Filter by using advanced criteria

If the data you want to filter requires complex criteria (such as Type = "Produce" OR Salesperson = "Davolio") you can use the Advanced Filter dialog box.

Advanced Filter Example
Overview
Multiple criteria, one column, any criteria true Salesperson = "Davolio" OR Salesperson = "Buchanan"
Multiple criteria, multiple columns, all criteria true Type = "Produce" AND Sales > 1000
Multiple criteria, multiple columns, any criteria true Type = "Produce" OR Salesperson = "Buchanan"
Multiple sets of criteria, one column in all sets (Sales > 6000 AND Sales < 6500 ) OR (Sales < 500)
Multiple sets of criteria, multiple columns in each set (Salesperson = "Davolio" AND Sales >3000) OR
(Salesperson = "Buchanan" AND Sales > 1500)
Wildcard criteria Salesperson = a name with 'u' as the second letter
Text that matches a case-sensitive search (formula) Type = an exact match of "Produce"
A value in a column greater than the average of all values in that column (formula) Sales > the average of all Sales

Overview

The Advanced command works differently from the Filter command in several important ways.

  • It displays the Advanced Filter dialog box instead of the AutoFilter menu.
  • You type the advanced criteria in a separate criteria range on the worksheet and above the range of cells or table that you want to filter. Microsoft Office Excel uses the separate criteria range in the Advanced Filter dialog box as the source for the advanced criteria.

Example: Criteria range (A1:C4) and list range (A6:C10) used for the following procedures    

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent) or, on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544

Comparison operators

You can compare two values by using the following operators. When two values are compared by using these operators, the result is a logical value — either TRUE or FALSE.

Comparison operator Meaning Example
= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1

Using the equal sign to type text or a value

Because the equal sign (=) is used to indicate a formula when you type text or a value in a cell, Excel evaluates what you type; however, this may cause unexpected filter results. To indicate an equality comparison operator for either text or a value, type the criteria as a string expression in the appropriate cell in the criteria range:

=''=entry''

Where entry is the text or value you want to find. For example:

What you type in the cell What Excel evaluates and displays
="=Davolio" =Davolio
="=3000" =3000

Considering case-sensitivity

When filtering text data, Excel does not distinguish between uppercase and lowercase characters. However, you can use a formula to perform a case-sensitive search. For an example, see the section Wildcard criteria.

Using pre-defined names

You can name a range Criteria, and the reference for the range will appear automatically in the Criteria range box. You can also define the name Database for the list range to be filtered and define the name Extract for the area where you want to paste the rows, and these ranges will appear automatically in the List range and Copy to boxes, respectively.

Creating criteria by using a formula

You can use a calculated value that is the result of a formula as your criterion. Remember the following important points:

  • The formula must evaluate to TRUE or FALSE.
  • Because you are using a formula, enter the formula as you normally would, and do not type the expression in the following way:

=''=entry''

  • Do not use a column label for criteria labels; either keep the criteria labels blank or use a label that is not a column label in the list range (in the examples that follow, Calculated Average and Exact Match).

If you use a column label in the formula instead of a relative cell reference or a range name, Excel displays an error value such as #NAME? or #VALUE! in the cell that contains the criterion. You can ignore this error because it does not affect how the list range is filtered.

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Multiple criteria, one column, any criteria true

Boolean logic:    (Salesperson = "Davolio" OR Salesperson = "Buchanan")

  1. Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544
  1. To find rows that meet multiple criteria for one column, type the criteria directly below each other in separate rows of the criteria range. Using the example, enter:
  A B C
1 Type Salesperson Sales
2   ="=Davolio"  
3   ="=Buchanan"  
  1. Click a cell in the list range. Using the example, click any cell in the range A6:C10.
  2. On the Data tab, in the Sort & Filter group, click Advanced.

The Sort & Filter group on the Data tab

  1. Do one of the following:
  • To filter the list range by hiding rows that don't match your criteria, click Filter the list, in-place.
  • To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip    When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

  1. In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$C$3.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog Button image.

