How to Create, Use Filters, and Find Data

All the knowledge may be saved in the identical file and we will use it merely to save mentioned info or in case we’d like to seek the advice of it. Today we clarify how to create a database in Excel or what it may be helpful for however above all how one can study to use the completely different filters that the Microsoft software permits or how we will search in that database if we’d like to seek the advice of one thing particular, a actual knowledge contained in the desk.

Why use a database?

There are many moments, within the private or skilled life of every one, during which we will resort to a database in Excel to retailer the knowledge or to seek the advice of it every time we’d like. Per day, per particular person, for any quantity.

  • Pairto class attendance of the completely different college students, both in a faculty or in an academy or every other sort of college. You can register who has come daily or each hour, for instance.
  • How private database: Like the earlier one, you may register details about kids or college students resembling contact info, phone, and so forth.
  • To register the books that you’ve learn or that you’ve pending. You can manage them by date or by yr of studying, by purchased or not, learn or not.
  • If you need to monitor your bodily or well being standing with measurements of weight, physique mass, coronary heart fee, BMI … you may document the completely different sections each week or each fifteen days and you may examine the evolution at a look or have a actual knowledge of the day you need.
  • To management the inventory of what you are promoting, regardless of the product.
  • If you want management schedules and shifts completely different individuals in a job, resembling nurses who work shifts and guards.
  • For manage jobs in group on the college, deliveries, epigraphs
  • To have a buyer registration with knowledge, reservations, purchases …
  • If you need to make a meals monitoring or an train planner
  • What sequence have you ever seen at house, organized by every of the relations, the yr or the month during which you might have seen it or the platform.

Advantages and disadvantages

Excel just isn’t a simple program and that’s its fundamental downside. We have a tendency to get scared when it comes to planting clear to the Microsoft suite to make books or tables as a result of we consider that it’s too advanced and that we are going to not understand how to do it. But the benefit is that making a database in Excel is way simpler than you may suppose and it is going to solely take a couple of minutes. Of course, one other downside is that it’s a program that’s not usually free so if you do not have it, you should have to resort to another for which you wouldn’t have to pay. Or pay.

The nice benefit is that, as we are saying, this tutorial is straightforward. But as well as to the simplicity of the steps you could observe, we even have the benefit of having the ability to have all the things organized in a single look, regardless of how intensive the content material or how a lot knowledge we now have, we will simply search and filter. Another benefit is which you could work within the cloud when you have OneDrive and you can also make the desk or guide, the database, collaborative. And the third benefit we discover is that for those who see that all the things is just too advanced for you, you all the time have use Excel templates out there on-line and prepared to fill out.

Create a database

The very first thing we now have to take note of is to know what knowledge we wish to enter within the desk and what number of columns we’re going to want. It will depend upon the use or the theme that we now have to introduce some parameters or others. For instance, within the case of holding a document of books, we will choose the next knowledge: guide title, creator, writer, publication date, yr of studying or studying format relying on whether or not it’s on paper or we now have bought it in digital format for the eBook. This will enable us to filter by creator rrapidly if we wish to know if we now have a guide. Or it is going to tell us what we learn in 2018 or 2017, for instance. We also can know what books we now have from a particular writer or from a set.

If you’re going to make a database in Excel about shoppers, we will add the next particulars: identify, surname, contact phone, loyalty card quantity, sort of loyalty, ID … We can add as a lot as we’d like.


In order to make this tutorial way more visible, we are going to use two completely different tables with which we are going to apply the filters or search formulation that we clarify to you. You don’t essentially have to repeat the precise steps by way of rows or columns, however via the screenshots you will get a extra world thought of ​​the reasons and you may apply the steps to your database in Excel.

Sample knowledge

In our case, to present you the instance, we select the next knowledge:

  • Book
  • Author
  • Editorial
  • Read: Yes or no
  • Purchased: Yes or no
  • Year of studying
  • Format

We additionally use a database in Excel on sequence seen as a household. The knowledge that shall be used for this second desk are:

  • Serie
  • Platform the place it’s broadcast
  • We have completed seeing it or not
  • Which member of the family has seen it
  • What rating or evaluation we give to it


The database you may customise it as you want. That is, you may faucet on the completely different containers to put a coloured background if this helps you to have all the things extra managed or organized. You can select, as in any program within the Office suite, the font and measurement, if you’d like it to be aligned to the best or to the left or if you’d like it to be in daring, italic, underlined. We advocate that you just make the titles seem bigger however you are able to do it nonetheless you need in accordance to your tastes or the wants you might have in your database. Nothing you do in design will have an effect on the remainder of the choices.

