10 Shortcuts For Filtering Data In Excel

Need to analyze and manipulate large datasets quickly? Don’t worry, you’re not alone! Discover 10 easy-to-follow shortcuts which will help you filter data efficiently in Excel. Save time and frustration – you’ll be a pro in no time!

Ten Excel Shortcuts for Filtering Data

Time is precious when dealing with data in Excel. That’s why it’s great to learn shortcuts that make filtering and sorting easier. Here are ten Excel shortcuts to help you sort and organize your data:

1. You can arrange data in ascending or descending order
2. You can sort by multiple columns
3. You can sort by color

These tips will help you work faster and have more time for other tasks.

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Sorting Data in Ascending or Descending Order

To sort data quickly, select the column letter at the top of the spreadsheet. Then, click the “Sort & Filter” button and choose “Sort A/Z” for ascending order or “Sort Z/A” for descending order. You can also right-click on a particular cell within the column and choose “Sort” from the menu. This enables sorting by more specific criteria, such as numbers from lowest to highest or vice versa.

Sorting data is a handy tool for large datasets. It helps you spot patterns and outliers. But remember, it’s important to properly format your data before sorting. Otherwise, you won’t get the desired results.

Now you know how to Sort Data by Multiple Columns.

Sorting Data by Multiple Columns

Text:

Hold Ctrl and click on each column header to select the columns you want to sort.
Click the Sort button under the Data tab and choose “Custom Sort”.
In the Sort dialog box, select the first column and choose ascending or descending order.
For more sorting levels, choose another column and its sorting order.
Keep adding sorting levels until your data is arranged just how you want.
Remember, Excel sorts data in the order you specify.
If you want to remove all sorting levels, select a cell in the data set and click the Clear button under the Data tab.
This will remove all formatting, including filters, sorting, and conditional formatting.
Now let’s look at sorting data by color!

Sorting Data by Color

Sorting Data by Color can be a great way for users passionate about aesthetics or who prefer visual organization to organize their spreadsheets. For example, design students can use this feature to organize product image catalogs with varying levels of completeness. Reddish-yellow shades indicate unfinished images and blue shades represent completed ones.

To sort data by color, highlight the column or row containing the color-coded cells. Then, go to the ‘Data’ tab and select ‘Sort & Filter.’ Choose either ‘Sort Smallest to Largest’ or ‘Sort Largest to Smallest.’

To manually set custom colors, right-click and select ‘Format Cells.’ Go to the ‘Borders’ tab and click on the drop-down menu labeled ‘Color.’ Select your preferred color.

For viewing specific rows with colored values only, go to the filter drop-down arrow on top of the column header. Then, select ‘Filter By Color.’

Conditional formatting can also be used to sort data by color. Select the range and click Conditional Formatting > Highlight Cells Rules > (Select either Greater Than or Less Than option from there). Remember that column and row headers will not change when sorting data by color. They remain fixed, even after sorting.

Next up: Filtering Data Using Excel!

Filtering Data Using Excel

Filtering data in Excel can be tedious. But, you’re in luck! Excel provides shortcuts to make it easy. Let’s look at them!

• Text filters are amazing for filtering based on text values.
• Number filters do the same but with numeric values.
• Date filters help filter data by specific dates or ranges.
• Lastly, advanced filters help with complex data sets.

Streamline your data filtering process with these shortcuts!

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Text Filters for Filtering Data

Text Filters can sort data alphabetically quickly. Select A to Z or Z to A from the List of Values drop-down menu. Filter based on specific text values by choosing the Filter list option. Text Filters can also work with numerical data. Select “Custom” to filter multiple text values, separated by commas. Wildcards like “*” and “?” represent characters when filtering for text strings.

Manually sorting or searching through data takes time. Text Filters offer more flexibility than basic filters. Use them with Sumif or Countif formulas to generate reports or spot trends within your dataset. Note that while Text Filters are for textual data, they can be used on numerical data with precautions.

Beware of filtering by text. It may exclude certain values if they don’t match the search criteria. Trim excess spaces from cells before filtering to prevent this issue.

Onwards to Number Filters for Filtering Data!

