Information Technology
October 22, 2024
Grade 11 (Pool 2 and 3)
Spreadsheets Practical
Topic: Use Advanced Filter to extract information in a Spreadsheet
Advanced Filter (Extraction)
The Advanced Filter in a spreadsheet is a powerful tool used to filter data based on
multiple conditions, allowing you to extract specific information from a spreadsheet.
Unlike the basic filter, the Advanced Filter can handle more complex criteria and
copy the filtered data to a new location.
Criteria- In a spreadsheet, criteria refer to the conditions or rules you set up to filter
or extract specific data from a spreadsheet. The criteria define what values you want
to include or exclude during the filtering process.
For example: Based on the information in the table you are asked to extract all the
employees who belong to the “IT” department.
To perform the extraction
Step 1: Decide on the criteria you want to use to filter your data. Create a separate
area on your worksheet where you will enter your filtering conditions. The criteria
should have the same headers as your data.
· For example, if you want to filter employees who belong to the “IT” department
your criteria might look like this:
Step 2:Select your dataset (including the headers). Go to the Data tab in the ribbon,
and then click on Advanced under the Sort & Filter group.
A dialog box will open with two main options:
· Filter the list, in-place: Filters the data directly within the original dataset.
· Copy to another location: Copies the filtered data to a new location (useful if you
want to keep both the filtered and unfiltered data visible).
Set the list range: This is the range of your entire dataset including headers (e.g.,
A1:D5).
Set the criteria range: This is the range where you entered your filter conditions (e.g.,
F1:G2).
If you selected "Copy to another location," specify the cell where you want to copy
the filtered data (e.g., I1).
Step 3: Apply the Filter
Click OK, and the filtered results will be displayed based on the criteria you specified.
