Mukesh Dipto
In Microsoft Excel, the Advanced Filter option is helpful when looking for data that meets two or more criteria. In this article, we will discuss applications of the Advanced Filter Criteria Range in Excel.
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18 Applications of Advanced Filter Criteria Range in Excel
1. Use of Advanced Filter Criteria Range for Number and Dates
First and foremost, we will get introduced to our dataset. Column B to Column E represents various data associated with sales. Now we can implement here Advanced Filter Criteria Range. In this example, we will use Advanced Filter Criteria Range for filtering numbers and dates. We are going to extract all data where sales quantity is greater than 10. Let’s see the procedure.
- Firstly, in the Data tab, select the Advanced command from the Sort & Filter option. A dialogue box named Advanced Filter will appear.
- Next, select the entire table (B4:E14) for the List range.
- Select cell (C17:C18) as Criteria range.
- Press OK.
- Finally, we can see only the data having quantities larger than 10.
Note:
1. Select the criteria with two rows at least.
2. We will use headers for the related columns where filtering criteria will be applied.
Read More: Excel VBA: Advanced Filter with Multiple Criteria in a Range (5 Methods)
2. Filter Text Value with Advanced Filter Criteria
We can compare text values using logical operators in addition to numbers and dates. In this section, we will discuss how we can filter text value with Advanced Filter Criteria for an exact match of Text as well as having a specific character at the beginning.
2.1 For Exact match of Text
In this method, Filtering will return us the exact value of the input text. Suppose we have the following dataset of sales along with a new column City. We will extract only the data for the city ‘NEW YORK’. Just do the following steps to perform this action:
- In the beginning, select cell C18. Insert the following formula:
=EXACT(D5," NEW YORK")- Press Enter.
- Next, select the following filter criteria range:
List Range: B4:F14
Criteria Range: C17:C18
- Hit OK.
- Lastly, we will get only the data for the city ‘NEW YORK’.
2.1 Having Specific Character at the Beginning
Now we will filter text values for starting with a specific character rather than an exact match. Here, we will extract only the values of cities starting with the word ‘New’. Let’s see how to do that.
- Firstly, select the criteria ranges in the Advanced Filter box:
List Range: B4:F14
Criteria Range: C18:C19
- Press OK.
- Finally, we will get the data for all cities starting with the word ‘New’.
Read More: How to Use Advanced Filter If Criteria Range Contains Text in Excel
3. Use Wildcards with Advanced Filter Option
The use of wildcard characters is another way to apply Advanced Filter Criteria Range. Usually, there are three types of wildcard characters in excel:
? (Question Mark) – Represents any single character in a text.
* (Asterisk) – Represents any number of characters.
~ (Tilde) – Represents the presence of a wildcard character in the text.
We can search for a specific text string in our dataset by using Asterisk (*). In this example, we find the names of salespeople starting with the text ‘J’. To do that, we need to follow these steps.
- First, open the Advanced Filter window. Select the following criteria range:
List Range: B4:F14
Criteria Range: C17:C18
- Press OK.
- Finally, we will get the names of salespeople only that start with text ‘J’.
Related Contents: Excel Advanced Filter [Multiple Columns & Criteria, Using Formula & with Wildcards]
4. Apply Formula with Advanced Filter Criteria Range
One more way to use Advanced Filter Criteria Range is to apply formulas. In this example, we will extract the sales amount greater than $350. Just follow the below steps to this:
- In the beginning, select cell C19. Insert the following formula:
=F5>350- Hit OK.
The formula iterates the value of sales amount whether it is greater than $350 or not.
- Next, select the following criteria range in the Advanced Filter dialogue box:
List Range: B4:F14
Criteria Range: C17:C19
- Press OK.
- So, we can see the data for only the values of sales greater than $350.
Read More: Excel VBA Examples with Advanced Filter Criteria (6 Cases)
5. Advanced Filter with AND Logic Criteria
We will now introduce AND logic in the Advanced Filter Criteria Range. This logic uses two criteria. It returns the output value when data satisfies both criteria. Here we have the following dataset. In this dataset, we will filter data for the city of New York as well as having sales value >= 200. Let’s see how to do that.
- First, go to the Advanced Filter dialogue box select the following criteria range:
List Range: B4:F14
Criteria Range: C18:C19
- Press OK.
