In this post we will learn how to use the Advanced Filter option using VBA to allow us to filter our data on a separate sheet. This has been requested by a lot of our readers and here is how we will use them.
What we need to get this done.
1. Some data that we need filtering on.
2. Define what options we need as drop down lists
3. A cup of coffee
In the sample data, I have defined 4 options to be available as drop down list; this has been done by creating a new sheet called as “Master”. I then copied the existing columns data into this sheet and used the Remove Duplicates feature to get the unique list of items that was required for the drop downs.
The named ranges were created using the INDEX function as shown below
| Named Range | Formula |
| prd | =Master!$A$2:INDEX(Master!$A:$A,COUNTA(Master!$A:$A)) |
| rgn | =Master!$B$2:INDEX(Master!$B:$B,COUNTA(Master!$B:$B)) |
| cust | =Master!$C$2:INDEX(Master!$C:$C,COUNTA(Master!$C:$C)) |
| agnt | =Master!$D$2:INDEX(Master!$D:$D,COUNTA(Master!$D:$D)) |
Now we need to setup the sheet where we need the filtered data to be displayed. Headings were put in cells B5 to B8 and the drop down (using the Data Validation—List) feature was put in cells C5 to C8. Now we need to create or criteria fields in the RawData sheet, this is a requirement and cannot be any place else. When you use the Advanced Filter dialog box and try to place the output onto another sheet Excel will display a message saying “You can only copy data to the Active Sheet”. We will overcome this limit by using VBA and telling Excel where to put the filtered data. I used the cells M1 to P1 to define the headings and cells M2 to P2 to get the actual options from the “Filter Sheet”
| Cells | Formula |
| M2 | =Filter!C5 |
| N2 | =Filter!C6 |
| O2 | =Filter!C7 |
| P2 | =Filter!C8 |
Macro to run advanced filter and extract data
Sub FilterData()
Sheets("Filter").Select
Range("B10").Select
Range(Selection, Selection.End(xlToRight)).Select
Range(Selection, Selection.End(xlDown)).Select
Selection.Clear
Sheets(“RawData”).Range(“Table1[#All]”).AdvancedFilter Action:=xlFilterCopy, CriteriaRange:= _
Sheets(“RawData”).Range(“M1:P2”), CopyToRange:=Sheets(“Filter”).Range(“B10”), Unique:=True
Columns.AutoFit
Range(“B10”).Select
End Sub
First we ensure the current filtered data (in any) is cleared out before we run the code again and then we get the new filtered data from cell B10 onwards. Now let’s understand the actual code that filters our data here.
Sheets("RawData").Range("Table1[#All]").AdvancedFilter
Action:=xlFilterCopy,
CriteriaRange:=Sheets("RawData").Range("M1:P2"),
CopyToRange:=Sheets("Filter").Range("B10"),
Unique:=True
We converted our raw data into an excel table (Structured Reference Structured Reference), by doing this we no longer need to know how many rows our data actually goes down to, the “Table1[#All]” takes care of that for us.
We also need to specify that our data is in another sheet and we are trying to run Advanced Filter on that data range, this is done using the first line ” Sheets(“RawData”).Range(“Table1[#All]”).AdvancedFilter “.
Next we specify the action that we need which is Copy in our case, the other option is “xlFilterInPlace” which would filter right on our data itself.
Then we have specified the Criteria Range (which needs to be on the same sheet where the data is).
And finally we have specified where the output has to be sent to by using : “CopyToRange:=Sheets(“Filter”).Range(“B10″)”
We have also made sure that only Unique records are returned to us by turning Unique:=True.
Download Advanced Filter Demo File
Click here to download the demo file & use it to understand this technique.
Do you use Advanced filters to extract sub-sets of data?
Advanced filters are very powerful and very simple to setup. I use them often to quickly extract what I want.
What about you? Do you use them often? Please share your experiences, techniques & ideas using comments.
