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How To Filter By Color in Excel

  • Author:
    Agnese
  • Published on:
    August 10, 2023
  • Category:
  • Last updated:
    April 6, 2024
  • Tags:
how to filter by color in excel - banner

Visualizing data is a critical aspect of analysis, and Excel provides a unique way to do this through color coding. By filtering data based on color, you can quickly identify trends and patterns, saving time and making your analysis more insightful. This guide will take you through the intricacies of leveraging Excel’s color-based filtering capabilities for effective data interpretation.

What is Excel’s Color Coding?

Visualizing data is a critical aspect of analysis, and Excel provides a unique way to do this through color coding. By filtering data based on color, you can quickly identify trends and patterns, saving time and making your analysis more insightful. This guide will take you through the intricacies of leveraging Excel’s color-based filtering capabilities for effective data interpretation.

how to filter by color in excel - example how color coding in excel looks like

The screenshot above is a great example of how color coding can help gain a visual understanding of data. In the example, we see that some employees didn’t meet the sales goal so you’d need to search a color. It would be helpful to filter by colour and contact those who haven’t reached the goal.

Related Article: How To Remove Conditional Formatting?

How To Filter By Color in Excel?

Excel’s filter rows feature is a powerful tool for data analysis and number filters. With just a few clicks, you can activate Filter option and filter by color and number or access various filter criteria.

Set up Filtering in Your Excel Table

  1. Click on the table heading where you want to add the filter
  2. Go to the Excel ribbon Home section
  3. Choose Sort & Filter
  4. Click Filter
How to set up filters in excel to filter by color - ajelix guide - screenshot

This basic filtering capability forms the foundation for color-based filtering and automatically sort by color.

Related Article: How To Remove Middle Initial?

How To Start Filtering by Color

The process of filter by cell colour is straightforward but highly effective. You can specify color criteria to filter your data using the Filter feature. This step-by-step guide will walk you through the process, from selecting the Filter option to applying color filters.

Time needed: 1 minute

Best way to filter by background color in your Excel table

  1. Apply filters in your table

    Go to Home, Sort & Filter, and click Filter
    Apply filters for your data to start filtering - step by step guide on how to filter by color - screenshot from MS Excel

  2. Choose the column you want to filter and click on the small arrow

    Step by step guide on how to filter by color - excel guide - choose the column you want to filter - screenshot from excel

  3. In the sort dialog box choose Sort Cells By Color

    Choose sort by color to start filtering - excel guide on how to filter - screenshot from excel

  4. Choose the color you want to filter by color option

    Sorting color options in excel filter options - how to filter - excel guide

  5. Press Ok to save changes and filter data in multiple columns by color

    Step by step guide to start filtering by color in excel - full guide - excel screenshot

Related Article: Move Row in Excel Spreadsheet

Here’s a quick video summary on how to filter by colors:

Quick Tip: How to filter by color in Excel? #excel #guide #tutorial #howto #effectively #data

Advanced Filtering Options by Color

Microsoft Excel provides multiple filtering options that go beyond simple color choices. You can use advanced criteria to filter select cells in the column based on specific shades or a combination of colors. This flexibility allows you to refine your filters to match complex requirements.

Access Custom Sort settings by color

Advanced sorting by color in excel - screenshot from excel

Once you’ve accessed the Sorting options you can choose how to filter your data from largest to smallest. Add a new level and choose columns you want to filter, pick criteria, and order by colors.

Advanced filtering options by color in excel - screenshot

This filtering is very convenient once you have data clustered with many colors and it gets harder to navigate. You can also filter by font color and other criteria.

Related Article: How To Create Excel Template?

Conclusion

The ability to visually categorize and analyze data provides insights that would otherwise be challenging to uncover. To use color-based filtering, apply what you’ve learned to your analyses. Filter data by color is available for Excel 365 and other Excel Windows versions. You can also cancel filter by color.

FAQs

Can I combine color filters with other filter criteria?

Absolutely! Combining color filters with text, numbers, or other criteria is a powerful way to refine your results further.

Is it possible to sort and filter by cell color?

Yes, it is indeed possible to sort and filter data in Excel based on cell color. Excel’s standard filter options can sort and filter text, numbers, and dates. You can also use “Custom Sort” and “AutoFilter” to sort and filter by cell color.
To sort by cell color:
1. Select the column containing the colored cells that you want to sort.
2. Go to the “Data” tab in the Excel ribbon
3. Click on the “Sort” button
4. In the “Sort Options” dialog box, choose the “Cell Color” option from the “Sort On” dropdown.
5. Select the color you want to sort by from the “Order” dropdown
6. Click “OK” to apply the sort.

How To Remove Color Filters?

To clear sort by color filters, access filtering options, click on Sort by Color, Custom Sort, and press Delete level. Now you have removed the sort by color filters.
how to delete filtering by color in excel - screenshot from excel

References

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