Number Filters for Filtering Data

Text:

Number Filters let you filter by exact values or a range of values in a column. You have several filtering options, like Greater Than, Less Than, Between, and Equals. The “Top 10” option lets you filter the top or bottom values in a column according to number value or percentage.

The “Above Average” filter is for data above the average value in a column. “Below Average” filters data that is below the average value in a column. Number Filters can also be used for multiple columns at once.

You can customize sorting options in Number Filters. For instance, when you select “Top 10,” you can pick either number value or percentage rank.

Pro Tip: Use Number Filters to detect trends and potential outliers quickly. This is great for working with a lot of data.

Next up is Date Filters for Filtering Data.

Date Filters for Filtering Data

Filter by Specific Date to display rows that match the chosen date. Filter by Days, Months or Years for data that matches the selected unit. Filter by Time Period to display records within a chosen time frame. Filter by Condition to set up custom filters based on pre-defined criteria.

Filter values that are above or below average. Filter Based on Relative Dates to display only recent records. Excel stores dates as numbers and time as fractions of a 24-hour day. Advanced Filters can be used to filter complex data sets.

Advanced Filters for Filtering Complex Data Sets

Text: Choose the data range you want to filter.

Go to the “Data” tab and pick “Advanced” from the “Sort & Filter” group.

Select whether you want to filter the data where it is or copy to another spot.

Highlight the cells in the criteria range by selecting one and pressing the expand button.

Input filter criteria using operators like “equal to”, “not equal to”, etc.

Press OK and see the filtered data.

Advanced filters permit multiple criteria ranges or formulas for more complex filtering.

McKinsey Global Institute’s study revealed that workers spend 20% of their workweek finding information internally. Advanced filters can reduce this wasted time and boost productivity.

Finally, use Conditional Formatting to Manage Data better. This helpful tool in Excel lets you apply formatting based on conditions.

Conditional Formatting to Manage Data Better

Conditional formatting is an amazing tool in Excel. It helps you manage data better. You can color-code, use data bars, and icon sets to make your spreadsheets look attractive. Also, it allows you to easily draw insights from data.

How it works? You can set rules for cells based on specific criteria. For example, you can highlight cells with values higher or lower than a threshold. Or, you can highlight cells with specific text or dates. Or, cells that lie within a range of values. You can apply the rules to single or multiple cells. The formatting will automatically change when the data changes.

It saves you time & effort. You can easily spot trends, patterns, & outliers without manually filtering through data. This makes your analysis faster & more reliable.

To get the most out of conditional formatting, here are some tips:

1. Define what you want to highlight & use the right formatting.
2. Experiment with different styles, colors, data bars, & icon sets.
3. Automate your formatting rules by using formulas & functions.

Image credits: manycoders.com by James Woodhock

Creating Custom Views to Filter and Select Data

Creating Custom Views to Filter and Select Data is a great way to quickly and easily filter data in Excel. This shortcut gives users the power to make a custom view of their data. Saved and accessed at any time, it only takes a few clicks to filter the data to show only the info needed.

To use this shortcut, select the data and click on the View tab. Then click on Custom Views and Add. This will bring up a dialog box where you can name your view and choose filters. Click OK and the custom view is saved.

This shortcut has many benefits. It allows for switching between different views of data. For example, one view shows rows with a certain value, and another view shows rows with another value. This makes comparing different subsets of data fast and easy. Also, it saves time and reduces errors. No need to manually filter every time. Just load the custom view.

To make the most of this shortcut, try creating several custom views with different filters. Name them in a clear, descriptive way. Finally, consider sharing the custom views with coworkers – this will save time and boost productivity.

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Using Tables to Easy Filter Data

Tables can make filtering data in Excel fast and easy! They allow you to customize filters, sort data, and freeze the header row. To utilize tables, simply select your data and click the Filter button. This adds dropdown arrows to each column header, so you can filter data with just a few clicks. You can also use the search box to quickly find specific values.

For an extra personalized approach, try using the Slicer tool. This interactive visual filtering tool lets you choose which columns to use for filtering and customize the appearance. Slicers are great for dealing with large and complex data sets!