Learn more about extracting / consolidating data using VBA
Data extraction and consolidation are one of the most common activities done by reporting professionals & analysts. No wonder we speak about these areas a lot here too. Please check out these pages to learn more:
- Split an excel file in to many using Advanced Filters & VBA [with video]
- Move data from one sheet to many using VBA
- Split text on new line using VBA
- Consolidate data from multiple files in to one using VBA Macros
Want to lean more? Consider joining our VBA Classes
If you would like to learn more about VBA programming, Excel automation, creation of user forms, manipulating data in Access thru Excel etc., consider joining our online VBA Classes. This step-by-step program helps you become awesome in VBA.
42 Responses to “Prevent Duplicate Data Entry using Cell Validations”
Hi Chandoo, I need you help in the following problem.
I'm trying to get a direccion from a found result. With this dirreccion I will want the before cell value. For example, If result of a find is 38 localized in cell $C$2, I need to get previus value (cell $B$2 ), maybe Andrés.
Do you know some way to do that?
Thank you for you help.
Hi Chandoo
Thanks for this. One thing though: In my pre-2007 version of Excel, the COUNTIF function doesn't recognise a semicolon (;), but requires a comma.
Is the semicolon an Excel 2007 thing?
Jair... I am not sure I understand what you want. what do you mean by Dirreccion?
@Lincoln: I am sorry, often I forget that I am using European version of excel where the delimiter is ; instead of ,. I have corrected the formula now.
Thanks for this nice tip, i used to do a find all after filling every new items which was cumbersome.
Do you know a way to extend this validation search to other tabs/sheets ?
Thanks for you attention. I'm trying to get of value continue from a found value. Let me show a example:
Name Years
John 35
Maria 28
Teresa 32
If I search the max years, the result is 35, but I need that result to be John. Do you know how I can do it?
@Subbu.. you can easily extend the validation to other sheets by pasting the data validations. See the latest article here: http://chandoo.org/wp/2009/10/28/copy-data-validations/
@Jair.. you can use the large() or small() formulas to do this. for eg. =index(A1:A3,large(B1:B3,1)) will get you the name of the person with highest "years". More help here: http://chandoo.org/excel-formulas/large.html
Hi, I don't know if I'm using bad the formula or its performance is diferent for my Office version. Large() formula return the value in the cell, in my example 35. The index() formula use a range, row and column. I'm using the large() as number of row, and it is bad because into the range don't have row 35. This is my perception. What do you think?
Hi, I going to prove, with this solution by JLD http://jldexcelsp.blogspot.com/2008/07/extraer-direccion-de-celda-en-matriz.html
Hello,
I am trying to attempt data validation in Excel Mobile, but the DV tool isnt available. I want to prevent duplicates is all, any advice on acheiving this in Excel Mobile? Thanks..
@Jair... my french aint that good. it starts at "merci" and ends at "beau coup".
Anyhow, you need to merge the large with vlookup to do this. I am not sure if you have solved the problem. Otherwise let me know with details and I can write the formula in comments.
@Chad... I have never used excel mobile, so I have no idea. May be they have not implemented data validations in excel mobile.
Any excel mobile users out there?
Hi Chandoo, the proposed solution by JlD is interesting. He created a macro to get values when the matrix is not one dimensional, how on my problem. This fuction for me.
I would like to share you my work, how can I upload?
@Jair.. sorry for such a delayed reply.. you can upload the files to skydrive and link them here. Or you can email them to me at chandoo.d @ gmail.com and I will upload them somewhere. But it could take forever if you email files to me as I am a bit lazy.
[...] Day 31: Advanced Data Validation Tricks in Excel – Part 2 [...]
Hi,
Can you help me in Microstrategy?
Br,
Moin
really wonderful article. I feel it is implementing Primary Key concept into spreadsheets.
Hi article on data validation. Excel is a very versatile platform to work with and we use it for all kinds of data tabulation. In fact this must have been the most rudimentary data management tools I must have worked with and knowing such tips only adds functuionality to our user experience. Great article. looking forawrd to read more.
Hi Chandoo,
Thanks for such a nice idea.
I tried copy paste the data into the validated area, but the pop-up msg (warning msg) doesn't came. Is it something that we need to update the data manually each time,.
Do we have any option where we can bulk upload the number and it throws a warning message that the data already exits and do we want to continue with this ?
Please do reply me.
Thank you.
Regards,
Vasanth.
It was really useful chandoo...thanks a lot...
