Excel VBA: Filter Based on Cell Value on Another Sheet (4 Examples)

This article illustrates 4 different examples to filter a dataset based on a cell value that is on another sheet using VBA code in Excel. We’ll use Excel’s built-in Range.AutoFilter method to illustrate these examples using its different properties.

Filter Data Based on Cell Value on Another Sheet Using VBA in Excel: 4 Examples

Let’s introduce our dataset first. Here we have a list of sale details for 4 different products from 2 categories. We want to filter this dataset based on a cell value that is on another sheet.

Introduction to the Range.AutoFilter Method

In the following examples, we’ll use the Range.AutoFilter method in our VBA code to filter a dataset using the AutoFilter. The method has several arguments to operate with. The syntax is-

expression.AutoFilter(Field, Criteria 1, Operator, Criteria 2, SubField, VisibleDropDown)

In the above arguments-
Field– We need to put an integer offset of the field to set the filter on the dataset. The count starts from the leftmost side of the dataset as one.

Criteria 1 – We can use “=” for blank cells, “<>” for non-blank cells, and “><” to select fields in data types. If this optional argument is omitted, then the method would set the criteria as All.

Operator – This is an XLAutoFilterOperator to specify the filter type, for example, xlAnd and xlOr are used to set multiple criteria options.

Criteria 2 – We can create compound filter criteria by using this 2nd argument along with Criteria 1 and Operator.

SubField – We can also apply criteria on the field from a data type.

VisibleDropDown – The AutoFilter dropdown arrow can be displayed or hidden with values True and False consecutively.

Write Code in Visual Basic Editor

To filter data based on cell value on another sheet, we need to open and write VBA code in the Visual Basic Editor. Follow the steps to open the Visual Basic Editor and write some code there.

Go to the Developer tab from the Ribbon.
Click the Visual Basic option.

In the Visual Basic for Applications window, click the Insert dropdown to select the New Module option.

Now put your code inside the visual code editor and press F5 to run it.

1. Filter with Single Criteria Based on Cell Value on Another Sheet Using VBA in Excel

Task:
To filter the dataset (Sheet1) based on a cell value that is on another sheet (Sheet2). We want to filter the dataset for the Fruits category.

Solution:
We need to set the arguments in the Range.AutoFilter method to use in our code.
Field – 2, as the 2nd column represents the category names.
Criteria1– the cell reference of the value Fruits in Sheet2.
VisibleDropDown– True

VBA Code:
Put the following code in the visual basic editor and press F5 to run it.

Option Explicit
Sub FilterBasedOnCellValueAnotherSheet()
    Dim category As Range
    With Worksheets("Sheet2")
        Set category = .Range("C2")
    End With
    With Worksheets("Sheet1")
        With .Range("B4:G13")
            .AutoFilter Field:=2, Criteria1:=category, VisibleDropDown:=True
        End With
    End With
End Sub

In the above code, we set the source data range as B4:G13 in Sheet1 and the cell reference for criteria1 is C2 (variable named as “category”) in Sheet2.

Output:
The dataset is filtered for the products that belong to the Fruits category.

2. Run a VBA Code to Filter with Multiple Criteria Using OR Operator Based on Cell Value on Another Sheet

Task:
To filter the dataset (Sheet3) based on cell values that are on another sheet (Sheet4). We want to filter the dataset for the products that are either Apple or Tomato.

Solution:
We need to set the arguments in the Range.AutoFilter method to use in our code.
Field – 3, as the 3rd column represents the product names.
Criteria1– the cell reference of the value Apple in Sheet4.
Operator- xlOr
Criteria2- the cell reference of the value Tomato in Sheet4.
VisibleDropDown– True

VBA Code:
Put the following code in the Visual Basic Editor and press F5 to run it.

