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: Counting Filtered Rows.

Counting Filtered Rows

by Allen Wyatt
(last updated June 15, 2019)

John has applied a filter to the contents of one of his worksheets. He wants to determine the count of rows visible in the filtered data, but when he tries to count them using the COUNT function, Excel returns the overall number of rows, including those not displayed in the filtered list.

This is actually normal behavior—the COUNT function returns all the rows in a range, whether they are visible or not. If you want to determine the number of rows that meet the criteria of your filter, there are a variety of techniques you can use.

If you don't need to get your count in a cell, then you can simply rely upon Excel to inform you of the count. When you apply a filter, the Excel status bar contains a count of how many rows are displayed by the filter. This count disappears as soon as you start editing other information in your worksheet, but it will reappear if you reapply the filter.

You could also select all the visible cells in a particular column and just look in the "totals" area of the status bar. By default Excel displays the sum of whatever cells you've selected, but you can right-click on this sum and instead instruct Excel to display a count of the selected cells.

If you want to use a formula to determine the row count, you could use the COUNTIF function. All you would need to do is make sure that the criteria specified in the function is the same criteria that you used in your filter. The drawback to this, of course, is that if you change your filter criteria you will also need to change the COUNTIF criteria to get an accurate count.

You can also use the SUBTOTAL function to determine the count of rows. For instance, if your filtered information was in A2:A500, you could use this formula to display a count of the rows displayed by the filter:

=SUBTOTAL(2,A2:A500)

The first parameter, 2, indicates that you want Excel to use the COUNT function to determine the formula result. If you change this parameter to 3 then SUBTOTAL will use COUNTA instead. Either way, SUBTOTAL only counts those rows displayed by the filter.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3831) 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: Counting Filtered Rows.

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

Inserting the Current Month

Need to add the name of the current month to your document? Word includes a field that can make the addition easy, and it ...

Discover More

Catching Single-Letter Spelling Errors

There have been times when I've reviewed my writing and found lots of "lone letters," detached by a single space from the ...

Discover More

Removing Cells from a Selected Range

Select a large range of cells and you may later want to remove a few cells from that selection. This is not as easy as ...

Discover More

Excel Smarts for Beginners! Featuring the friendly and trusted For Dummies style, this popular guide shows beginners how to get up and running with Excel while also helping more experienced users get comfortable with the newest features. Check out Excel 2013 For Dummies today!

More ExcelTips (menu)

Filtering for Comments

Excel makes it easy to filter a data table based on various values in that table. It isn't so easy to filter according to ...

Discover More

Recalculating when Filtering

Filter a large worksheet, and Excel will helpfully recalculate every time you apply a different filter. This can get ...

Discover More

Filtering Columns

The filtering tools provided in Excel make it easy to filter a data list so that only certain rows are displayed. What if ...

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. 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 nine more than 2?

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.