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How to Use Filter Shortcuts in Excel (Windows & Mac)

January 8, 2024 4.3K views

In the realm of Excel, sorting and filtering data is indispensable, yet navigating through a maze of complex information can be daunting. The real challenge lies in discovering the precise filtering shortcuts that streamline your workflow. Now, you might wonder, "How can I grasp and harness these efficient shortcuts?" Fret not! This article holds the key to unlocking your Excel prowess, providing you with a comprehensive guide on mastering filtering shortcuts. Let's embark on this journey together!

How to use basic filtering shortcuts in excel

Mastering basic filtering shortcuts in Excel can significantly enhance your data management capabilities. Whether you're a seasoned Excel user or just starting, these fundamental shortcuts will empower you to efficiently sift through data and extract valuable insights. Let's dive into the world of basic filtering shortcuts and discover how they can elevate your Excel experience.

Shortcut #1: AutoFilter

Step 1: Open your Excel spreadsheet containing the data you want to filter.

Step 2: Click on any cell within your data range to select it.

Step 3: Press the "Ctrl + Shift + F" keys simultaneously on your PC keyboard. For Mac users, press “Command+ Shift + F" keys.

Filter shortcut



Step 4: The AutoFilter drop-down arrows will appear in the header row of each column in your data range.

Step 5: Click on the drop-down arrow in the column you want to filter.

Step 6: Select the filtering criteria from the drop-down menu (e.g., Text Filters, Number Filters, Date Filters).

Step 7: Customize the filter by choosing specific options from the sub-menu (e.g., Equals, Contains, Greater Than, etc.).

Step 8: Excel will automatically apply the selected filter, displaying only the data that meets your criteria.

Shortcut #2: Clear Filter

Step 1: Ensure your data is currently filtered.

Step 2: Press the "Ctrl + Shift + L" keys on your PC keyboard to clear the filter. For Mac users, press “Command+ Shift + L."

Filter shortcut macOS



Step 3: Excel will remove the filters, displaying all the data in its original state.

Shortcut #3: Filter by Multiple Criteria

Step 1: Open your Excel spreadsheet and ensure it contains the data you want to filter.

Step 2: Select the data range that you wish to filter by multiple criteria.

Step 3: Press the "Ctrl + Shift + F" keys simultaneously on your PC keyboard. For Mac users, press “Command+ Shift + F."

Filter shortcut WPS



Step 4: Click on the drop-down arrow in the column you want to apply multiple criteria to.

Step 5: Choose "Text Filters," "Number Filters," or "Date Filters" from the drop-down menu, depending on the type of data you want to filter.

Filer execl



Step 6: Select the first filtering criterion from the sub-menu (e.g., "Equals," "Contains," "Greater Than," etc.).

Filer sub menu



Step 7: After selecting the first criterion, click on "And" or "Or" in the sub-menu, depending on how you want to combine the criteria.

Step 8: Select additional filtering options from the sub-menu and customize your multiple criteria.

Step 9: Excel will apply the multiple criteria to the selected column, displaying only the data that meets all the selected conditions.

Step 10: To add multiple criteria to other columns, repeat steps 4 to 9 for each column.

Step 11: Once you have applied all the desired criteria, your data will be filtered based on the multiple conditions you specified.

How to use advanced filtering techniques shortcuts in excel

Take your Excel proficiency to the next level by exploring advanced filtering techniques and shortcuts. Beyond the basics, these advanced methods allow you to perform complex data filtering with ease. Uncover the secrets of filtering by color, custom AutoFilter dialog boxes, and more. Get ready to elevate your Excel skills and expedite data analysis with our step-by-step guide to advanced filtering techniques.

Shortcut #1: Filter by Color

Step 1: Open your Excel spreadsheet containing the data you want to filter.

Step 2: Select the data range that contains the cells with colored formatting.

Step 3: Press the "Ctrl + Shift + F" keys simultaneously on your PC keyboard. For Mac users, press “Command+ Shift + F."

Filer excel shortcut windows



Step 4: In the AutoFilter drop-down menu, click on "Filter by Color."

