Excel Filter Data Based on Cell Value (6 Efficient Ways)

Sometimes data in a worksheet is too complicated or crammed that we face difficulties to find out desired data. Retrieve data from a dataset sometimes turns into a challenge. For this kind of purpose, we need to filter our data. Excel provides various ways to Filter Data Based on Cell Value. In this article, I will show how to filter data based on cell value.

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Here method 1 to 4 is in the first file and 5 to 6 in the second one.

6 Ways to Filter Data Based on Cell Value in Excel 

1. Filter Data Based on Cell Value Using Filter Option

There is a built-in option which is called Filter in Excel. This option helps to filter any type of data. Let’s assume we have a dataset of some products with their monthly sales, total sales, and average sales. Now we will filter the data based on their average sales.

Our target is to find the rows where average sales are between $2000 and $4000.

Step 1: Select the cell within the range.

Step 2: Now follow the steps.

1. Go to the Data tab.
2. Select Filter option.
   

Step 3: Select the arrow of the Average Sales column.

Step 4: As we want to filter numbers that’s why first select the Number Filter option then Between

Step 5: Then enter the filter criteria (as our criteria are numbers between 2000 and 4000, that’ why enter the ranges) then press the Ok button

Step 6: Now observe the filter data

2. Filter Data Based on Cell Value Using Filter Function

Let’s see how we can use Excel’s Filter Function for the previous dataset. Our scenario will be such as:

Let’s see the fundamentals of the Filter function.

This is the syntax of the Filter function. It takes the range with given criteria and returns the array of filtered values. The breakdown of the function is as follows.

Array -> This is the range or array to filter.

include -> This takes the boolean array, provided as criteria.

[if_empty] -> Lastly, it is the value to return when no results are returned. This argument is optional.

Step 1: Enter the formula in cell A16

Step 2: Press Enter and all the filtered data will be shown

[ Note: Filter function is only available on Office 365. It will not be available in Excel 2019 or earlier versions. ]

3. Filter Data Based on Cell Values that Contain Text

Let’s assume that we have a dataset of products with their sales persons’ names, joining dates, and total sales. Now we will filter data based on the salesperson’s name.

Step 1: Enter the formula in cell A15

Step 2: Press Enter and see the output

4. Filter Data Based on Date

Now we will filter data based on Date for the same dataset used on method 5. Our concern is to find the salespersons who joined after July.

Step 1: Enter the formula in cell A15

Step 2: Press Enter and see the output

5. Filter Data Based on Cell Value Using VBA Code

Now we will see how we can filter any data using VBA code. Here we will do the same thing which was done in method 1. But here we will use only VBA code to do filtering. Our concern is to find the top 5 average sales from the dataset.

Step 1: Follow the steps. (Alt+F11 shortcut for opening Visual Basic window)

1. Go to the Developer tab.
2. Click on the Visual Basic option.
   

Step 2: Then go to the Insert option and select Module

Step 3: Now enter the code in the module and press the run button (Shortcut F5)

Code: 

Sub Filter_5()
 Sheet2.Range("A3").AutoFilter Field:=7, Criteria1:="5", Operator:=xlTop10Items
End Sub

Step 4: Observe the final output

6. Filter Data Based on Cell Value Using Shortcut

Now we will see the shortcut for filtering values in Excel. For this again we will consider the same dataset above.

Step 1: Select the cells that you want to filter

Read More: How to Filter Cells with Formulas in Excel (2 Ways)

Step 2: Right Click on it. Then go to the Filter option. Under that select Filter by Selected Cell’s Value.

Keyboard Shortcut – > Menu Key > E > V

Step 3: Now click on the Filter icon

Step 4: Now customize the filtering option according to your need

[ To remove the filter option from the column header, use this shortcut

Menu Key > E > E]

Conclusion

These are the ways to filter data based on cell value in Excel. I have shown all the methods with their respective examples but there can be many other iterations. I have also discussed the fundamentals of the used functions. If you have any other method of achieving this then please feel free to share it with us.

Further Readings

• How To Search Multiple Items in Excel Filter
• How to use VBA DIR function in Excel (7 Examples)
• How to Filter Multiple Columns Simultaneously in Excel (3 Ways)
• How to Apply Multiple Filters in Excel [Methods + VBA]
• How to Filter Multiple Rows in Excel (11 Suitable Approaches)
• Filter Multiple Criteria in Excel (4 Suitable Ways)