Filtering:

Database filtering enables a user to view only those records that satisfy certain criteria. There are two types of filters in Excel: AutoFilter and Advanced Filter.

AutoFilter

AutoFilter is a type of filtering data in Excel that helps in selecting and displaying only the data that is required. For instance, an employee database contains details about all the employees in the company who are working throughout US. Using an AutoFilter, it is possible to find out the number of employees working in a particular state, say, Newyork, and their details. Following are the steps that a user has to go through for filtering data using AutoFilter:

• Insert data in a worksheet. Select a cell in the table.
• Click on the Data menu.
• Click on the Filter option and then on the AutoFilter option. The AutoFilter option is now activated.
• Arrow buttons are displayed in all the cells with field names.
• To extract the records, click on an arrow button in the column. A list of values gets displayed for specifying the condition.
• Click on Custom. A dialog box called as the Custom AutoFilter gets displayed. This box takes a maximum of two conditions on the selected column. For the string columns, wild card characters ‘?' and ‘*' can also be used. The wild card character ‘?' can be used for representing any single character while ‘*' can be used to represent any series of characters.
• Click on the arrow of the left-most drop down box that displays the comparison operators. Select the required operator.
• Click on the arrow of the right-most drop down box that displays a list of values. Click on the value button once again if the required value for condition is available so that the displayed list goes off. Enter the required value in the box.
• In case, a second condition needs to be included, click on AND or OR. Enter the condition in a similar way as entered for the first condition. Click on the OK button.
• The records that meet the specified criteria will get displayed. These records can also be copied to another location.

In order to display all the records, the user should go to the Data menu and click on the option called Filter. The AutoFilter option should be selected from the drop down menu that appears. To view all the records, the AutoFilter option has to be removed. To do this, the option has to be deactivated by clicking on it. [Refer Exhibits 3(a) - (e) (in Appendix) for screenshots on AutoFilter along with an example.

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