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10 Excel Secrets Everyone Should Know

SalesHQ and Richard Rinyai

August 18, 2009

4. Filtering the Right Results

You have a tremendously large spreadsheet in front of you. Your boss asks you to find client information on particular criteria. You look at your spreadsheet and think to yourself, “This will take me forever. I would have to find every client that has these criteria.”

Thankfully, Microsoft Excel comes equipped with a very easy to use feature called “Auto Filter”. This function allows you to be able to filter as many criteria as you wish from an existing spreadsheet. It really cuts down on the amount of work you have to do in finding this information.

Here are the 4 simple steps on using this function:

1. Open the file that you want to gather information for.

2. Click on the cell shown below. Then the entire spreadsheet will be highlighted.


Click on Data, Filter, AutoFilter.

Now you will notice that there are little boxes for each column with drop down arrows. You can now select the particular criteria in each column that fits your query. You can use as many drop down arrows or filters as you like to narrow down your search.

Tip: If you are looking for particular words within the filters, you can click (Custom…) and type in the information you are looking for. Just make sure to use the “and” and “or” commands correctly.