How to filter and remove duplicates

Answer

A filter in Excel is used to display only the rows that meet certain criteria. Removing duplicates ensures that each row in your dataset is unique based on the selected columns.

How to Filter Data in Excel

To filter data in Excel:

1. Select any cell within your dataset.

2. Go to the Data tab on the Ribbon.

3. Click on Filter. A drop-down arrow will appear in the header of each column.

4. Click the drop-down arrow in the column you want to filter.

5. Select the criteria you want:

   • Check or uncheck specific values.

   • Use Text Filters, Number Filters, or Date Filters for advanced options.

6. Click OK to apply the filter. Only rows matching the criteria will appear.

Example: Filtering a list of customer names to show only those from “California” will display only rows where the “State” column equals California.

Windows vs Mac: On Mac, the filter button is also under Data → Filter, and the drop-down behavior is the same.

How to Remove Duplicates in Excel

Removing duplicates deletes rows with identical data in selected columns while keeping the first occurrence.

1. Select the range of cells or the entire table.

2. Go to the Data tab.

3. Click Remove Duplicates.

4. In the dialog box, check the columns you want Excel to consider for duplicates.

   • Selecting multiple columns removes a row only if all selected column values are identical.

5. Click OK. Excel will show a message indicating how many duplicate rows were removed and how many unique values remain.

Example: A sales table has multiple entries for “John Smith” with the same order ID. Selecting both Name and Order ID columns and removing duplicates keeps only the first unique record.

Windows vs Mac: On Mac, the process is identical, but the dialog box may slightly differ visually.

Filter + Remove Duplicates Together

Combining filtering and duplicate removal helps refine large datasets:

1. Apply a filter to show only rows that meet your criteria.

2. Select the visible data.

3. Use Remove Duplicates to clean the filtered dataset.

Example: Filter a list of orders to show only “Pending” orders, then remove duplicates to keep unique customer entries with pending orders.

Tips for Managing Duplicates

1. Use Conditional Formatting → Highlight Cells Rules → Duplicate Values to visually identify duplicates before removing them.

2. Copy filtered or unique data to a new sheet to preserve the original dataset.

3. Always back up your dataset before removing duplicates, as the action cannot be undone without Undo (Ctrl+Z / Command+Z).

This method ensures datasets remain accurate, concise, and easier to analyze.

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