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Filtering a PivotTable using a search filter

From: Excel 2010: Pivot Tables in Depth

Video: Filtering a PivotTable using a search filter

When you work with a PivotTable, you'll often find that you want to locate data that contains a particular string of characters. For example, if you have monthly data, you might want to look for data that only occurs in the months of June and July. Because both of those months have the characters J-U next to each other, you can create a filter that looks for exactly those characters. This is a new capability in Excel 2010 and is called a search filter. To create a search filter, you go over to the PivotTable Field List task pane, and then you move your mouse-pointer over the field name that you want to filter.

Filtering a PivotTable using a search filter

When you work with a PivotTable, you'll often find that you want to locate data that contains a particular string of characters. For example, if you have monthly data, you might want to look for data that only occurs in the months of June and July. Because both of those months have the characters J-U next to each other, you can create a filter that looks for exactly those characters. This is a new capability in Excel 2010 and is called a search filter. To create a search filter, you go over to the PivotTable Field List task pane, and then you move your mouse-pointer over the field name that you want to filter.

In this case, we'll filter by Month, then click the downward-pointing black triangle that appears and then type the character string that you want to search for in the Search box. In this case, I'm looking for the characters J and U, and when I type that in, you'll see that Excel indicates the values that would be selected if we were to apply this filter. So right now, we have June and July. When I click OK, Excel applies the filter to the PivotTable.

Let's say that I'm interested in June, July, but also August. I can create a second search filter that adds on to the filter that I've already created. To do that I'll go back into the Filter menu for the Month field and then in the Search box I will type AU. And all the characters I have typed so far occur at the beginning of the month name, JU for June and July and AU for August. But the search string that I type in can occur anywhere within the field name. So for example, if I were to type in ER, then I would get December, October, November and so on.

So I have typed in AU and August is displayed. If I check the Add current selection to filter box and then click OK, Excel adds the month of August to the filter. If I want to remove the filter, I can click the Month header's down-arrow and click Clear Filter From Month and when I do, Excel removes the filter. The filters I have created so far using the Search capability are the equivalent of what is called a contains filter. In other words, we're looking for values that contain the letters JU in that order.

If you want to create the inverse of this type of filter, you can create a does not contain filter. So let's say that I want to exclude any month that has the characters ER in its name. To do that, I can click the Month header's down arrow, point to Label Filter, because I'm filtering based on values in the label area, and then in the list of filters that are available, I can click Does Not Contain. Now, I can type in the characters ER, and again they can occur anywhere in the Month name, click OK, and Excel lists the data based on that filter.

Again, to remove the filter, just click the Month header's down arrow and click Clear Filter From Month. Search filters help you limit the data in your PivotTable to those values that contain a specific text string. If you find you want to exclude items that contain a common text string, you can also create a Does Not Contain filter to limit your data that way.

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This video is part of

Image for Excel 2010: Pivot Tables in Depth
Excel 2010: Pivot Tables in Depth

66 video lessons · 38753 viewers

Curt Frye
Author

 
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  1. 1m 38s
    1. Welcome
      55s
    2. Using the exercise files
      43s
  2. 38m 8s
    1. Introducing PivotTables
      4m 2s
    2. Formatting data for use in a PivotTable
      4m 31s
    3. Creating a PivotTable
      4m 20s
    4. Pivoting a PivotTable
      3m 47s
    5. Configuring a PivotTable
      3m 23s
    6. Connecting to an external data source
      3m 30s
    7. Connecting to an Access database
      2m 11s
    8. Consolidating data from multiple sources
      4m 37s
    9. Updating and refreshing PivotTable data sources
      4m 21s
    10. Managing PivotTables
      3m 26s
  3. 23m 33s
    1. Adding, removing, and positioning subtotals and grand totals
      3m 27s
    2. Changing the PivotTable data field summary operation
      4m 35s
    3. Summarizing more than one data field
      3m 16s
    4. Creating a calculated field
      2m 27s
    5. Grouping PivotTable fields
      3m 17s
    6. Using PivotTable data in a formula
      4m 47s
    7. Drilling down to the underlying data
      1m 44s
  4. 28m 9s
    1. Sorting PivotTable data
      2m 0s
    2. Creating a custom sort order
      2m 48s
    3. Filtering a PivotTable field by selection
      2m 59s
    4. Filtering a PivotTable by rule
      2m 56s
    5. Filtering a PivotTable using a search filter
      3m 10s
    6. Filtering a PivotTable using slicers
      4m 2s
    7. Formatting slicers
      3m 43s
    8. Filtering a PivotTable with report filter fields
      5m 2s
    9. Clearing and reapplying PivotTable filters
      1m 29s
  5. 15m 2s
    1. Applying a PivotTable style
      5m 5s
    2. Creating a PivotTable style
      4m 37s
    3. Changing the PivotTable layout
      3m 20s
    4. Changing the data field number format
      2m 0s
  6. 24m 33s
    1. Highlighting cells by applying a rule
      2m 54s
    2. Highlighting the top or bottom values in a PivotTable
      3m 30s
    3. Formatting PivotTable cells using data bars
      3m 50s
    4. Formatting PivotTable cells using color scales
      3m 40s
    5. Formatting PivotTable cells using icon sets
      2m 45s
    6. Editing conditional formatting rules
      2m 15s
    7. Controlling how multiple rules are applied
      3m 28s
    8. Deleting a conditional formatting rule
      2m 11s
  7. 24m 0s
    1. Creating a PivotChart
      3m 29s
    2. Pivoting a PivotChart
      3m 5s
    3. Filtering a PivotChart
      3m 45s
    4. Formatting a PivotChart
      3m 35s
    5. Changing a PivotChart layout
      3m 14s
    6. Changing a PivotChart chart type
      4m 30s
    7. Adding a trendline to a PivotChart
      2m 22s
  8. 9m 27s
    1. Printing a PivotTable
      4m 2s
    2. Printing each item on its own page
      3m 30s
    3. Printing a PivotChart
      1m 55s
  9. 13m 30s
    1. Recording and reviewing a macro
      4m 10s
    2. Running a macro
      5m 57s
    3. Creating a simple PivotTable presentation kit
      3m 23s
  10. 19m 17s
    1. Introducing PowerPivot
      2m 9s
    2. Downloading and installing PowerPivot
      2m 36s
    3. Importing PowerPivot data
      3m 14s
    4. Managing table columns
      4m 1s
    5. Adding tables to a PowerPivot model
      2m 27s
    6. Creating relationships between tables
      4m 50s
  11. 24m 30s
    1. Introducing the DAX language
      2m 58s
    2. Using DAX operators
      4m 44s
    3. Surveying DAX functions
      2m 40s
    4. Adding calculated columns and measures
      4m 22s
    5. Using aggregate functions
      4m 24s
    6. Using filters in aggregate functions
      5m 22s
  12. 59s
    1. Additional resources
      59s

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