Copying filtered data in Excel can seem like a daunting task, but it’s actually quite simple. You just need to use the right tools and follow the right steps. Once you’ve filtered your data to only display the information you need, you can copy it quickly and efficiently. All you need to do is select the visible cells, copy them, and then paste them wherever you need. After reading this overview, you should have a basic understanding of how to accomplish this task.
Step by Step Tutorial: How to Copy Filtered Data in Excel
Before we dive into the specifics, let’s understand what we’re trying to achieve. When you filter data in Excel, you’re hiding rows you don’t need. But when you copy that filtered data, you want to make sure you’re only copying the visible rows, not the hidden ones. Following these steps will ensure you do just that.
Step 1: Filter your data
Filter your Excel data to display only the rows that you want to copy.
When you apply a filter in Excel, you can choose specific criteria to display only certain rows. For example, you might filter a list of sales data to only show sales above a certain amount.
Step 2: Select the visible cells
Use the ‘Go To Special’ dialog box to select the visible cells only.
After you have filtered your data, go to the “Home” tab, click on “Find & Select”, and choose “Go To Special”. Then, select “Visible cells only”. This step is crucial because it ensures you don’t copy the hidden rows.
Step 3: Copy the selected cells
Copy the selected visible cells by right-clicking and selecting ‘Copy’ or pressing Ctrl+C on your keyboard.
Once you have selected the visible cells, you can copy them in the usual way. Right-click and select “Copy” or simply press Ctrl+C on your keyboard.
Step 4: Paste the copied data
Paste the copied data into a new location in your Excel worksheet or in a different program.
You can now paste the copied data wherever you need it. This could be in a new location in the same worksheet, a different worksheet, or even a different program like Word or PowerPoint.
After completing these steps, you will have successfully copied only the filtered data from your Excel worksheet. This can be incredibly useful for creating reports or summaries from a larger data set.
Tips for Copying Filtered Data in Excel
- Always make sure your data is properly filtered before attempting to copy it. This will save you time and ensure accuracy.
- Use keyboard shortcuts like Ctrl+C and Ctrl+V for copying and pasting to speed up the process.
- If you’re copying filtered data to another Excel worksheet, consider using the ‘Paste Special’ feature to maintain formatting.
- Make sure to check your pasted data to confirm that only the visible, filtered cells were copied.
- Remember that copying and pasting filtered data will not carry over the filters themselves, only the data.
Frequently Asked Questions
What if I accidentally copy hidden cells as well?
If you realize you’ve copied hidden cells, simply undo the action (Ctrl+Z) and follow the steps again, making sure to select “Visible cells only” in Step 2.
Can I copy filtered data to another program like Word?
Yes, you can copy filtered Excel data and paste it into another program. Just be mindful of how the data may be formatted in the new program.
Will the filters be copied along with the filtered data?
No, the filters you set in Excel will not be copied. Only the data that is currently visible as a result of the filters will be copied.
Can I use these steps on a Mac?
The process is similar on a Mac, but some shortcuts may differ. For example, you would use Command+C to copy instead of Ctrl+C.
What if I want to paste the data into another Excel file?
You can paste the filtered data into another Excel file just like you would within the same file. Just make sure the new file is open and ready to receive the pasted data.
Summary
- Filter your data
- Select the visible cells
- Copy the selected cells
- Paste the copied data
Conclusion
Copying filtered data in Excel doesn’t have to be complicated. By following the step-by-step tutorial outlined in this article, you can effortlessly transfer the information you need without the clutter of unwanted data. It’s all about using the right tools and knowing the tricks to select only what’s visible. Excel is a powerful tool, and when you know how to use its features to your advantage, it can save you a ton of time and effort. Whether you’re preparing a report, analyzing data, or creating a presentation, knowing how to copy filtered data in Excel is a skill that will come in handy time and time again. So go ahead, give it a try, and watch your productivity soar!
Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.
After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.
His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.