As a beginner there may have been times when you sit and look at an Excel sheet, only to wonder why it is full of numerous figures and segments? Many people have been there, being confused by so many columns and rows of data. How would it be if there were alternatives in searching for the required information?
Consider, for instance, as to how one can track the sales of a particular product within a region or even list the most successful employees in several departments. This is what advanced Excel filtering techniques enable you to do.
In our current world that rests on data, the skill of analysing complex datasets in an effective manner is at a premium. It does not matter whether you are a business analyst, or a manager, or just somebody going through buckets full of information, these techniques can help in reducing man-hours to a great extent and also reveal some aspects that would normally be hidden.
Are you ready to rework the way you handle data? This guide will present you with five of the most essential data filtering mechanisms that will go a long way in helping you deal with data regardless of its complexity.
Technique 1: General Overview of Advanced Filter: Taking It a Step Further
As the name suggests this is the filter term used in many tables or other filtering is not cut it. Advanced filter is similar to the simple filtering but only better, more effective and has more options.
Here’s how to use it:
- Set up your criteria range: This is where you define what you’re looking for.
- Select your data range.
- Go to the Data tab and click on Advanced Filter.
- Choose whether to filter the list in place or copy to another location.
- Select your criteria range and click OK.
It seems quite basic, but the catch is in the implications of what one may do with it. Let’s say you are dealing with a huge database of inventory; you might need to look for all the products that have less than 20 units in stock AND have a profit margin of 25% and over. The Advanced Filter allows you to do both these in just a click.
Pros:
- Can process multiple conditions
- Able to pull out distinct records
- Efficient with a huge amount of data
Technique 2: Custom Filter: Combining AND/OR Criteria
There are occasions when you want the data which satisfies more than two conditions. For this, such custom filters can be used which can have the AND/OR condition. It’s like telling Excel, “I want this, OR that, BUT NOT that.”
Here’s a brief how-to:
- Click the filter button in your header row.
- Choose “Text Filters” or “Number Filters” depending on your data.
- Select “Custom Filter” at the bottom of the list.
- In the dialog box, set your first condition.
- Click “And” or “Or” to add another condition.
- Set your second condition and click OK.
Formula example:
For more advanced users, formulas can be used for even more complex filtering. Here’s one that filters for sales over ₹50,000 OR from the “North” region:
=OR(B2>50000, C2=”North”)
This approach has particular importance in the evaluation of sales return characteristics of retail chains. It facilitates the identification of stores which either are making sales beyond a certain limit or which are in regions of high potential for further sales opportunities. Identifying these super markets is made simpler by use of the new filter.
Technique 3: FILTER Function: The Excel 365 Game-Changer
If you have the latest excel which is Excel 365 then you must be having the FILTER function with you. This function makes it possible for one to filter information in the formulas apart from the regular table features. It’s like every excel already has a dedicated analyst embedded within its application.
Basic syntax
=FILTER(array, include, [if_empty])
Example:
Say a list of employees is required but filtered to include only those in the “Sales” department who have a rating of over 4:
=FILTER(A2:D100, (B2:B100=”Sales”)*(C2:C100>4), “No results”)
This function is incredibly powerful for creating dynamic, formula-based filters without altering your original dataset. It’s great for creating live dashboards that update automatically as new data comes in.
Technique 4: Power Query: When Excel Meets Big Data
The generalisation of restrictions in Power Queries pertains to the parallelisation of efforts in an organisation as Power Query enables working with large and intricate data sets. Power Query is Excel’s secret weapon for handling large, complex datasets. It’s like having a data cleaning and transformation toolkit built right into Excel.
To use Power Query,
- Go to Data > Get & Transform Data > From Table/Range.
- In the Power query editor, find the little filter icon on the top column of data you need to filter.
- Apply the filter or select the filter conditions that you want.
- Apply and Close to view your data that is filtered.
Why it is great:
- Handles massive datasets with ease
- Allows for complex transformations
- Your filtering steps are saved and can be easily modified or reapplied
Power Query is definitely the new buzzword for all those who get their hands dirty with Big data in Excel. It can collate and evaluate years of sales information collected from different systems thereby reducing what was in the past several hours each month of labour quite literally to a click of a button.
Technique 5: Pivot Tables with Slicers: Visual Filtering at Its Best
If you have analysed data in excel, then you know there is a point when you have to resort to the use of Pivot Tables. Slicers can also be attached to this and you have a very simplistic yet very sophisticated but minimally computer literate user friendly visual filtering system.
To set this up:
- Create a Pivot Table from your data.
- Insert a Slicer (Insert > Slicer).
- Connect the Slicer to your Pivot Table.
And now your data is filterable at the click of a button!
Why it works:
- Simple and quick filtering but visually alluring.
- Suitable for boards wanting interactivity on a dashboard.
- Works perfectly for rapid examination of information.
This approach is very useful in the preparation of interactive sales presentation dashboards for the executives. It helps them in doing the slicing of the data themselves without bothering them with the intricacies that lie within.
Comparing the Techniques
| Technique | Best For | Complexity | Performance |
| Advanced Filter | Complex criteria | Medium | Good |
| Custom Filter | Multiple conditions | Low | Excellent |
| FILTER Function | Formula-based filtering | Medium | Excellent |
| Power Query | Large datasets, multiple sources | High | Excellent |
| Pivot Tables w/ Slicers | Visual analysis, dashboards | Low | Good |
Micro Computer Center: Training in Advanced Excel in Noida
As we dive deeper into these advanced Excel techniques, you might be wondering, “Where can I learn more about this?” If you’re in Noida, the Micro Computer Center offers an Advanced Excel Course that covers these techniques and much more.
The centre takes a hands-on approach, working through real-world scenarios that you’re likely to encounter in your job. It’s like having a personal Excel guru guiding you through the complexities of data analysis.
What sets their course apart is how they integrate these advanced filtering techniques into broader data analysis strategies. They show you not just how to use these tools, but when and why to use them. It’s this practical, job-focused approach that makes their course stand out.
The Advanced Excel Course at Micro Computer Center could be the key to unlocking your full potential with data analysis. It’s designed for those who are serious about taking their Excel skills to the next level.
Conclusion: Becoming an Excel Expert and Changes in Your Jobs
Throughout the course, we have gone from the very flexible Advanced Filter to the interesting combination of Pivot Tables and Slicers. This is exactly how this bunching up works – each method for each specific occasion.
Do not forget that the effective use of these filtering techniques goes beyond simply being a matter of technical know-how. It involves a change of mental orientation geared towards effective and efficient analysis of data. It is about identifying the right issues and being able to cut through the mud in the data to retrieve the information quickly.
While doing these over and over, hopefully, it will improve your efficiency and the way you look at information. Perhaps you will be able to discern patterns and opportunities which before existed only in the endless sea of data.
But why stop here? If you want to enhance your Excel knowledge and skills, then why don’t you think of joining the Micro Computer Center’s Advanced Excel Course? The course is intended to augment the theorem we have been discussing and bring you to the heights of mastering Excel.