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.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!
Excel supports several types of dashes. This tip describes those different types and explains how to enter them in a cell.Discover More
Auto-population of your formulas can be a useful tool when you are adding data to your worksheets. It would be even more ...Discover More
Copying information from one program (such as Word) to another (such as Excel) is a common occurrence. If you want to ...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.