Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Conditionally Deleting Rows.
by Allen Wyatt
(last updated December 31, 2016)
When you are working with data tables containing information that you received from another person, you may want to prune the amount of data in the table by deleting rows if a particular condition is met. There are several ways you can approach such a task.
The first method is to use Excel's AutoFilter feature. This works particularly well if you have a rather simple criteria by which to delete rows. When you turn on the AutoFilter, Excel places pull-down buttons at the right side of each cell in the data table's header row. Using these pull-down buttons you can specify the records you want displayed. You should select a filter value that will result in displaying only those rows you want to delete. With those rows displayed, you can select them and use the ribbon tools to get rid of the rows. When you turn AutoFilter off, then you are left with only the rows you wanted.
Another method involves the use of macros to do the deleting for you. This approach works well if you have to perform the deletions on lots of data, or if you do it quite often. The following macro can delete rows based on a key value:
Sub DeleteRows() Dim strToDelete As String Dim rngSrc As Range Dim NumRows As Integer Dim ThisRow As Integer Dim ThatRow As Integer Dim ThisCol As Integer Dim J As Integer Dim DeletedRows As Integer strToDelete = InputBox("Value to Trigger Delete?", "Delete Rows") Set rngSrc = ActiveSheet.Range(ActiveWindow.Selection.Address) NumRows = rngSrc.Rows.Count ThisRow = rngSrc.Row ThatRow = ThisRow + NumRows - 1 ThisCol = rngSrc.Column For J = ThatRow To ThisRow Step -1 If Cells(J, ThisCol) = strToDelete Then Rows(J).Select Selection.Delete Shift:=xlUp DeletedRows = DeletedRows + 1 End If Next J MsgBox "Number of deleted rows: " & DeletedRows End Sub
To use the macro, select the range the key range that covers the rows you want checked. For instance, if the key to be checked is in column G, and you want to check rows 5 through 73, then you would select the range G5:G73. When you run the macro, it asks you what value it should check for. If any cells in the range G5:G73 contain the value you specify, the corresponding row for that cell will be deleted.
There are obviously other ways to delete rows based on a value. For a good selection of different methods, take a look at this page by Dave Hawley at Ozgrid:
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12256) applies to Microsoft Excel 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Excel here: Conditionally Deleting Rows.
Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!
To reduce the chances of confusion in presenting data, some people like to use zeroes with slashes through them. If you fall ...Discover More
When entering information in a worksheet, it is common to also note a date or time corresponding to the entry. There are ...Discover More
Sometimes you have too much information in a cell and you need to "pare down" what is there to get to the info you really ...Discover More
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
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.