  1. Using the example, the filtered result for the list range is:
  A B C
6 Type Salesperson Sales
8 Meat Davolio $450
9 produce Buchanan $6,328
10 Produce Davolio $6,544

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Multiple criteria, multiple columns, all criteria true

Boolean logic:    (Type = "Produce" AND Sales > 1000)

  1. Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544
  1. To find rows that meet multiple criteria in multiple columns, type all the criteria in the same row of the criteria range. Using the example, enter:
  A B C
1 Type Salesperson Sales
2 ="=Produce"   >1000
  1. Click a cell in the list range. Using the example, click any cell in the range A6:C10.
  2. On the Data tab, in the Sort & Filter group, click Advanced.

The Sort & Filter group on the Data tab

  1. Do one of the following:
  • To filter the list range by hiding rows that don't match your criteria, click Filter the list, in-place.
  • To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip    When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

  1. In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$C$2.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog Button image.

  1. Using the example, the filtered result for the list range is:
  A B C
6 Type Salesperson Sales
9 produce Buchanan $6,328
10 Produce Davolio $6,544

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Multiple criteria, multiple columns, any criteria true

Boolean logic:     (Type = "Produce" OR Salesperson = "Buchanan")

  1. Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544
  1. To find rows that meet multiple criteria in multiple columns where any criteria can be true, type the criteria in the different columns and rows of the criteria range. Using the example, enter:
  A B C
1 Type Salesperson Sales
2 ="=Produce"    
3   ="=Buchanan"  
  1. Click a cell in the list range. Using the example, click any cell in the list range A6:C10.
  2. On the Data tab, in the Sort & Filter group, click Advanced.

The Sort & Filter group on the Data tab

  1. Do one of the following:
  • To filter the list range by hiding rows that don't match your criteria, click Filter the list, in-place.
  • To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip    When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

  1. In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$B$3.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog Button image.

  1. Using the example, the filtered result for the list range is:
  A B C
6 Type Salesperson Sales
9 produce Buchanan $6,328
10 Produce Davolio $6,544

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Multiple sets of criteria, one column in all sets

Boolean logic:     ( (Sales > 6000 AND Sales < 6500 ) OR (Sales < 500) )

  1. Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544
  1. To find rows that meet multiple sets of criteria where each set includes criteria for one column, include multiple columns with the same column heading. Using the example, enter:
  A B C D
1 Type Salesperson Sales Sales
2     >6000 <6500
3     <500  
  1. Click a cell in the list range. Using the example, click any cell in the list range A6:C10.
  2. On the Data tab, in the Sort & Filter group, click Advanced.

The Sort & Filter group on the Data tab

  1. Do one of the following:
  • To filter the list range by hiding rows that don't match your criteria, click Filter the list, in-place.
  • To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip    When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

  1. In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$D$3.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog Button image.

  1. Using the example, the filtered result for the list range is:
  A B C
6 Type Salesperson Sales
8 Meat Davolio $450
9 produce Buchanan $6,328

Top of Page Top of Page

Multiple sets of criteria, multiple columns in each set

Boolean logic:    ( (Salesperson = "Davolio" AND Sales >3000) OR (Salesperson = "Buchanan" AND Sales > 1500) )

  1. Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544
  1. To find rows that meet multiple sets of criteria, where each set includes criteria for multiple columns, type each set of criteria in separate columns and rows. Using the example, enter:
  A B C
1 Type Salesperson Sales
2   ="=Davolio" >3000
3   ="=Buchanan" >1500
  1. Click a cell in the list range. Using the example, click any cell in the list range A6:C10.
  2. On the Data tab, in the Sort & Filter group, click Advanced.

The Sort & Filter group on the Data tab

  1. Do one of the following:
  • To filter the list range by hiding rows that don't match your criteria, click Filter the list, in-place.
  • To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip    When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

  1. In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$C$3.To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog Button image.
  2. Using the example, the filtered result for the list range would be:
  A B C
6 Type Salesperson Sales
9 produce Buchanan $6,328
10 Produce Davolio $6,544

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Wildcard criteria

Boolean logic:    Salesperson = a name with 'u' as the second letter

To find text values that share some characters but not others, do one or more of the following:

  • Type one or more characters without an equal sign (=) to find rows with a text value in a column that begin with those characters. For example, if you type the text Dav as a criterion, Excel finds "Davolio," "David," and "Davis."
  • Use a wildcard character.
Use To find
? (question mark) Any single character
For example, sm?th finds "smith" and "smyth"
* (asterisk) Any number of characters
For example, *east finds "Northeast" and "Southeast"
~ (tilde) followed by ?, *, or ~ A question mark, asterisk, or tilde
For example, fy91~? finds "fy91?"
  1. Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544
  1. In the rows below the column labels, type the criteria that you want to match. Using the example, enter:
  A B C
1 Type Salesperson Sales
2 ="=Me*"    
3   ="=?u*"  
  1. Click a cell in the list range. Using the example, click any cell in the list range A6:C10.
  2. On the Data tab, in the Sort & Filter group, click Advanced.

