Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Using AutoFiltering.

Using AutoFiltering

by Allen Wyatt
(last updated June 8, 2013)

3

Filtering a list means displaying only a part of it. You provide the criteria you want used and then Excel displays only those list records that match the criteria. Filtering is especially useful if you have a large list and you want to work with only a subset of the records in the list.

The easiest way to filter your list is to use the AutoFilter feature. You do this by following these steps:

  1. Select any cell in your list.
  2. Choose Filter from the Data menu. Excel displays a submenu.
  3. Select AutoFilter from the submenu. Excel determines where your column (field) labels are located and adds pull-down arrows to the right side of each label's cell.

AutoFilter is now alive and well in your workbook. If you click on one of these pull-down arrows, Excel displays the unique values in that column (field). You can then select one of the values and Excel displays only those records that match that value for that field. (The pull-down arrow then turns blue.) All the rest of the records in the list will be hidden.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2246) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Using AutoFiltering.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Changing Text Case

Word provides a built-in shortcut to change the case of a text selection. Understanding how that shortcut works (and the ...

Discover More

Closing Multiple Files

When working with multiple workbooks open, you may want a way to close them all with a single command. Here's the secret.

Discover More

Adding an Ellipsis to the Beginning of Some Paragraphs

The Find and Replace feature of Word is very powerful. You can even use it to add a unique character to the beginning of ...

Discover More

Save Time and Supercharge Excel! Automate virtually any routine task and save yourself hours, days, maybe even weeks. Then, learn how to make Excel do things you thought were simply impossible! Mastering advanced Excel macros has never been easier. Check out Excel 2010 VBA and Macros today!

More ExcelTips (menu)

Changing AutoFilter Drop-Down Arrow Colors

The drop-down arrow used at the top of columns by AutoFilter can be difficult to see. Here's a way you can reduce the ...

Discover More

Increasing the AutoFilter Drop-Down Limit

When you turn on AutoFiltering, Excel displays a drop-down list at the top of each column in your data table. This list ...

Discover More

Quickly Identifying Applied AutoFilters

Apply an AutoFilter to a worksheet, and you can quickly forget exactly what that AutoFilter entailed. Here are a couple of ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is five minus 0?

2013-06-08 20:35:28

peterk

Yes. There are no doubt other ways but here's one:

1. Select the range which has the values you want to copy.
2. From the menu select Data >>> Filter >>> Advanced filter. This will open a dialog box.
3. Under Action, choose "Copy to another location", and ensure the "Unique records only" check box is selected.
Go!


2013-06-08 10:37:46

George Ferriso

The auto filter is great, but it only works up to 10,000 lines of data. You then need to use the Ctrl--F (find).


2013-06-08 06:24:43

venkat

is it possible to copy the unique values in the download to anohter location


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.