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.
25 Responses to “Shift Calendar Template – FREE Download”
Hi Chandoo,
your recent postings include only Excel 2007 templates. Unfortunately the company I work at still runs Excel 2003. Is it possible to get your awesome files in other excel version as well?
Thanks so much for your great excel stuff!
Is it possible to do this for shifts with hours instead of days? To organise a three shift day?
Thanks in advance,
Stelios
In my organization there are 45 employees i need split then into three shifts ex:A shift:14,B shift:14,C shift:14 and week off:3 kindly help me on this.
@Masthan
You need to understand what rules your company has for the various shifts / roster combinations
Chandoo, I once did a shift control spreadsheet for my team. I put one person in each line, the columns were the days. I put a shift code in each cell indicating in which shift that person should work, or if the person were out that day. I have two codes for being out. One is for vacations and one is to compensate days worked in weekends. This way I was able to count how many persons I have in each shift, how many were on vacations and how many were out compensating (that's the term we use here) weekend worked hours.
Later I included the possibility of a person be in two lines one for normal hours other for overtime. This is mainly used for planning purposes. If you would like I can send you an example. The only problem of this spreadsheet is that we don't have a person view, only this consolidated view.
Hi George, I would like to have a copy of your spreadsheet if you can share it.
Thanks in advance, Chuck
Hi Chandoo,
Where is the code located ? is it VBA ? If so , how do you hide it ? Or it is .NET ?
Thx
@Idan
.
No VBA or code, it is all done with Mirrors.
Only Joking,
.
But there is no VBA or code,
It is all done with Named Formulas and Lookups.
Have alook at the cells in the calander area and Named Formulas in the Formulas, Name Manager Tab.
How can i calculate between two or more different workbooks? Please, reply me as early as possible.
@Anand
Open the workbooks you want to link to
Start a formula = and click and change between workbooks as required.
You can use the View, Switch window menu to change workbooks mid formula
The format for using workbooks is
=[Workbook.xlsm]Sheet1!$A$1
or
=SUM('[Book2.xls]Sheet1'!$A$1:$D$10)
etc
Hi Chandoo,
I am working with a call centre wherein i ned to update at the month end 20 to 30 employees login hours which are defict to track it at the month end is very difficult is there any template which can be made to track that why on a particular day a guy who needs to be on calls was why not on calls.
Thank you so much Chandoo. This is really helping me. As usual, you rock.
What's FortyTwoDays and Calendar in Name manager?
Both are unused and FortyTwoDays doesn't make any sense.
I have a SQL db that contains records of events scheduled/completed on a particular date. Can this method ous building a calendar be used to display those events on the respective day?
Positively awesome!
I'm attempting to help a friend create a schedule for adult classes - and of course its not"paid help". Here is the scenario:
20 classes, instructor, room#, student class size, start date, number of class days (need to subtract weekends)
class
instructor
room
students
start
#days
PATH
karen
201
21
01/01/13
11
BILLING
jane
401
15
01/12/13
13
MEDISOFT
mike
301
11
01/25/13
9
he'd like to see these classes show up in different colors within the same month's calendar chart. He can draw it, but I'd like to see it done automatically through data, and I just can't visualize it, but I KNOW this will work - can you help?
Jan 🙂
Dear chandoo,
Try many way to download still can't access. Any way we want to try out 3 shifts with 3 guys in a group .eg Group A Morn, Group B Night and Group C Rest. And every each group must work on sunday to take turns. In fact we are security teams so that's why sunday is required to work. Pls guide and show how to put in the working calendar. Thank you in advance.
I've been trying to copy and/or recreate this to use in a workbook I'm doing for the transportation department I'm working for. I need to have the calendar on the first sheet in my document (it has graph's from data on another sheet). I'm trying to use it to track (with the conditional formatting) accidents and injuries. I've redone the conditional formatting to do 4 different accident types (no injury, near miss, OSHA recordable injury and work loss injury), but when I enter the formula's you have in the calendar portion where it says "DateOfFirst-FirstWeekDay" I can't figure out how you did that. Are you able to help?
I would like to use Excel to solve the following problem for a community work. I want to create a Driver schedule for a given month from a pool of volunteers for a community service. Each of these volunteers can drive only on specific days in a week. I would like to populate the driving schedule for each weekday with primary, secondary and tertiary drivers in a random fashion so that I do not overburden one person. I would greatly any help you can provide.
Hi chandoo,
Thanks for your valuable effort for create this template and let me know how to add multiple employees in the the Roaster.
Hi Chandoo,
This article on shift roaster is very helpful. Could you please let me know how i can use the same for n number of resources who work 24/7, considering their leaves and holidays?
