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Excel Factor Entry 2 – AutoFilter

You are here: Home / Excel / Excel Factor Entry 2 – AutoFilter
Excel Factor Entry 2 – AutoFilter
June 27, 2012 by Mynda Treacy

If you use Excel Filters then you’ll love this time saving tip.

This tip was sent in by Mohammed Mustafa of Jeddah, Saudi Arabia.

Once you’ve set up your filters it requires at least a few clicks to apply them, but not anymore. With AutoFilter you can do it in two clicks!

Taking the example below we’ll do it the slow way and then the AutoFilter way:

Excel AutoFilter

Let’s say we want to filter on the item Binders.

The Slow Way to Filter

  1. Click on the down arrow in the Item header.
  2. Uncheck ‘(Select all)’.
  3.  
    Excel AutoFilter

  4. Check ‘Binders’ and click ok.
  5.  
    Excel AutoFilter

  6. Voila, 4 clicks later we’ve filtered our data and have this:
  7.  
    Excel AutoFilter

The Quick Way to Filter

The quick way requires you to first put the AutoFilter icon in your Quick Access Toolbar (QAT) or in a Custom Group in the Ribbon, but once that is done it’s there every time you open Excel, to use again and again.

Locating the AutoFilter Button

  1. Right-click on either the QAT or the Ribbon and select Customize Quick Access Toolbar, or Customize Ribbon, depending on where you want your icon. Personally I think it’s perfect for the QAT as it doesn’t require any navigating through the ribbon to locate it.
  2.  
    Excel customize QAT

  3. Choose ‘Commands not in the Ribbon’ from the ‘Choose commands from:’ list.
  4.  
    Excel customize QAT

  5. Locate AutoFilter and click the ‘Add >>’ button to add it to your QAT.
  6. Ok, now you’re ready to use your icon in the QAT.

    Excel customize QAT

Using the AutoFilter Button

  1. Select a cell containing the criteria you want to filter on. I’ll select binders in cell C4:
  2.  
    Excel customize QAT

  3. Click on the AutoFilter button in the QAT
  4.  
    Excel customize QAT

Voila, in a maximum of just two clicks you’ve filtered your data.

You can continue to apply additional filters in the same way. For example, if you wanted to then filter on the Rep, Gill you could click on any instances of ‘Gill’ and then click the AutoFilter button and your data will look like this.

Excel customize QAT

Click here for more on Excel Filters

Thanks for your cool tip, Mustafa.

Mohammed Mustafa is from Jeddah, Saudi Arabia. He loves Excel and teaches it on a part-time basis. 

Vote for Mustafa

If you’d like to vote for Mustafa’s tip (in X-factor voting style) use the buttons below to Like this on Facebook, Tweet about it on Twitter, +1 it on Google, Share it on LinkedIn, or leave a comment….or all of the above 🙂

Excel Factor Entry 2 – AutoFilter
Mynda Treacy

Microsoft MVP logo

AUTHOR Mynda Treacy Co-Founder / Owner at My Online Training Hub

CIMA qualified Accountant with over 25 years experience in roles such as Global IT Financial Controller for investment banking firms Barclays Capital and NatWest Markets.

Mynda has been awarded Microsoft MVP status every year since 2014 for her expertise and contributions to educating people about Microsoft Excel.

Mynda teaches several courses here at MOTH including Excel Expert, Excel Dashboards, Power BI, Power Query and Power Pivot.

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Category: ExcelTag: Excel_Factor
Previous Post:Excel Factor Entry 1 - Reverse PivotTableExcel Factor Entry 1 – Reverse PivotTable
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Reader Interactions

Comments

  1. Andy

    April 10, 2013 at 3:39 am

    Attaching the autofilter to the Quick Access Toolbar does not activate the filter for that cell but just turns on and off the auto filters… this feature is so useful, how do we get MS to correct this? Advice urgently requested.

    Andy

    Reply
    • Mynda Treacy

      April 10, 2013 at 12:31 pm

      Hi Andy,

      Unfortunately if your data is formatted as an Excel Table pressing the Autofilter icon will only turn the filters on or off. If your data isn’t formatted as a table the tip works as described.

      Kind regards,

      Mynda.

      Reply
  2. kjco

    January 25, 2013 at 1:24 am

    I have the same problem as Norm Lacroix.

    the button will have a strange ‘yellow’ background and it does not activate the filter for that cell but just turn on and off the auto filters…

    Bugger!

    Reply
    • Mynda Treacy

      January 25, 2013 at 9:48 am

      Uhg, bugger alright! 🙁

      Reply
  3. Ganesh

    September 21, 2012 at 9:28 pm

    This is awesome. I never tried this. Now on this is my favorite part of filters. 🙂

    Reply
    • Mynda Treacy

      September 21, 2012 at 9:31 pm

      Cheers, Ganesh!

      Reply
  4. Norm Lacroix

    June 27, 2012 at 9:16 pm

    I use Excel 2010, I put the AutoFilter on my QAT, and when I tried to use it, all it did was turn the Filters ON & OFF it did not filter the sheet as demonstrated.

    Reply
    • Mynda Treacy

      June 28, 2012 at 6:50 am

      Hi Norm,

      Are you sure you are using the AutoFilter button. The Filter button looks exactly the same as the AutoFilter button in the list of commands when customizing the QAT/Ribbon.

      I suspect you’ve added the Filter button to your QAT/Ribbon not the AutoFilter.

      HTH.

      Mynda.

      Reply
    • Mynda Treacy

      July 1, 2012 at 12:07 pm

      Hi Norm,

      It seems that if your data is formatted as a Table pressing the AutoFilter icon simply turns the filters on and off. Perhaps this is your problem?

      Kind regards,

      Mynda.

      Reply

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