Filter Data to Show the Top X Number of Items in Excel - AutoFilter

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This Excel macro filters a data set to display only the top X number of items in that data set in Excel. This means that the highest X number of items in a list will be displayed. This macro uses the autofilter feature in Excel and the xlTop10Items operator; however, this macro can display however many of the top items of a data set that you want to display. This is a versatile and easy to use macro to filter data in Excel.

To use this macro, simply replace the "#" with the amount of items from the top of the list or data set which you would like to display. Use integers and do not have decimals in the number. Also, you will need to update the range and field parameters to point to the data set that you are using in your worksheet in Excel.

How Filter Macros Work

All of the elements below often appear within autofilter macros.

Range

  • This should be the start of the data set, table, or list which you would like to filter. This can also be the entire range reference to the table. For example, if the table was from cell A1:D450, you could put that as the range or you could put A1 as the range. You can do this because the autofilter feature in Excel will automatically try to determine the total range which you would like to filter.

Field

  • This is the number of the column within the data table that you would like to filter. The first field (1) is the very first column in the data set that will be filtered. This means that if your data starts in column B and your range is Range("B1") and you want to filter based on column D, you would put 3 in for the field.

Criteria

  • This is the criteria by which you would like to filter. Some of the macros have symbols within the quotation marks after this argument and those symbols (such as <,>,*,?, etc.) should be left where they are in order to retain the functionality of the macro.

Operator

  • You will not have to change this. This is simply the way to perform different types of filter features in Excel.

Where to install the macro:  Module

Excel Macro to Filter Data to Show the Top X Number of Items in Excel - AutoFilter

Sub AutoFilter_Top_X_Number_Items()

'Replace the "#" sign with the top number of items you would like to have displayed
Range("A1").AutoFilter Field:=1, Criteria1:="#", Operator:=xlTop10Items

End Sub




How to Install the Macro
  1. Select and copy the text from within the grey box above.

  2. Open the Microsoft Excel file in which you would like the Macro to function.

  3. Press "Alt + F11" - This will open the Visual Basic Editor - Works for all Excel Versions.  Or For other ways to get there, Click Here.

  4. On the new window that opens up, go to the left side where the vertical pane is located. Locate your Excel file; it will be called VBAProject (YOUR FILE'S NAME HERE) and click this.

  5. If the Macro goes in a Module, Click Here, otherwise continue to Step 8.

  6. If the Macro goes in the Workbook or ThisWorkbook, Click Here, otherwise continue to Step 8.

  7. If the Macro goes in the Worksheet Code, Click Here, otherwise continue to Step 8.

  8. Close the Microsoft Visual Basic Editor window and save the Excel file. When you close the Visual Basic Editor window, the regular Excel window will not close.

  9. You are now ready to run the macro.


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