- Finally, we will get the dataset for only the city of New York having a sales value greater than $250.
Read More: Apply Advanced Filter Based on Multiple Criteria in One Column in Excel
6. Use of OR Logic with Advanced Filter Criteria Range
Like the AND logic, the OR logic uses two criteria also. AND logic returns output if both criteria are fulfilled whereas OR logic returns if only one criterion is fulfilled. Here we will data for the cities New York and Texas only. Just follow the below steps to perform this action:
- In the beginning, open the Advanced Filter dialogue box. Input the following criteria range:
List Range: B4:F14
Criteria Range: C18:C20
- Hit OK.
- Finally, we get the dataset only for the cities New York and Texas.
Read More: How to Use the Advanced Filter in VBA (A Step-by-Step Guideline)
7. Combination of AND & OR Logic as Criteria Range
Sometimes we may need to filter data for multiple criteria. In that case, we can use a combination of AND & OR logic. We will extract data from the following dataset based on the given criteria. Just do the following steps to perform this action:
- Firstly, open the Advanced Filter dialogue box. Select the following criteria:
List Range: B4:F14
Criteria Range: C18:C20
- Then press OK.
- So, we can see the dataset only which matches our criteria.
Read More: Advanced Filter with Multiple Criteria in Excel (15 Suitable Examples)
8. Using Advanced Filter Criteria Range to Extract Specific Columns
In this example, we will filter specific parts of a dataset. After filtering we will move the filtered part into another column. We will use the following dataset to perform this action through the below procedure.
- First, from the Advanced Filter dialogue box select the following criteria:
List Range: B4:F14
Criteria Range: C18:C20
- Select copy to another location option.
- Input Copy to range H8:I10.
- Hit OK.
- So, we get the filtered data in H8:I10 according to our criteria.
Read More: How to Apply the Advanced Filter to Copy to Another Location in Excel
9. Copy Data to Another Worksheet after Filtering
In this example, we will also copy data in another worksheet whereas in the previous example we did it in the same worksheet. Do the following steps to execute it:
- First, go to ‘Another Worksheet-2’ where we will copy data after filtering.
We can see two columns ‘City’ and ‘Sales’ in ‘Another Worksheet-2’.
- Next, open the ‘Advanced Filter’ dialogue box.
- Then go to ‘Another Worksheet-1’. Select the following criteria:
List Range: B4:F14
Criteria Range: C18:C19
- Now, select copy to another location option.
- After that, go to ‘Another Worksheet-2’. Select Copy to Range B2:C4.
- Press OK.
- Finally, we can see the filtered data in ‘Another Worksheet-2’.
Read More: VBA to Copy Data to Another Sheet with Advanced Filter in Excel
10. Extract Unique Records with Advanced Filter Criteria
In this case, we will extract only the unique values from a specific column. From the following dataset, we will extract unique values of cities in another column. Just do the steps:
- In the beginning, open the Advanced Filter window. Select the criteria
List range: D4:D14
- Next, select the option Copy to another location.
- Then, input Copy to range as H4:H8.
- Check the box Unique records only.
- Press OK.
- Finally, we can see the names of cities with unique records only in column H.
Read More: How to Use Advanced Filter for Unique Records Only in Excel
11. Find Weekdays with Advanced Filter Criteria Range
We can find Weekdays with Advanced Filter Criteria Range. Here we will use the following dataset to illustrate this process:
- Firstly, select cell C19. Insert the following formula:
=AND(WEEKDAY(B5)<>1,WEEKDAY(B5)<>7)
- Next, set the following criteria range in the Advanced Filter dialogue box:
List Range: B4:F14
Criteria Range: C18:C19
- Press OK.
- Finally, we will get the Date values only for weekdays.
🔎 How Does the Formula Work?
- WEEKDAY(B5)<>1: 1 denotes Sunday. This part set the criteria that the date is not Sunday.
- WEEKDAY(B5)<>7: 7 denotes Sunday. This part set the criteria that the date is not Saturday.
- AND(WEEKDAY(B5)<>1,WEEKDAY(B5)<>7): Set the criteria that the day is neither Saturday nor Sunday.
