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: Showing Filter Criteria on a Printout.

Showing Filter Criteria on a Printout

Written by Allen Wyatt (last updated June 25, 2018)
This tip applies to Excel 97, 2000, 2002, and 2003


Microsoft Excel includes some great tools that help you filter large data tables to include only the information you want displayed. In effect, the filters allow you to "slice and dice" your data until you get just what you want.

When printing out filtered data, you might want to know what slicing and dicing was done to the original data. There are several ways you can go about displaying your filtering criteria. One simple way is to use the advanced filtering capabilities of Excel, which require that you set up a small criteria table for your data. If the criteria table is made part of what you print, then you can see your filtering criteria quite easily.

If you use AutoFilter, then you need to use a different approach. One such approach is detailed at John Walkenbach's site:

http://j-walk.com/ss/excel/usertips/tip044.htm

This solution uses a user-defined function to return any filtering criteria in use in the current column. The function can be used in a cell, in that column, to display the criteria. If you are using advanced filtering, then the macro approach is a bit more complex. The following macros (there are two of them in the listing) examine what advanced criteria are in play, and then places the criteria in the left portion of the header.

Sub AddFilterCriteria()
    Dim strCriteria As String

    strCriteria = FilterCriteria()
    If strCriteria = "" Then
        strCriteria = "No Filtering Criteria"
    Else
        strCriteria = "Filter Criteria:" & Chr(10) & strCriteria
    End If

'   add Criteria string to Header/Footer
    With ActiveSheet.PageSetup
        .LeftHeader = strCriteria
    End With
End Sub

Function FilterCriteria() As String
    Dim rngCriteria As Range, col As Range, cel As Range
    Dim strCriteria As String, r As Integer, c As Integer
    Const strCriteriaRange As String = "Criteria"

    FilterCriteria = ""

    On Error Resume Next
    'Set Criteria-Range reference
    Set rngCriteria = Range(strCriteriaRange)
    If Err <> 0 Then Exit Function
    On Error GoTo 0

'   Create Criteria String
    c = 0
    For Each col In rngCriteria.Columns
        c = c + 1     ' CriteriaRange Columns
        r = 1         ' CriteriaRange Rows
        For Each cel In col.Cells
            If r = 1 Then
                strCriteria = strCriteria & "Criteria" _
                  & c & " (" & cel.Value & ") = "
            Else
                strCriteria = strCriteria & "'" & cel.Value & "'"
                If IsEmpty(cel.Offset(1, 0)) Then
                    'Add New row Char if not Last Criteria Column
                    If c < rngCriteria.Columns.Count Then
                        strCriteria = strCriteria & Chr(10)
                    End If
                    Exit For
                End If
                strCriteria = strCriteria & "  "
            End If
            r = r + 1
        Next cel    ' next criteria row
    Next col        ' next criteria column

    FilterCriteria = strCriteria
End Function

To use the macro, just run the AddFilterCriteria macro, after you have your advanced filtering set up. The macro reads the criteria table and puts together the criteria into a string that is placed in the left header.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3248) 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: Showing Filter Criteria on a Printout.

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

Easily Adding Blank Rows

Want to add a bunch of blank rows to a your data and have those rows interspersed among your existing rows? Here's a ...

Discover More

Grabbing a User's Name from Excel

One of the settings you can make in Excel is to specify a user's name. This name is accessible through macros, and can ...

Discover More

Changing How Arrows Look

If you use Excel's graphic capabilities to insert a line or an arrow into a worksheet, you can change how that arrow ...

Discover More

Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel Data Analysis and Business Modeling today!

More ExcelTips (menu)

Hiding a Hyperlink on a Printout

Hyperlinks can be real handy in a workbook, but you may not always want them visible when you send the workbook to the ...

Discover More

Printing Selected Worksheets

When you accumulate quite a few workbooks in folder, you might need to print out selected worksheets from all of the ...

Discover More

Printing Workbook Properties

Want to create a printed record of the properties associated with a workbook? There is no easy way to do it in Excel. ...

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}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. 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 8 - 6?

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.

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.