Tried this in excel 2010 and it did not work?
Could the newer excel have changed that much?
@Leo
It works fine in Excel 2010
The formula used above =COUNTIF($B$4:$B$11,B4)<=1
only applies to the range B4:B11
Did you adjust the range to your data?
This page helped me accurately to find solution of my question. thanx
we want to prevent duplicate entries in three columns combined, using data validation, i.e. say, column A has first name and Column B has middle name, Column C has last name. the first name can be duplicate, middle name can be duplicate, last name can be duplicate, but not all three at the same time.
I want to prevent duplicate entries in three columns combine, using data validation, i.e. say, column A has first name and Column B has middle name, Column C has last name. the first name can be duplicate, middle name can be duplicate, last name can be duplicate, but not all three at the same time.
Hi, I've tried above validation method to prevent duplicate value from entering into the cells. It's work, when user key in the data into the selected range. However, it's not working when user copy-&-paste the info into the same range.
Please advice. Thanks.
Hi Chandoo,
Does it work in Excel 2007?
Please Reply
thanks chandoo........
it does not work when data is copy pasted...any solution for this??
hi i m shaloo and i want to know in excel if i write duplicate no.then it says or show about we are write duplicate no.
Hi Chandoo
I've tried using this with a Named Range, which is actually a column in a Table as DV wont accept a table reference, and it wont work.
Also tried using Offset to specify the Named Range, but that wont work either.
Is it possible to use Named Ranges with DV?
Thanks
Kris
I have tried the above formula on a table column. The Error box does not pop up, there is only the small ! next to the cell with the duplicate. The column I am working with is formulas that produce a date. Is the reason it doesn't work that the cells contain formulas rather than data?
The formula works but only if I enter data in cell above it. So for example, if I have "123" in B11 it does not allow me to enter "123" in B10, B9, B8, etc. But I can still enter "123" in B12. Please help! 🙂
Great tip.. thanks a lot
I have 21 years of experience working as data entry assistant. I constantly read several blogs to keep myself up-to-date with the advances in data entry profession. I really enjoyed this blog post. From my several years of experience, I agree with you 100% when you say, “ We all know that data validation is a very useful feature in Excel. You can use data validation to create a drop-down list in a cell and limit the values user can enter. ”
Keep blogging. I will come here again.
--data entry assistant
Hi,
This is really very helpful.
Thank you
how can i assign two validation on a single cell
one is for list validation (means the data should be from that range)
second i want to prevent them from repetition
how can i do this ?
P7 to P506 have GR# which are for list
i want to prevent C column to not to repeat and should be from the P column
@Junaid
Can you please post the question in the Chandoo.org Forums
http://forum.chandoo.org/
You have to register to be able to post questions
Please attach a file so that a specific answer can be delivered.
i made an account but there is no option available to post questions ??
where can i ??
@Jubaid
Goto http://forum.chandoo.org/
Goto Ask an Excel Question
Post New thread
Type your question
Attach a file
Please attach a file so that a specific answer can be delivered.
friend can any one tell me the formula
exname location qty
gaurav 1 1
rofan 2 5
sandeep 3 6
gaurav 4 3
rofan 5 4
sandeep 6 8
gaurav 7 9
If this is a data.
if i want a formula by which if i type gaurav then all the location and qty should be shown in a new page.
i had 5,00,000 sku so if i punch one name i can get the entire details
@Gaurav
Can you please post the question at the Chandoo.org Forums
http://forum.chandoo.org/
Please attach a sample file for a quicker more targeted response
IF(ISERROR(INDEX($B$3:$C$9,SMALL(IF($B$3:$B$9=$B$12,ROW($B$3:$B$9)-ROW($C$2)),ROW(A1:C1)),2)),"",INDEX($B$3:$C$9,SMALL(IF($B$3:$B$9=$B$12,ROW($B$3:$B$9)-ROW($C$2)),ROW(A1:C1)),2))
please explain
YOUR COUNTIF FORMULA IS REALLY HELPFUL AND WORKS. I TRIED SEVERAL SITES BUT THEIR FORMULA DOES NOT WORK. ONLY YOU HAVE GIVEN A RIGHT FORMULA!
THANK YOU!!!!!