Add the info

Once you might have created the fields, will probably be sufficient to fill within the completely different knowledge in every of the columns. Fill in as you learn or order your library. It doesn’t matter the theme you might have chosen as a result of the process would be the similar: the completely different shoppers, the completely different college students, merchandise in inventory, instances that you’ve measured your weight, ages, sequence … Add a sequence of knowledge to find a way to create the filters as We clarify you within the subsequent part. As you might have extra info, you may fill out your Excel sheet with out restrict.

Keep in thoughts that it’s important that you just all the time use the identical identifyExactly, if you’d like the filters that we are going to create beneath to regulate. A foul letter and this is not going to serve you in any respect as a result of they won’t seem in outcomes.

A helpful possibility in order that the info is all the time adjusted within the case, for instance, of the identify of a topic or of a platform or a writer, is that you just do it utilizing the drop down listing. When you go to fill in a brand new row in your database in Excel, click on on the corresponding field with the best button. In the choices menu you will note that it signifies “Choose from the drop-down listing”. From right here you should have all of the out there choices with which you’ll full that column understanding that it’ll match the precise identify you might have given the earlier instances.

Drop down list in Excel

Create filters

Creating filters is the very first thing you must do when you might have made a database. What the filters will enable us is to seek for all of the details about one thing specifically. For instance, in our instance from the books, all of the titles we now have from a particular writer. Or all of the books we now have purchased for the Kindle. Or what we now have learn within the yr 2019. In different instances, for instance, you may put a topic and get all the scholars in it. Or put a streaming platform and you will note what sequence you might have seen on that platform.

Creating the filters could be very easy:

  • Select the primary row you might have within the desk, the place you point out the titles
  • Once you might have marked all of the columns, go to the highest menu
  • Tap on Start
  • Go to the best part of the web page
  • Search in “type and filter”
  • Tap on “Filters”
  • Will be activated


You will see {that a} small arrow has appeared in every of the chosen containers. This will enable us to simply filter. For instance, persevering with with our pattern desk, we will faucet on “Editorial” and select solely the one we wish to seek the advice of. One of them or a number of, relying on what we wish. Click on “Accept” and solely these which are crammed in with that identify will seem.

Use filters in Excel

You can too see the results of the filters In this different desk, with the sequence seen for instance: You can filter by platform to know which sequence you might have already seen. If you solely examine “HBO”, you’ll solely see the sequence which are on that streaming web site and not in the remaining. You can apply it to every other space or theme.

Use filters in Excel databases

Look for one specifically

In the case of the instance we wish to know if we now have learn a guide on paper or on digital. In that case, we will resort to Excel’s VLOOKUP method and it is going to give us the reply if we now have an excessive amount of content material within the desk and we do not need to get misplaced wanting. Imagine that, for instance, you might have 12 completely different columns with knowledge resembling final identify, deal with, phone quantity, ID, date of start, course, topic and different info … And you need to discover the ID of a particular pupil. If the DNI column is the final one to the best of the guide or desk, will probably be uncomfortable for us to observe with the finger till we now have that actual knowledge. It is particularly difficult if we now have numerous info in an Excel database. That is why we will use the SearchV method with the particular person or pupil you need and they will provide you with the reply.

How to use SearchV

We use our Excel database for instance to discover out if we now have learn The Legend of the Holy Drinker on paper or in a digital guide. To do that, we now have to discover the column quantity during which it’s (A) and the row quantity (35) or choose the field in query utilizing the pc mouse. We will even have to choose the dimensions of the desk that we’re going to use. Select any clean cells you might have within the desk and sort = VLOOKUP (A35; A5: G37; 7) The following two figures are easy: the full desk measurement or the search vary you need to give it. You can select the vary utilizing the precise figures: A5: G37 on this case. We also can use the mouse by dragging from the primary field to the final one which we wish to select and the method will routinely be accomplished. Finally, we now have to write the order variety of the column during which the info we’re on the lookout for is positioned. In our case, the format is in column 7 and that’s the reason it’s this determine that closes the method. Once prepared, we press “Enter” and Excel offers us the reply we wanted with out having to seek for the precise row.

VLOOKUP in database in Excel

It additionally helps us to know what we consider a sequence we noticed a very long time in the past. What rating did we give The Sopranos after we noticed it? In this case we observe the identical earlier course of and the identical method with VLOOKUP.

Search database in Excel

It could seem very difficult at first however it’s a very simple software when you study the method and that permits you to discover knowledge in a matter of seconds. As we are saying, it’s way more helpful while you handle a really massive Excel database, with tons of of merchandise or registered individuals.