Click on the arrow next to another heading to further filter the data. To clear the filter, choose one of these options:. Watch this video for a demonstration of the filtering techniques described above.
This dialog box allows you to set a particular criteria, copy results to another location other location must be in the same sheet , and capture unique values. In Excel , these are labeled Sort Smallest to Largest and vice versa. Under Column, choose the first column that you would like to sort.
With the appropriate permissions, you can create filters for your own use or to share with others. Need a quick overview? See Filter Basics. Create a shared Current User filter, for example, for all collaborators on your sheet to be able to quickly see tasks assigned to them. The Shared Filters functionality discussed here is included with Business and Enterprise plans. For more information about plans and pricing, including which features are included with which plans, please see our Pricing page.
What you can do with filters in a sheet will depend on the sharing permissions you have for that sheet. For more information about sheet-level sharing permissions, see Sharing Permission Levels.
If you have access to a sheet, you can create an Unnamed Filter to view the sheet data in the a way that's most useful to you. The configuration of the Unnamed Filter will be unique to you. TIP: Certain criteria can only be used with specific data types.
For example, "contains" can only be used with text strings and contacts, and "is between" can only be used with dates and numbers. If you have Editor or higher permissions to a sheet, you can name a filter to save it for later use.
If you have Admin permissions to the sheet, you can specify to share the named filter so that anyone on your team with access to the sheet can apply the filter as well. To identify a filter that a sheet Admin has saved to be shared with others, look for the sharing indicator next to the name of the filter.
Here's how to modify a filter:. To delete a filter remove it from the sheet and the menu , select it from the Filter menu to apply it to the sheet, and then select Delete Current Filter. Here are a few ideas to get you started:. You can use critical path, attachments, comments, and locked rows as filter criteria to show or hide certain rows.
The Row filter criteria can help you narrow down critical path tasks, attachments and comments that you need to action on, and rows that are locked to prevent editing to certain people. Select Row in the first dropdown field to see these options. You can create a filter with the Row criteria that shows or hides rows that contain attachments or comments.
In this lesson, you'll learn how to sort and filter records. Throughout this tutorial, we will be using a sample database. If you would like to follow along, you'll need to download our Access sample database. You will need to have Access installed on your computer in order to open the example. Watch the video below to learn more about sorting and filtering records in Access.
Essentially, sorting and filtering are tools that let you organize your data. When you sort data, you are putting it in order. Filtering data lets you hide unimportant data and focus only on the data you're interested in. When you sort records, you are putting them into a logical order , with similar data grouped together.
As a result, sorted data is often simpler to read and understand than unsorted data. By default, Access sorts records by their ID numbers. However, there are many other ways records can be sorted. A contrasting color is three colors away from a color for example, blue and green are contrasting colors to red. Complementary colors are opposite each other on the color wheel for example, blue-green is the complementary color of red.
If you have time, test out your colors, run them by a few colleagues, try them out in different lighting conditions, and experiment with different computer screen and printer settings. Tip: If you print the document in color, double-check the cell color and cell font for readability. If the cell color is too dark, consider using a white font to improve readability.
Assign meaning to the colors that you choose based on your audience and intended purpose. If necessary, provide a legend to specifically clarify the meaning of each color. Most people can easily distinguish seven to ten colors in the same worksheet. Up to 50 colors are possible to distinguish, but would require specialized training, and is beyond the scope of this article.
When you sort and filter data by color, use the following table to help you decide which colors to choose. These colors provide the most dramatic contrast, and, in general, are the easiest for most people to distinguish.
You can easily apply these colors to cells and fonts by using the Fill Color or Font Color buttons in the Font group on the Home tab. When reading financial data, numbers are either in the red negative or in the black positive. A red color conveys meaning because it is an accepted convention.
If you want to highlight negative numbers, red is a top color choice. Depending on what type of data that you have, you may be able to use specific colors because they convey meaning to your audience, or perhaps there is an accepted standard for their meaning.
For example:. If our data is about temperature readings, we can use the warm colors red, yellow, and orange to indicate a hotter temperature, and the cool colors green, blue, and violet to indicate colder temperatures. If our data is about topographical data, we can use blue for water, green for vegetation, brown for desert and mountains, and white for ice and snow.
If our data is about traffic and safety, we can use red for stopped or halted conditions, orange for equipment danger, yellow for caution, green for safety, and blue for general information. If your data is about electrical resistors, you can use the standard color code of black, brown, red, orange, yellow, green, blue, violet, gray, and white.
Suppose you are preparing a set of reports on product descriptions, pricing, and inventory levels. The following sections illustrate questions that you typically ask about this data, and how you can answer each question by using color and icon sets. You want to find out the different types of containers for your products, but there is no Container column. You can use the Quantity Per Unit column to manually color each cell, and then sort by color.
You can also add a legend to clarify to the user what each color means. To manually color each cell according to the color scheme in the preceding table, click each cell, and then apply each color by using the Fill Color button in the Font group on the Home tab.
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