The information in this article applies to:
- Microsoft Excel 98 Macintosh Edition
- Microsoft Excel 97 for Windows
- Microsoft Excel for Windows 95, versions 7.0, 7.0a
- Microsoft Excel for Windows, versions 5.0, 5.0c
- Microsoft Excel for Windows NT, version 5.0
- Microsoft Excel for the Macintosh, versions 5.0, 5.0a
SUMMARY
In Microsoft Excel, you can hide rows that contain multiple records for an
individual or company. Multiple records for the same individual or company
may exist if you are tracking multiple transactions for the same individual
or company. (These records may only differ from one another by several
fields, but do not exactly duplicate one another.) However, when you
generate a mailing list from the data, you would want only one record per
individual or company to appear. You can eliminate the redundant records by
using the Advanced Filter feature in Microsoft Excel.
NOTE: Using the Unique Records Only option in the Advanced Filter dialog
box alone fails to eliminate the multiple records because the records are
not exact duplicates.
MORE INFORMATION
To use the Advanced Filter feature to hide records with duplicate fields,
do the following:
- On the Data menu, point to Filter, and then click Advanced filter.
- In the List Range box, type or select the range of cells that contain
the types of fields you want to filter. For example, if your worksheet
contains the following data:
A1: Last B1: First C1: Address D1: City E1: State
A2: Jones B2: James C2: 132 Skyway D2: Skagway E2: AK
A3: Jones B3: Bill C3: 135 Skyway D3: Nome E3: AK
A4: Jones B4: Frank C4: 139 Skyway D4: Snaklut E4: AK
A5: Jones B5: Bill C5: 135 Skyway D5: Aloot E5: AK
A6: Jones B6: James C6: 137 Skyway D6: Siberia E6: AK
and you want to filter individuals with the same first name, select the
column that corresponds to the first name, cells B1 to B6. If there are
different individuals with the same first and last name, select the
columns that correspond to the first and last name, and the address, or
cells A1 to C6.
- Leave the Criteria Range box empty.
- Select the Unique Entries Only check box, and then click OK.
By default, the records will be filtered in place. If you specified the
first name column in the List Range box, only one record per unique first
name will appear. You can copy these records and paste them to another
worksheet that can be used as a merge data source document.
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