How to Use Excel Filter Shortcut?

Introduction

Microsoft Excel is a very effective tool for sorting, organizing, and analyzing data. It is useful for everyone, no matter if you are a student, a corporate employee, or just someone who is handling a lot of information. Excel consistently makes your life easier. One of the most popular features is the filter function - it lets you quickly see the data groups you want, enabling faster data exploration.

Did you know there is a shortcut to make using this feature quicker for you?

In this blog, we will cover, in a straightforward approach, everything you need to know about the Excel shortcut for filtering, including some bonus hacks so you can use Excel more efficiently. We've made it easy to digest; no techy stuff involved!

What Is the Filter Function in Excel?

Before we take a look at shortcuts, let's first understand what you are doing with the filter function in Excel.

You have a list with 500 products, but you want to only see those products sold in January. Or maybe you're looking at hundreds of names and want to see only the ones who are in marketing. Instead of scrolling down and looking for products, you can use a filter option.

The filter function allows you to hide rows that do not match your search, so you can see the data you want--it does not delete anything--it simply hides it temporarily.

Key Benefits of Using Filters:

• Using filters shortens the search duration when dealing with extensive database information.
• Spreadsheets benefit from this function because it improves their readability
• Faster information examination occurs when you use this tool
• The tool supports better decision-making by letting users work with selected data.

Adding filters is often accomplished through the toolbar's Data tab. Operating your mouse for each task proves time-consuming, particularly when you need to repeat the operation. The quick solution for these situations comes through keyboard shortcuts.

The Main Excel Filter Shortcut

The main discussion will cover how to activate Excel filters through the use of keyboard shortcuts.

The Shortcut: Ctrl + Shift + L:

Using this simple combination provides you with the fastest method to activate or deactivate filters for your Excel sheet content.

Let’s break it down:

• Ctrl: The Control key
• Shift: The Shift key
• L: Tapping this shortcut will activate the “List” or “Filter List” function.

The combination of Ctrl + Shift + L activates the filter arrows to appear on your column headers instantly. The dropdown menus accessible through arrows enable users to filter column content.

Step-by-Step Guide to Use the Shortcut:

1. Open your Excel worksheet containing the data that needs filtering.
2. Select any area within the data table by tapping with your cursor.

• Your data needs to contain headers that consist of “Date” alongside “Name” and “Amount”. 

       3. You can access the shortcut by using the keys Ctrl + Shift + L.

• You can now view small dropdown arrows after applying the shortcut across the header section. 

       4. Navigate to any dropdown button to perform specific value selections along with text queries and additional operators such as “greater than” or “begins with”.

       5.Automatic data updates take place after filtering, which results in the disappearance of rows matching the exclusion criteria.

Another key sequence of Ctrl + Shift + L is used to remove filters. The dropdown arrows will disappear, so your entire data will become visible.

It’s that easy!

Bonus: Other Useful Filter Shortcuts & Tips

While Ctrl + Shift + L is the main shortcut, there are other helpful shortcuts and tips to help you make the most of filtering in Excel.

 1. Alt + Down Arrow

This shortcut is used to open the filter menu from your keyboard.

How to use it:

• Click a cell below a column header that has a filter.
• Press Alt + Down Arrow.
• The dropdown menu will open just like if you clicked the arrow with your mouse.
• You can then use your arrow keys or type to select options.

The functionality enables your hands to stay on the keyboard, which reduces the time needed for tasks.

 2. Filter by Selected Value

You might sometimes want to filter a list based on the value of a certain cell.

Here’s how:

• Right-click the cell that holds the filter value.
• Open the Filter menu and click on ‘Filter by Selected Cell’s Value’.

Only the rows with that identical value will be displayed immediately.

 3. Clear Filters

You might wish to display all of your data once again after you've finished filtering.

You can do this in two ways:

• The shortcut Ctrl + Shift + L disables filters in the document.
• Or go to the Data tab and click Clear, which removes all active filters but keeps the filter dropdowns.

The option "Clear Filter From..." Users can use the dropdown menu to clear their column filters by utilizing this function. In the dropdown menu for that column.

 4. Convert your dataset into a table with Ctrl + T

Another great trick is turning your data into a Table. This automatically applies filters and provides a clean format for your data.

To do this:

• Select your data range.
• Press Ctrl + T.
• Select the "My table has headers" checkbox.
• Click OK.

Now you’ve got a nicely formatted table with filters already enabled!

 5. Use Search Inside Filter Menu

When your data has many unique values, the filter menu can get long. Luckily, Excel gives you a search box inside the filter dropdown.

Example:

• Click the filter arrow.
• Start typing the value you’re looking for (e.g., “iPhone” or “Manager”).
• Excel will show matching options that you can check.

This is faster than scrolling through hundreds of entries.

 6. Use Number, Text, and Date Filters

Excel also gives you powerful filtering options based on your data type.

In the filter dropdown:

• For numbers, you can choose "Greater Than," "Less Than," "Between," and so forth.
• For text, you can use "Contains," "Begins With," "Ends With," and so on.
• Date choices include "This Month," "Last Week," and "Between Two Dates."

These help you dig deep into your data and get exactly what you need.

Conclusion

Excel filtering provides a basic yet capable means to control your data records. Data filters work equally well for brief datasets and large ones, helping you find essential information without delays.

Let’s summarize what you’ve learned:

• The key sequence Ctrl + Shift + L allows users to activate filter shortcuts.
• The keyboard shortcut allows you to display or strip away filter arrows instantly.
• You can increase your speed further by using Alt + Down Arrow with this shortcut.
• The search function, along with number, text, and date filters, enables you to reduce the data available.
• Your data should be tabulated because this enables automatic filtering features alongside an organized visual presentation.

A few simple keystrokes enable users to change disorganized spreadsheets into organized data that improves work efficiency.

Excel users should use the filter shortcut instead of clicking around because it reduces work time by half.

If you have any questions or doubts related to this blog post, then you can contact us at BBSMIT. We hope our expert team will contact you soon and will guide you.