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All about AutoFilter

Top 10 selected in the AutoFilter list; Top 10 AutoFilter dialog box

Fig. 1  Click the AutoFilter arrow next to the column, and then click (Top 10…).
Fig. 2  Filter for the top or bottom items or percentages by using the Top 10 AutoFilter dialog box.
Callout 1 Select Top or Bottom.
Callout 2 Select a number from 1 to 500.
Callout 3 Select Items or Percent.

Another versatile filter is Top 10. You can use Top 10 on columns of numbers or dates.

Top 10 is a bit of a bargain. It does more than its name implies. With Top 10 you can find either the top items or the bottom items (the smallest or largest numbers or dates). And despite the name, you're not limited to finding the top 10 items or the bottom 10 items. You can choose how many items you want to see: only 1 or as many as 500.

Top 10 can also filter by percent of total rows in a column. If a column contains 100 numbers and you want to see the largest 15, you can select 15 percent. Bottom half? 50 percent.

You can use Top 10 to find the highest-priced or lowest-priced products, to identify employees with the most recent hire dates, or to see the top or bottom student grades.

To use Top 10 on a column of data, click the column's AutoFilter arrow. You'll see (Top 10…) near the top of the list that appears when you do that. Clicking it in the list opens the Top 10 AutoFilter dialog box. In the dialog box, select either Top or Bottom. Then select a number. Finally, select either Items or Percent. You'll try this out in the practice session at the end of the lesson.

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