Read More: Excel Advanced Filter Not Working (2 Reasons & Solutions)
12. Apply Advanced Filter to Find Weekend
We can also use the Advanced Filter Criteria Range to find the Weekend from a Date column. Let’s see how to do that using the following dataset:
- In the beginning select cell C19. Insert the following formula:
=OR(WEEKDAY(B5)=1,WEEKDAY(B5)=7)- Press Enter.
- Next, from the Advanced Filter dialogue box select the following criteria range:
List Range: B4:F14
Criteria Range: C18:C19
- Press OK.
- So, we can see only the values of the weekend in the Date column.
13. Use Advanced Filter to Calculate Values Below or Above Average
In this section, we will calculate the below or above average value by using Advanced Filter Criteria Range. Here we will only filter the sales value which is greater than the average sales value.
- First, select cell C19. Insert the following formula:
=E5>AVERAGE(E5:E14)
- Next, open the Advanced Filter dialogue box. Input the following criteria range:
List Range: B4:F14
Criteria Range: C18:C19
- Press OK.
- So, we get only the dataset for sales value greater than the average value.
14. Filtering Blank Cells with OR Logic
If our dataset consists of blank cells, we can extract blank cells by using Advanced Filter.
We have the following dataset. The dataset consists of blank cells. We have set the criteria by using the following formula:
=B5=""
- First, go to the Advanced Filter dialogue box. Input the following criteria:
List Range: B4:F14
Criteria Range: C17:C22
- Press OK.
- Finally, we get the dataset that only consists of blank cells.
15. Apply Advanced Filter to Filter Non-Blank Cells using OR as well as AND Logic
In this example, we will eliminate blank cells whereas in the previous example we eliminated the nonblank cells. We have set the following criteria for using the formula:
=B5<>""
- Firstly, go to the Advanced Filter dialogue box. Insert the following criteria range:
List Range: B4:F14
Criteria Range: C17:G18
- Now press OK.
- So, we get the dataset free from blank cells.
Read More: How to Use Advanced Filter to Exclude Blank Cells in Excel (3 Easy Tricks)
16. Find First 5 Records Using Advanced Filter Criteria Range
Now we will implement the Advanced Filter option for extracting the first 5 records from any kind of dataset. In this example, we will take the first five values of the Sales column. To perform this we will first set the criteria based on the following formula:
=F5>=LARGE($F$5:$F$14,5)
After that, just do the following steps:
- In the beginning, go to the Advanced Filter dialogue box. Insert the following criteria range:
List Range: B4:F14
Criteria Range: C17:C18
- Hit OK.
- Finally, we get the top five records of the Sales column.
17. Use Advanced Filter Criteria Range to Find Bottom Five Records
We can use the Advanced Filter option to find the bottom five records also. To find the bottom five records for the Sales column, we will create the following criteria using the below formula:
=F5<=SMALL($F$5:$F$14,5)
Then follow the below steps to perform this action:
- First, insert the following criteria range in the Advanced Filter dialogue box:
List Range: B4:F14
Criteria Range: C17:C18
- After that, press OK.
- Lastly, we can see the bottom five values of the Sales column.
18. Filter Rows According to a List’s Matched Entries Using Advanced Filter Criteria Range
Sometimes we may need to compare between two columns or rows of a dataset to eliminate or keep particular values. We can use the match entry option to perform this kind of action.
18.1 Matches with Items in a List
Suppose we have the following dataset with two columns of cities. We will take only the matching entries between these two columns. In order to do this we will set the following criteria using the below formula:
=C5=E5
Just do the following steps to perform this action:
- In the beginning, open the Advanced Filter option. Insert the following criteria range:
List Range: B4:F14
Criteria Range: C17:C18
- Hit OK.
- Lastly, We can see the same value in two columns of cities.
18.2 Do Not Matches with Items in a List
The previous example was for matching entries whereas this example will filter non-matching entries. We will set the criteria by using the following formula:
=C5<>E5
Let’s see how to perform this:
- First, from the Advance Filter insert the following criteria range:
List Range: B4:F14
Criteria Range: C17:C18
- Then, press OK.
- Finally, we will get the values of cities in Column C and Column E that do not match with one another.
Conclusion
In this article, we have tried to cover all the methods of the Advanced Filter Criteria Range option. Download our practice workbook added to this article and practice yourself. If you feel any confusion or have any suggestions just leave a comment below, we will try to reply to you as soon as possible.
