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Automatically display filtered data on other sheets based on the first sheet?

  1. #1
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    Automatically display filtered data on other sheets based on the first sheet?

    Hi all,

    Done a bit of googling however quite difficult to find what you are looking for with examples and images etc. This is why I am here!! I am new to the forum so don't shoot me down too quick haha.

    Could somebody show me how to collate certain data from "Data" (sheet1) to automatically display select data based on a filter setting to display the data on other sheets – without having to copy/paste, clone or filter the other sheets? I have attached an example which I am sure from that you will know what I am talking about. I just can't bloody explain it! My excel knowledge is quite basic - I have only just learnt how to do basic pivot tables.

    Fruits.xls

    I just want to be able to enter the data on sheet 1 only, and have the rest display it all just as if I have filtered it manually - as shown in the attached. In reality I want to implement this on a work spreadsheet that has about 200 rows and about 20 columns.

    your help is truly appreciated!

  2. #2
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    Re: Automatically display filtered data on other sheets based on the first sheet?

    Rather than have a sheet for every fruit, I've set up the attached so that you type in the fruit you want at the top of the Filtered sheet, and it extracts the relevant data. If you'd rather, you can still set up a sheet for every fruit, but that's rather unnecessary unless you have a good reason for wanting it - and you'll need a data column for each fruit using this method, which makes it rather inefficient.

    In the attached, you add a COUNTIF formula into a new column A in your data. This refers to your chosen fruit on the Filtered sheet (a cell which I've named 'FruitChoice'), and uses $ in the cell reference (look in help for absolute and mixed cell references if you're not familiar with $ in cell refs), but only at one end of the range, so the range extends as you copy it down. This gives an index number for each row that you're interested in.

    Back on the Filtered sheet, you now simply set up a column of 1,2,3... then use VLOOKUP on that index number to extract each line of data in turn. Again, notice the $ in the lookup_value, and the named range RawData, which is defined as whole columns so it automatically includes new data you add. I've also used the COLUMN() function to automatically generate the column number of the lookup - if I had typed 2 as the col_index_num in the VLOOKUP function, I would have had to manually change it for each column.

    Now, type a different fruit and you get a different extract. (Could use data validation to provide a drop-down list on that cell...).

    You'll notice that you get #N/As. The sheet you sent was in 2003 so I've saved it as that, but I notice you say you're using 2010, so you can use the function IFERROR( ) to get rid of those, e.g. =IFERROR(VLOOKUP(....),"-") will put in a dash instead of the #N/A.
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