The Sort & Filter group on the Data tab

  1. Do one of the following:
  • To filter the list range by hiding rows that don't match your criteria, click Filter the list, in-place
  • To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip    When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

  1. In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $A$1:$B$3.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog Button image.

  1. Using the example, the filtered result for the list range is:
  A B C
6 Type Salesperson Sales
7 Beverages Suyama $5,122
8 Meat Davolio $450
9 produce Buchanan $6,328

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Text that matches a case-sensitive search (formula)

Boolean logic:    Type = an exact match of "Produce"

  1. Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544
  1. In the rows below the column labels, type the criteria that you want to match as a formula by using the EXACT function to perform a case-sensitive search. Because you are looking for an exact match in the Type column, which is in column A, you enter A7 as the first argument. Using the example, enter:
A B C D
1 Type Salesperson Sales Exact Match
2       =EXACT(A7, "Produce")

Then, the formula is evaluated for each row of data in the list range.

  1. Click a cell in the list range. Using the example, click any cell in the list range A6:C10.
  2. On the Data tab, in the Sort & Filter group, click Advanced.

The Sort & Filter group on the Data tab

  1. Do one of the following:
  • To filter the list range by hiding rows that don't match your criteria, click Filter the list, in-place.
  • To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip    When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

  1. In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $D$1:$D$2.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog Button image.

  1. Using the example, the filtered result for the list range is:
A B C
6 Type Salesperson Sales
10 Produce Davolio $6,544

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A value in a column greater than the average of all values in that column (formula)

Boolean logic:    Sales > the average of all Sales

  1. Insert at least three blank rows above the list range that can be used as a criteria range. The criteria range must have column labels. Make sure that there is at least one blank row between the criteria values and the list range.

The example may be easier to understand if you copy it to a blank worksheet.

ShowHow to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

Note    Do not select the row or column headers.

Selecting an example from Help

Selecting an example from Help
  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 
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A B C
Type Salesperson Sales
     
     
     
     
Type Salesperson Sales
Beverages Suyama $5122
Meat Davolio $450
produce Buchanan $6328
Produce Davolio $6544
  1. In the rows below the column labels, type the criteria that you want to match as a formula that finds a value in the Sales column greater than the average of all the Sales values. Because you are comparing the formula to values in the Sales column, which is in column C, enter C7 as the first argument. Using the example, enter:
A B C D
1 Type Salesperson Sales Calculated Average
2       =C7>AVERAGE($C$7:$C$10)

Then, the formula is evaluated for each row of data in the list range.

  1. Click a cell in the list range. Using the example, click any cell in the list range A6:C10.
  2. On the Data tab, in the Sort & Filter group, click Advanced.

The Sort & Filter group on the Data tab

  1. Do one of the following:
  • To filter the list range by hiding rows that don't match your criteria, click Filter the list, in-place.
  • To filter the list range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

Tip    When you copy filtered rows to another location, you can specify which columns to include in the copy operation. Before filtering, copy the column labels for the columns that you want to the first row of the area where you plan to paste the filtered rows. When you filter, enter a reference to the copied column labels in the Copy to box. The copied rows will then include only the columns for which you copied the labels.

  1. In the Criteria range box, enter the reference for the criteria range, including the criteria labels. Using the example, enter $D$1:$D$2.

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, click Collapse Dialog Button image.

  1. Using the example, the filtered result for the list range is:
A B C
6 Type Salesperson Sales
7 Beverages Suyama $5,122
9 produce Buchanan $6,328
10 Produce Davolio $6,544

Top of Page Top of Page

 
 
Applies to:
Excel 2010