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Filter Dropdowns for Quick and Easy Data Filtering

Filter dropdowns can provide quick and easy data filtering. Just click on the dropdown arrow in a column’s header to select and unselect items from a list. This automates the filtering process, helping you to identify and focus on relevant data.

Here are ten shortcuts to make data filtering even more efficient:

1. Use the ‘Select All’ option to simplify the selection of a data subset.
2. Utilize specific, clear column headings.
3. After filtering, remember to turn off the dropdowns.
4. Customize filter dropdowns by rearranging, inserting, or deleting items.

These tips can save time and increase productivity. Make the most of filter dropdowns!

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Use the Search Box to Find Specific Data Fast

The heading “Use the Search Box to Find Specific Data Fast” is about using one of Excel’s handy shortcuts. It lets you quickly locate data from a big set, with a search box, instead of scrolling.

Click the search box and type the data you need. Excel will filter out all cells without your search term. This saves time and effort, especially for those who work with large data sets.

For best results, organize and label your data set. Try different search terms and filtering criteria to get the most out of this feature.

Using the search box can streamline data filtering and speed up work with large data sets. With practice, you can become an expert at taking full advantage of Excel.

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Go To Special Feature to Quickly Locate Specific Data

Large sets of data in Excel can be overwhelming. Luckily, there’s a shortcut to make filtering easier – the “Go To Special” feature. To use it, highlight the cells you want to search, press “Ctrl” and “G”, then click “Special”. This opens a window with various searching options like formulas, errors and formatting.

You can also try the “Filter” option to show only certain rows or use “Conditional Formatting” to highlight cells based on criteria. For even more time-saving, organize your information into tables for easy sorting and filtering using drop-down menus.

Remember, these shortcuts are helpful when dealing with a daunting spreadsheet. Use them to quickly locate the information you need.

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Subtotal Feature to Summarize and Filter Data

The Subtotal Feature in Excel is super helpful for summarizing and filtering data. To use it, you must first sort your data with the Sort tool in the Data tab. Then, click on Subtotal. You can pick which columns to add subtotals to and which function to apply (e.g. Sum, Count, or Average).

This feature not only lets you quickly summarize your data, but also allows easy filtering based on specific subsets. By clicking on the dropdown arrow near each subtotal header, you can filter based on the criteria used for that subtotal.

One great idea is to try different functions when analyzing data. For example, Average gives you a glimpse into general trends, while Count helps you find inconsistencies or missing data points. Moreover, you can combine Subtotal with other Excel tools like PivotTables for even more analysis.

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Filter by Color Feature for Quick Identification and Filtering of Data.

Excel is a popular spreadsheet software used in many industries for data analysis and management. When there is a lot of data to sift through, it can be daunting to do it manually. This is where Excel’s filter by color comes in! This feature allows you to quickly identify and filter data based on color-coded cells.

To use it, select the dataset you want to filter. Click the filter button located in the data tab. Then, choose “filter by color” or “custom filter” to filter data by specific cell color or font color.

How does it work? Assign a color to cells or fonts depending on the condition. For instance, if you need to filter all cells with values above a certain number, assign a color to those cells and use the filter by color feature. This is great for large datasets or when you need to quickly identify and filter data points.

To get the most out of this feature, here are some tips:

• use contrasting colors to make it easy to spot different data points
• use consistent color coding throughout the spreadsheet
• experiment with different filters to find the most effective way to filter your data.

Image credits: manycoders.com by Adam Woodhock

FAQs about 10 Shortcuts For Filtering Data In Excel

What are the 10 shortcuts for filtering data in Excel?

1. Ctrl + Shift + L : Toggle AutoFilter
2. Alt + Down Arrow : Open the dropdown menu for the selected cell
3. Alt + Up Arrow : Select the entire column
4. Alt + Left Arrow : Remove sorting on a column
5. Alt + Right Arrow : Sort ascending/descending
6. Ctrl + Shift + L + C : Filter by color
7. Ctrl + Shift + L + F : Filter by a specific text
8. Ctrl + Shift + L + D : Filter by date
9. Ctrl + Shift + L + N : Filter by number
10. Ctrl + Shift + L + S : Filter by a specific list