Thanks,
Savitha
Hi Chandoo,
This article on shift roaster is very helpful to all. Could you please let me know how i can use the same if I want to add for some more shifts, since the color is not getting change if I add more shifts like 4,5 etc.,
Thanks,
Murali
nice post
How can I change the date to 2017 under Shift Data worksheet.
solution 1:
mydata=B2:C16
stoplist=E2:E8
=LET(RNG,A2:A16,SMR,C2:C16, F,(RNG=E2)+(RNG=E3)+(RNG=E4)+(RNG=E5)+(RNG=E6)+(RNG=E7)+(RNG=E8),SUM(SMR)-SUM(SMR*F))
=LET(RNG,A2:A16,SMR,C2:C16,RH,N(B2:B16=B2), F,(RNG=E2)+(RNG=E3)+(RNG=E4)+(RNG=E5)+(RNG=E6)+(RNG=E7)+(RNG=E8),TOT,SUM(SMR)-SUM(SMR*RH*F),SUM(SMR*RH)-SUM(SMR* RH*F))
ALTERNATE SOLUTION
=SUM(C2:C16)-SUM(FILTER(C2:C16,ISNUMBER(BYROW(A2:A16,LAMBDA(a,TOROW(SEARCH(a,E2:E8),2))))))
=SUM((B2:B16=B2)*(C2:C16))-SUM((ISNUMBER(BYROW(A2:A16,LAMBDA(a,TOROW(SEARCH(a,E2:E8),2))))*(B2:B16=B2)*(C2:C16)))
let
Source = Excel.CurrentWorkbook(){[Name="Table1"]}[Content],
#"Replaced Value" = Table.ReplaceValue(Source,null,";",Replacer.ReplaceValue,{"Column1"}),
#"Transposed Table" = Table.Transpose(#"Replaced Value"),
#"Removed Other Columns" = Table.SelectColumns(#"Transposed Table",{"Column1", "Column2", "Column3", "Column4", "Column5", "Column6", "Column7", "Column8", "Column9", "Column10", "Column11", "Column12", "Column13", "Column14", "Column15", "Column16", "Column17", "Column18", "Column19", "Column20", "Column21", "Column22", "Column23", "Column24", "Column25", "Column26", "Column27", "Column28", "Column29", "Column30", "Column31", "Column32", "Column33", "Column34", "Column35", "Column36", "Column37", "Column38", "Column39", "Column40", "Column41", "Column42", "Column43", "Column44", "Column45", "Column46", "Column47", "Column48", "Column49", "Column50", "Column51", "Column52", "Column53", "Column54", "Column55", "Column56", "Column57", "Column58", "Column59", "Column60", "Column61", "Column62", "Column63", "Column64", "Column65", "Column66", "Column67", "Column68", "Column69", "Column70", "Column71", "Column72", "Column73", "Column74", "Column75", "Column76", "Column77", "Column78", "Column79", "Column80", "Column81", "Column82", "Column83", "Column84", "Column85", "Column86", "Column87"}),
#"Merged Columns" = Table.CombineColumns(#"Removed Other Columns",{"Column1", "Column2", "Column3", "Column4", "Column5", "Column6", "Column7", "Column8", "Column9", "Column10", "Column11", "Column12", "Column13", "Column14", "Column15", "Column16", "Column17", "Column18", "Column19", "Column20", "Column21", "Column22", "Column23", "Column24", "Column25", "Column26", "Column27", "Column28", "Column29", "Column30", "Column31", "Column32", "Column33", "Column34", "Column35", "Column36", "Column37", "Column38", "Column39", "Column40", "Column41", "Column42", "Column43", "Column44", "Column45", "Column46", "Column47", "Column48", "Column49", "Column50", "Column51", "Column52", "Column53", "Column54", "Column55", "Column56", "Column57", "Column58", "Column59", "Column60", "Column61", "Column62", "Column63", "Column64", "Column65", "Column66", "Column67", "Column68", "Column69", "Column70", "Column71", "Column72", "Column73", "Column74", "Column75", "Column76", "Column77", "Column78", "Column79", "Column80", "Column81", "Column82", "Column83", "Column84", "Column85", "Column86", "Column87"},Combiner.CombineTextByDelimiter("|", QuoteStyle.None),"Merged"),
#"Split Column by Delimiter" = Table.ExpandListColumn(Table.TransformColumns(#"Merged Columns", {{"Merged", Splitter.SplitTextByDelimiter(";", QuoteStyle.Csv), let itemType = (type nullable text) meta [Serialized.Text = true] in type {itemType}}}), "Merged"),
#"Added Prefix" = Table.TransformColumns(#"Split Column by Delimiter", {{"Merged", each "|" & _, type text}}),
#"Replaced Value1" = Table.ReplaceValue(#"Added Prefix","||","|",Replacer.ReplaceText,{"Merged"}),
#"Split Column by Delimiter1" = Table.SplitColumn(#"Replaced Value1", "Merged", Splitter.SplitTextByDelimiter("|", QuoteStyle.Csv), {"Merged.1", "Merged.2", "Merged.3", "Merged.4", "Merged.5", "Merged.6", "Merged.7", "Merged.8"}),
#"Removed Columns" = Table.RemoveColumns(#"Split Column by Delimiter1",{"Merged.1"}),
#"Removed Duplicates" = Table.Distinct(#"Removed Columns")
in
#"Removed Duplicates"