In Excel, you can create filters on columns that will hide rows that do not match your filter. In addition, you can also use special functions in Excel to summarize data using only the filtered data.
If you want to summarize data in Excel, there are a few different ways to go about it. You can use built-in functions, or you can create filters. This article will walk you through the steps for creating filters in Excel and also using built-in functions to summarize that filtered data. ..
Create Simple Filters in Excel
To create a simple filter, you just need to type the filter name in the text box at the top of the screen and press enter. You can also use the arrow keys to move the cursor around. The next time you want to create a complex filter, you can click on the plus sign (+) next to the filter name and then use the arrow keys to move around until you find a field that matches your search criteria.
In the Filter dialog box, you can select the data on the sheet by clicking on one of the data fields and then clicking on the Filter button.
You can click on the small dropdown button to change the filter for that column.
The first option is called “City of London”, and it’s the most popular choice. It’s the largest city in the UK, with a population of over 7 million people. The second option is called “City of Westminster”, and it’s the most important city in the UK. It has a population of over 1 million people.
At the top, you can sort all the rows by the values in the City column. Note that when you sort the data, it will move the entire row, not just the values in the City column. This will ensure that your data remains intact just as it was before.
IDs and numbers in worksheets should be sorted by the ID column.
Based on the values in the City column, the spreadsheet now sorts the data in the spreadsheet by city. So far, no rows are hidden. Now let’s take a look at the checkboxes at the bottom of filter dialog. In my example, I have only three unique values in the City column and those three show up in the list. ..
I went ahead and unchecked two cities and left one checked. Now I only have 8 rows of data showing and the rest are hidden. You can easily tell you are looking at filtered data if you check the row numbers at the far left. Depending on how many rows are hidden, you’ll see a few extra horizontal lines and the color of the numbers will be blue.
I would use the following code to filter results in a column C: SELECT COUNT(*) as “Family Size” FROM family
In Column C, you can see the same checkboxes for each unique value. However, if you want to filter by a greater than value, there are a bunch of other options too.
To filter a table, type in a dialog box the value for the filter. You can also add more than one criterion with an AND or OR function. For example, you might want rows where the value is greater than 2 and not equal to 5. ..
I’m down to just 5 rows of data: families only from New Orleans and with 3 or more members. Easy enough? Note that you can easily clear a filter on a column by clicking on the dropdown and then clicking the Clear Filter From “Column Name” link.
So that’s about it for simple filters in Excel. They are easy to use and the results are pretty straight-forward. Now let’s take a look at complex filters using the Advanced filters dialog. ..
Create Advanced Filters in Excel
To see all families in New Orleans with more than 2 members in their family, or all families in Clarksville with more than 3 members in their family and only the ones with a .EDU ending email address, you would need to use the Advanced filter dialog. ..
Next, we need to create a new column in the spreadsheet and name it “Date.” In the “Date” column, type in the date you want to analyze. For this example, we’ll use January 1st. Now that we have our data set up, let’s start working on our analysis! In the next step, we’re going to use a function in Excel to calculate the average sales for each store on our list. To do this, go ahead and select “Function” from the menu bar and then select “Average.” In the “Average” dialog box that pops up, type in your function’s name (in this case it would be “AVERAGE”) and then click OK. After you’ve clicked OK, Excel will start calculating your average sales for each store on your list. To see your results, go ahead and click on the cell that contains your average sales figure (in this case it would be cell C2). You’ll now see a graph that shows how sales have changed over time for each store on your list. ..
Now, you can choose to filter by: -Date -Time -Location -Category -Subjects You can also choose to filter by: -Country -Region -City -Category
In this example, we are only interested in data from New Orleans or Clarksville. We can type those into cells E2 and E3.
When you type values on different rows, it means OR. Now we want New Orleans families with more than two members and Clarksville families with more than three members. To do this, type in >2 in C2 and >3 in C3. ..
Since both New Orleans and Louisiana are on the same row, it will be an AND operator. The same is true for rows 3 and 4 above. Finally, we want only the families with .EDU ending email address. To do this, just type in *.edu into both D2 and D3. The * symbol means any number of characters.
This will open a dialog box that will allow you to set the Criteria for your data. In this dialog box, you can set the following: The Data Type: This is the type of data that you want to analyze. You can choose between Rows and Columns. Columns are better because they give you more control over your analysis. If you only have rows, then use Rows. If you have columns, then use Columns. The Data Source: This is the name of the source of your data. You can choose from a variety of sources, such as a database, text file, or online source. The Output Format: This is how your data will be outputted in your report or document. You can choose between HTML and PDF.
The Advanced Filter dialog allows you to filter your data in a variety of ways. By selecting everything from A1 to E3, you can get back to the dialog if you need to make changes. Click OK and your data should now be filtered!
As you can see, now I have only three results that match all of those criteria. Note that the labels for the criteria must match exactly with the labels for the dataset in order for this to work. ..
You can create more complicated queries using this method, so play around with it to get your desired results. Finally, let’s talk about applying summation functions to filtered data.
Summarizing Filtered Data
Now let’s say I want to sum up the number of family members on my filtered data, how would I got about doing that? Well, by clicking on the Clear button in the ribbon, I can clear out all of my data so that I can only focus on the family members that I want to include.
At the bottom of our dataset, let’s add a cell called Total and then add a sum function to sum up the total family members. In my example, I just typed =SUM(C7:C31).
So if I look at all families, I have 78 members total. Now let’s go ahead and reapply our Advanced filter and see what happens. The reapplied filter results in a new total of 82 members. ..
The correct number is 11. The SUM function does not ignore hidden rows, so it is still doing the calculation using all the rows. Luckily, there are a couple of functions you can use to ignore hidden rows.
The SUBTOTAL function clears your filter and returns the total number of items in the input.
The SUBTOTAL function can be used to calculate the total of a set of values. This function can be used to compare and contrast different sets of values.
To sum a range of cells, you can use the SUM function. To do this, you first need to select the cells that you want to sum. Then, from the SUM dropdown on the toolbar, select SUM. Next, type in the number that you want to sum and press Enter. ..
When you press enter, the value of 78 is the same as previously. However, if you now apply the filter again, we will see 11!
Adjusting your filters will always reflect only the rows that are currently visible. ..
The second function that works pretty much exactly the same as the SUBTOTAL function is AGGREGATE. The only difference is that you have to specify that you want to ignore hidden rows when using the AGGREGATE function. ..
The first parameter is the summation function you want to use and as with SUBTOTAL, 9 represents the SUM function. The second option is where you have to type in 5 to ignore hidden rows. The last parameter is the same and is the range of cells.
In this article, I will be discussing the AGGREGATE function and other functions like MODE, MEDIAN, AVERAGE, etc. in more detail. By doing so, you will be able to use these functions to analyze data more effectively. ..
In this article, we will explore how to use Excel filters to improve the accuracy and clarity of data. We will start by looking at some basic filter examples and then move on to more complex filters.
