

1.
Copy and paste the desired headers from the dataset to a new sheet.

2.
If filtering by a formula, skip to step 4. Otherwise, in row 1 of a blank section of the datasheet, type the column headers to filter by.

3.
Below the column headers entered in step 2 fill in the criteria, as shown in Figure 2. Note that the criteria is not case sensitive.

Figure 2. The Advanced Filter can use a combination of criteria to filter a dataset. Note: Results in G6:K25 are a representation of the actual results on the Report sheet.

4.
To filter by a formula, enter the formula in a column on the datasheet that does not have a header, as shown in column J of Figure 2. Because the formula in J2 is on the same row as other criteria, Excel will treat it as part of that criteria. But the formula in J3 is alone in its row. It will apply to the entire dataset.

5.
After all the criteria are entered, return to the results sheet.

6.
Select a blank cell.

7.
Go to Data, Sort & Filter, Advanced.

8.
Select Copy to Another Location.

9.
Place the cursor in the List Range field.

10.
Go to the dataset’s sheet and select the dataset.

11.
Place the cursor in the Criteria Range field.

12.
Go to the dataset’s sheet and select the criteria range. If the criteria range is just a formula, be sure to include a blank cell above the formula. Do not include any blank rows (except for above formulas).

13.
Place the cursor in the Copy To field.

14.
Select the column headers for the results.

15.
Click OK.

Filtering for Unique Items

When the single option of discs only is selected, the advanced filter can be used to remove doubles. Unlike elimination the doubles order on the data label, the original whole of data will remain intact if you choose to copy the results on a new site. But also unlike elimination reproduces the order, you cannot specify the multiple columns to filter par.

If Filter the List, In-Place is selected, the duplicate rows will be hidden. Go to Data, Sort & Filter, Clear to clear the filter and unhide the rows.

Removing Duplicates from a Single Column

To quickly filter out duplicates in a single column and copy the results to a new location, follow these steps:

1.
Select a cell in the column to filter.

2.
Go to Data, Sort & Filter, Advanced Filter.

3.
Verify the range in the List Range field is the desired range. Correct it if it’s wrong.

4.
Select Copy to Another Location.

5.
Place your cursor in the Copy to Range field.

6.
Select a cell on the sheet where you want the first cell of the filtered range copied to.

7.
Select Unique Records Only.

8.
Click OK.
 
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