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: Copying the Results of Filtering.

Copying the Results of Filtering

by Allen Wyatt
(last updated December 2, 2016)

If you use the advanced filtering capabilities of Excel, you are not limited to filtering "in place." You can also do the equivalent of a database extraction, which is a two-step process. First, the list is filtered, and then the records that match your criteria are copied to a different area of the worksheet.

To instruct Excel to copy the results of a filtering, follow these steps:

  1. Select the area you want to filter.
  2. Choose Filter from the Data menu, then choose Advanced Filter. Excel displays the Advanced Filter dialog box, with the address of your original data table already filled in, in the List Range box. (See Figure 1.)
  3. Figure 1. The Advanced Filter dialog box.

  4. Set your filtering options as desired.
  5. Make sure the Copy to Another Location radio button is selected.
  6. Specify a copy destination in the Copy To field.
  7. Click on OK.

When you specify a destination for the copy (step 5), you have three options. First, if you specify a single cell as the destination, then Excel copies the results of the filtering, regardless of the number of records extracted. If you are working with a large list and the results of the filtering might be many, many rows, however, you might not want to do this. In this case, make the destination a row selection. Excel will then only copy that many rows. Thus, if the result of the filtering was 47 records, and your destination was a selection of 12 rows, only the first 12 records are copied. The final option is to select a range of cells. This limits the copy to the number or rows and columns specified by the range.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2859) 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: Copying the Results of Filtering.

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 Caption Numbering Styles

Using Word's captioning feature can be a great boon for automatically numbering certain elements in your documents. It might ...

Discover More

Erratic Behavior of Ctrl+PgDn

Have you ever noticed that when you use Ctrl+PgDn or Ctrl+PgUp that Word may give you results you didn't expect. Here's why ...

Discover More

Pulling Headers and Footers from Other Files

You may have some standard headers and footers you want to make available in your document templates. This tip describes some ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

MORE EXCELTIPS (MENU)

Advanced Filtering

Many people know how to use AutoFilter, but there are times when you need some more filtering muscle. Here's how you can use ...

Discover More

Copying Comments when Filtering

The advanced filtering feature in Excel allows you to quickly copy unique information from one data list to another. If you ...

Discover More

Extracting Targeted Records from a List

When working with large amounts of data, you may have a need to extract just the information that meets the criteria you ...

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 for this tip:

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

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.

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.

Links and Sharing
Share