Option Explicit
Sub FilterBasedOnCellValueAnotherSheet()
    Dim product1, product2 As Range
    With Worksheets("Sheet4")
        Set product1 = .Range("C2")
        Set product2 = .Range("E2")
    End With
    With Worksheets("Sheet3")
        With .Range("B4:G13")
            .AutoFilter Field:=3, Criteria1:=product1, Operator:=xlOr, Criteria2:=product2
        End With
    End With
End Sub

Output:
The dataset is filtered for the products that are either Apple or Tomato.

3. Filter with Multiple Criteria using AND Operator Based on Cell Value on Another Sheet Using VBA in Excel

Task:
To filter the dataset (Sheet5) based on cell values that are on another sheet (Sheet6). We want to filter the dataset for the products that have quantities greater than 50 but less than 60.

Solution:
We need to set the arguments in the Range.AutoFilter method to use in our code.
Field – 4, as the 4th column represents the quantity of the products.
Criteria1– the cell reference of the quantity 50 in Sheet4.
Operator- xlAnd
Criteria2- the cell reference of the quantity 60 in Sheet4.
VisibleDropDown– True

VBA Code:
Put the following code in the Visual Basic Editor and press F5 to run it.

Option Explicit
Sub FilterBasedOnCellValueAnotherSheet()
    Dim product1, product2 As Range
    With Worksheets("Sheet6")
        Set product1 = .Range("D2")
        Set product2 = .Range("F2")
    End With
    With Worksheets("Sheet5")
        With .Range("B4:G13")
            .AutoFilter Field:=4, Criteria1:=">" & product1, Operator:=xlAnd, Criteria2:="<" & product2
        End With
    End With
End Sub

Output:
The dataset is filtered for the products having quantities greater than 50 but less than 60.

Read More: How to Remove Filter in Excel VBA

4. Use of Drop Down List to Filter Data Based on Cell Value in Another Sheet in Excel VBA

Task:
To filter the dataset (Sheet7) based on a cell value that is on another sheet (Sheet8). We want to filter the dataset for the categories using a Drop-Down list in another sheet.

Solution:
We need to set the arguments in the Range.AutoFilter method to use in our code.
Field – 2, as the 2nd column represents the category names.
Criteria1– the cell reference of the category name in Sheet8.
VisibleDropDown– True
Create a Drop-Down List in Excel

To make a drop-down list, just follow the simple steps below-

Select a cell (C2 in sheet 8) on which we’ll create the drop-down list.

Then go to the Data tab of the Ribbon.
Click on the Data Validation button.

In the Data Validation window, select the Setting tab (By default selected).
In the Allow drop-down list, choose the List option.

Then type Fruits and Vegetables in the Source input box separated by a comma and finally hit OK.

As an output, we can see a drop-down list in cell C2 with two options to select.

VBA Code:
Put the following code in the Visual Basic Editor and press F5 to run it.

Option Explicit
Sub FilterBasedOnCellValueAnotherSheet()
    Dim category As Range
    With Worksheets("Sheet8")
        Set category = .Range("C2")
    End With
    With Worksheets("Sheet7")
        With .Range("B4:G13")
            .AutoFilter Field:=2, Criteria1:=category, VisibleDropDown:=True
        End With
    End With
End Sub

Output:
The dataset is filtered for the products that belong to the Fruits category.

If we change the selection in the drop-down list to vegetables, the dataset will be filtered for the products of the category vegetables.

Things to Remember

The AutoFilter method allows us to filter a dataset with a lot of flexibility. The xlAutoFilterOperator had different options to set a filter with multiple criteria.
We used the With…End With a statement to run a repetitive task in our code.

Download Practice Workbook

Download this practice workbook to exercise while you are reading this article.

Filter Based on Cell Value on Another Sheet.xlsm

Conclusion

Now, we know how to filter data based on cell values on another sheet using Excel’s built-in functions with examples. Hopefully, it will help you to use the functionality more confidently. Any questions or suggestions don’t forget to put them in the comment box below.

Get FREE Advanced Excel Exercises with Solutions!

