Not All Rows are Filtered

Written by Allen Wyatt (last updated October 14, 2023)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365


Danita has a worksheet that contains 1,327 rows. She would like to be able to filter this data. When she clicks on the Filter tool (on the Data tab of the ribbon), filtering is applied, but it doesn't include all the rows. It stops at row 1,286, and the rows below that are not filtered and keep showing all information. Danita wonders why this happens and if there is a limit on how many rows can be filtered.

First, let's answer the simple question: There is no real practical limit on how many rows can be filtered. Microsoft states that any theoretical limit is based on the number of unique values in a column. That limit is around 10,000 unique values, which in most instances means there is no real limit on the number of rows.

Now, to the problem that Danita is experiencing. This typically occurs if there is a blank row in your data. The solution is to remove the filter, and then take a look at row 1,286-1,287. If you see a blank row there, just delete the row and reapply the filter.

This behavior (of stopping at blank rows) happens when you select a cell in the data and then apply the filter. It will not occur if, before applying the filter, you select all of the cells you want included in the filter. If you want to see which cells Excel thinks should be included in filtering, select a cell in your data and then press Ctrl+Shift+* (that's an asterisk). Do this before you apply the filter, and you can easily see if there are any problem areas with your data.

There is another scenario where you might see this type of behavior. If you apply a filter to your data and then start adding more data past the original rows, those won't be included in the filtered data. If you suspect this is the case, simply remove the filter and reapply it to have all of the data included.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (949) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Stopping a Two-Word Phrase from being Flagged as an Error

As you type, Word is busy working in the background to determine if there are spelling and grammar errors in your prose. ...

Discover More

Formatting In Your Outline

Don't like the formatting that appears when looking at your document in Outline view? You can turn off the formatting and ...

Discover More

Pasting Text in a Specific Language

When copying information into a Word document, you may want to make sure that the information pasted is formatted as a ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 365 applications with VBA programming. Written in clear terms and understandable language, the book includes systematic tutorials and contains both intermediate and advanced content for experienced VB developers. Designed to be comprehensive, the book addresses not just one Office application, but the entire Office suite. Check out Mastering VBA for Microsoft Office 365 today!

More ExcelTips (ribbon)

Filtering Columns

The filtering tools provided in Excel make it easy to filter a data list so that only certain rows are displayed. What if ...

Discover More

Performing Calculations while Filtering

The advanced filtering capabilities of Excel allow you to easily perform comparisons and calculations while doing the ...

Discover More

Filtering for Purchases within a Given Month

Filtering is a great tool when dealing with large data sets. Knowing how to apply a filter, though, can be a bit tricky ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 9 + 5?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.