How to Filter an Excel Database
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• 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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AutoFilter - Displaying the Top 10
May be used to filter a list of numbers only

The second option of each drop box, Top Ten, is a bit misleading.  Selecting this option actually allows you to filter out the top or bottom any number of records by value or percent.  Confused?  Well try it - click Top 10 in any column that contains numbers.

Excel presents the Top 10 AutoFilter dialog box - pictured here.

There are three factors to specify.

•  Select Top or Bottom to display the high or low values of that column

•  Select the number of items or percent of the database to display.

•  Select Items or Percent

Choosing Items returns the designated number of records.

Choosing percent returns the number of rows as a percentage of the whole database.  For example, entering 15 and percent in the dialog box returns 15 records when filtering a database of 100 (15%) - not the top or bottom 15% of the cell values.

So, in other words selecting the top 10% of the database by any column will return the same number of records.  However, an exception occurs when filtering a column where there are more than enough records to fill the request because of identical values.  To see this in action filter the Black Hills Trails database on the ElevLow column, ask it to show the top 10 percent.  Because there are 66 records in the database normally 6 records are returned, but in this example because the list could not be narrowed any further,  8 trails display.

Redisplay the whole database.  Data>Filter>Show All.

To turn AutoFilter off and remove the arrows in the Heading cells Click Data, hover Filter and uncheck AutoFilter by clicking it.

Next Page - Custom Filters >>

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