How to Filter an Excel Database
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Free Excel Course

• Introduction

• Data Form

• AutoFilter

• Uniques, Blanks...

• Display Top 10

• Custom Filters

• Match Selection

Advanced Filters

• Set up Worksheet

• Perform Filters

• Use Extract Range

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Introduction

Filtering is a quick and easy way to extract certain records from a database created in Microsoft Excel.  This filter or filtering of the database makes it possible to manipulate the records as a group of their own - separate from the rest of the database.  An example is extracting only the records from an address database where the Zip code is equal to 57754.  This group of records could then be printed, sorted, copied, deleted, etc.  Unlike sorting, filtering does not rearrange the list, instead it hides the rows containing the records that do not meet the criteria.

This course will cover Data Form Searches, AutoFiltering, Filtering to Match a Selection, and Advanced Filters.  I will assume you have a basic understanding of Microsoft Excel - beginners should not have too much difficulty working through the course.  The easiest way to learn about filtering is to see is it in action, therefore I suggest you open Excel in another window while taking this course, that way you can pop back and forth.

So that we can get going right away, I've included a database of the Trails in the Black Hills that you're welcome to copy and use throughout the course.  Better yet grab the list, pick a trail, and come visit the fabulous Black Hills ;•)  Just kidding...Get to work!

To get the Database, Click Here.  Instructions on how to copy it to your hard drive are there.  Click "Go back to the Course" at the top of the database page when you're finished and it'll bring you back here.

Before we get started...

When a database is filtered or "queried" essentially what happens is a statement is sent to the computer instructing it to "show all the records where the data in this field matches this".  Although this can be very handy, only very basic queries can be performed.  Enter Comparison Operators and Wild Card Characters.

There are 6 standard Comparison Operators (=, >, <,<=,>= and, <>) and 6 others that are used to filter text fields.  The use of these operators will become more clear as you work through this course.

The asterisk (*) and question (?) mark are Wildcard characters.  They are used in criteria statements to represent one or more characters.  Examples:

- ?an would return Dan, man, & fan

- *an would return man, woman, & American

Don't be alarmed if you're not familiar with the use of these characters, they are actually very easy to understand and will become clear to you as you work with them.  For a printer friendly Comparison Operator and Wildcard cheat sheet click here.  A new window will open - you can just leave it open and refer to it or print the sheet and close the window.

Okay Lets get started.

Next Page - Data Forms >>

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