6 Comments

Steven Jul 19, 2022 at 7:43 PM

@ 1. Filter with Single Criteria Based on Cell Value on Another Sheet Using VBA in Excel;

Is there a way u can filter on a word, and not the excate line of text in a cell?
i got it working, no dropdown needed.
- Reply
  Md. Shamim Reza Aug 30, 2022 at 11:06 AM
  
  Hello Steven!
  We didn’t clearly understand your query. Can you tell us more about what you need? I assume from your comment that you may have found an alternate solution. Can you please share that with us? Thanks.
  
  Regards
  Md. Shamim Reza(Exceldemy Team)
Abigayle Paulson Mar 21, 2023 at 8:21 PM

Is there a way to make this auto filter when the cell value is changed? Right now I need to open and run the module for the filter to work.
Lutfor Rahman Shimanto Mar 23, 2023 at 11:29 AM
Hello ABIGAYLE PAULSON
Thank you for reporting on this fascinating issue. I have reviewed this article and found an interesting idea to solve your problem. For illustration, let’s walk through 2nd Example. Filtering the dataset (Sheet3) based on cell values on another sheet (Sheet4). The context filters the dataset for Apple or Tomato products.
VBA Code:
```
Option Explicit
Private Sub Worksheet_Change(ByVal Target As Range)
    Dim product1, product2 As Range
        
    If Target.Worksheet.Name = "Sheet4" And (Target.Address = "$C$2" Or Target.Address = "$E$2") Then
        With Worksheets("Sheet4")
            Set product1 = .Range("C2")
            Set product2 = .Range("E2")
        End With
        With Worksheets("Sheet3")
            With .Range("B4:G13")
                .AutoFilter Field:=3, Criteria1:=product1, Operator:=xlOr, Criteria2:=product2
            End With
        End With
    End If
End Sub
```
If the changed cell is either C2 or E2, the macro will execute and filter the data in “Sheet3” based on the new values in these cells. Note that the Worksheet_Change event must be placed in the code module for the “Sheet4” worksheet.
The changes we must make to the original code to create the auto-filtering behavior:
By adding this Worksheet_Change procedure to the code module, the macro will run automatically whenever a change is made to the specified cells in “Sheet4” without manually opening and running the macro.
Regards
Lutfor Rahman Shimanto
ODMA Feb 16, 2024 at 10:00 PM

Like the previous question mentioned, the code only works when you manually execute the module if you change the value. But is there a way to make it automatic?
Specifically for the 4th example (drop-down list) and if there is a way to add a condition: if the drop-down list is blank, do not filter.
- Reply
  Lutfor Rahman Shimanto Feb 22, 2024 at 4:29 PM
  Hello ODMA
  
  Thanks for reaching out and sharing your queries. The previous question by ABIGAYLE PAULSON was to automate the idea that the filtering algorithm will be applied if the drop-down list in Sheet8 is changed. After analyzing your requirements, I understand that you do not want to use the filter algorithm if the drop-down is empty.
  
  I have developed an Excel VBA Worksheet_Change Event that will fulfil your goal. All you need is to paste the following code in the sheet module of Sheet8 (the sheet that contains the drop-down).
  
  Excel VBA Event Procedure:
```
Private Sub Worksheet_Change(ByVal Target As Range)
    
    Dim category As Range
    Dim dropdownCell As Range
    Dim ws7 As Worksheet
    Dim ws8 As Worksheet
    
    Set ws7 = Worksheets("Sheet7")
    Set ws8 = Worksheets("Sheet8")
    
    Set dropdownCell = ws8.Range("C2")
    
    If Not Intersect(Target, dropdownCell) Is Nothing Then

        If dropdownCell.Value = "" Then
            ws7.AutoFilterMode = False
        Else
            Set category = dropdownCell
            With ws7.Range("B4:G13")
                .AutoFilter Field:=2, Criteria1:=category.Value
            End With
        End If
    End If

End Sub
```
  OUTPUT Overview:
  
  Hopefully, the event procedure will help; good luck.
  
  Regards
  Lutfor Rahman Shimanto
  Excel & VBA Developer
  ExcelDemy