How to use the Excel 2007 Autofilter

Many reports in FBO One produce a lot of data, more than you asked for. One solution would be to create a report template, but that only pays of if you'll use the template regularly. Another way would be to use pivot tables, but that may be a bit complicated for a one time simple selection.

The easiest way to create a one-off selection is using the Autofilter feature of Excel. The steps are:

  1. Get the report out of FBO One in Excel
  2. Save the file (so it won't be read only any more)
  3. Use 'Freeze Panes' to fix the column headers
  4. Delete unused columns & set column width
  5. Activate & use the Autofilter

Start by downloading a report from the reports menu in FBO One, in this example the contacts report:

 

Then, in Excel, save the file

 

Then, click 'Freeze Top Row' in 'Freeze Panes' in the View menu. This will keep the headers in the screen even if you scroll.

 

This is a good time to select unwanted columns and delete them. Selecting columns works best by clicking in the Excel column headers. You can select (and delete) multiple columns at once by using the Shift and/or Ctrl keys. In this phase, just delete the columns you're sure you won't need. For a mailing for example, the AOC data is not relevant. Usually, the 'ID' columns (showning the random looking numbers like the A column above) can be deleted too. They are used by FBO One internally.

Also, set the column width of the columns you're interested in a bit wider, so its more clear. The result should look like the illustration below. (we also rotated the headers so they are readable even for narrow columns.)

 

Now it's time to activate the auto-filter, by clicking on the funnel icon in the Data section:

 

So you can use the power of the Autofilter to find the data you're looking for, like in this example all clients with the word 'Jet' in the name. All you need to do is click on the little arrow like symbols in the headers.

 

Of course, using the autofilters, you can filter a lot more, even on multiple columns, depending on what you're looking for and/or how you want to use the data.

 

See also

Contact fields

Order fields

How to create Excel 2007 Pivot Reports