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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Data Form Searches

Once you've created your own or copied the Black Hills Trails database, you can use the Data Form to locate particular records.  The retrieved records are viewable one at a time, and may be edited or deleted from within the form.

With Excel and a database open:

1. Click anywhere inside the data table - this will de-select any highlighted cells and activate the data table.

2. Click Form on the Data menu.  A form will appear with entries from the row that your cursor is in.

3. Click Criteria to clear the form.

4. Pick a field!  Let's say we want to view the records where the difficulty level is Easy.  Place your cursor in the Difficulty field and type easy.  (filters are not case sensitive).

5. Click Find Next.  The first record that Excel comes across that has easy in the Difficulty field is displayed.  Continue clicking Find next to view the rest of the records meeting your criteria one at a time.

You're able to find records using the a single field, numerous field, or all fields.  Try this - put Easy in the Difficulty field, <5000 in the ElevLow field, and <5500 in the ElevHigh field. Clicking Find Next repeatedly will display only the three trails that are Easy, have an elevation low of less than 5000 ft. and a high of 5500 feet.

Click the Criteria button to perform a a new search. Notice that the form clears except for the criteria that was entered for the previous filter.  Make sure to clear any unwanted data before performing the new search.

Once you're finished searching the database click Close in the Data Form dialog.

If you've created your own database and your running into problems with Excel recognizing the Headings, make sure that each column has a heading and that they are formatted as text.  Also make sure that there are no blank rows between the Heading row and the first row of data in the database.

If you're having problems with my database please email me.

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