Filer by color



Step 5: Choose the color you want to filter by, and Excel will display only the cells that match the selected color.

Shortcut #2: Display the Custom AutoFilter Dialog Box

Step 1: Open your Excel spreadsheet containing the data you want to filter.

Step 2: Select the data range that you wish to filter.

Step 3: Press the "Ctrl + Shift + L" keys simultaneously on your PC keyboard. For Mac users, press “Command+ Shift + L."

Filer excel shortcut windows


 

Step 4: The AutoFilter drop-down arrows will appear in the header row of each column in your data range.

Step 5: Click on the drop-down arrow in the column you want to filter.

Step 6: From the drop-down menu, select "Filter by Color" or "Filter by Cell Color."

Filer by cells color



Step 7: The Custom AutoFilter dialog box will appear, allowing you to specify the filtering criteria based on colors or cell values.

Step 8: Choose the color or cell value you want to filter by, and Excel will display only the data that meets your criteria.

Shortcut #3: Using WILDCARD Characters in Advanced Filter in Excel

Step 1: Open your Excel spreadsheet containing the data you want to filter.

Step 2: The “Data” tab will appear in the Excel ribbon.

Data tab



Step 3: From the "Sort & Filter" group, click on "Advanced."

Advanced icon



Step 4: The Advanced Filter dialog box will appear.

Step 5: In the "Criteria Range" field, select the range that contains the filtering criteria, including the WILDCARD characters (* and ?).

Criteria Range field



Step 6: Click on "OK," and Excel will apply the advanced filter based on the specified criteria.

Shortcut #4: Using Criteria in Excel Advanced Filter

Step 1: Open your Excel spreadsheet containing the data you want to filter.

Step 2: The “Data” tab will appear in the Excel ribbon.

Step 3: From the "Sort & Filter" group, click on "Advanced."

click on Advanced



Step 4: The Advanced Filter dialog box will appear.

Advanced Filter



Step 5: In the "Criteria Range" field, select the range that contains the filtering criteria for each column.

Criteria Range field


Step 6: Click on "OK," and Excel will apply the advanced filter based on the specified criteria for each column.

Shortcut #5: Extracting a Unique List

Step 1: Open your Excel spreadsheet containing the data from which you want to extract a unique list.

Step 2: The “Data” tab will appear in the Excel ribbon.

Step 3: From the "Sort & Filter" group, click on "Advanced."

Sort & Filter tab



Step 4: The Advanced Filter dialog box will appear.

Step 5: In the "Action" field, choose "Copy to another location."

Copy to another location



Step 6: In the "Copy to" field, select the cell where you want to paste the unique list.

Step 7: Select “Unique records only” from the menu.

Unique records only



Step 8: Click on "OK," and Excel will extract the unique list and paste it into the specified cell.

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FAQs about filter shortcut excel

What is the CTRL key for filter?

The CTRL key for filter in Microsoft Excel is used in combination with other keys to perform various filtering tasks. The specific key combination depends on the version of Excel and the operating system (Windows or Mac) you are using.

How do I filter files by type in Windows?

To filter files by type in Windows:

Step 1. Open File Explorer by pressing "Windows key + E."

Step 2. Go to the folder where you want to filter files.

Step 3. Click on the search box and enter the file type, e.g., "*.pdf" for PDF files.

Step 4. The results will show files with the specified extension.

Step 5. Clear the search by clicking the "X" button in the search box.

What is the difference between toggle and filter?

Term

Definition

Toggle

An action that switches between two states or options, turning something on or off.

Filter

The process of narrowing down data to display only the relevant subset based on criteria.

Summary

The article provides a comprehensive guide on using filtering shortcuts in Microsoft Excel, covering both basic and advanced techniques. It highlights essential shortcuts like AutoFilter, Clear Filter, and Filter by Multiple Criteria, along with advanced methods such as filtering by color and using WILDCARD characters. Additionally, it recommends WPS Office as a free alternative for Excel editing, emphasizing its cost-effectiveness, compatibility, features, and user-friendly interface. By utilizing the shortcuts and considering WPS Office, users can efficiently manage and analyze data in Excel, boosting productivity and streamlining tasks.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.