Row selection allows you to focus on a subset of rows. Specify up to five criteria to make your selection.

To select rows from the current table or worksheet:

  1. In an open table or worksheet, click Rows > Select Rows...

    The Select Rows dialog is presented.

  2. Specify the criteria for the row selection:
    For each criterion, you may choose a column and a relationship (equal to, greater than, etc.) and enter a value (or values), or you may specify a range for a given column.
    Note: The order in which the column headings appear in the drop-down lists can be set using the In selection boxes, show columns in preference under the User Preferences section of the Set Preferences dialog.
    Action Procedure
    To specify a relationship between a column and particular values: Using any of the top three selection entries:
    1. From the first drop-down list, select a column.
    2. From the second drop-down list, select a relationship.
    3. In the text box, enter a value (or values).
      Note: Separate multiple values by spaces.
    To specify a range for a particular column: Using either of the bottom two selection entries:
    1. From the first drop-down list, select a column.
    2. In the first text box, enter the bottom value of the range.
    3. In the second text box, enter the top value of the range.
  3. Select Keep the current row order? if you want to display the selected rows in the same order as they appeared in the original table or worksheet.
    If this check box is clear, the rows in the resultant selection will appear in an arbitrary order.
    Note: For very large tables, clearing this check box can noticeably speed up the selection.
  4. For the Relationship option:
    • Select AND if you want the resultant selection to include rows that meet all of the criteria.
    • Select OR if you want the resultant selection to include rows that meet any of the criteria.
  5. Click Select.
    Only those rows that meet the criteria will be displayed. Also, if you summarize the data, only the selected rows will be included in the summary.
    Note: The selection applies only to your session and does not affect the original table.

If you do several row selections in succession, each selection is applied to the previously selected rows. With each selection, the number of rows will decrease (or possibly stay the same); it will never increase.

The Selections in Effect at the top of the dialog displays every selection currently applied to the worksheet or table. The Number of Rows Selected shows the number of rows remaining after these selections.

To undo all of the selections and return to the original number of rows at any time, click Reset to All.

Examples and Tips

Here are some examples:

You may specify more than one value in each criterion when using any of the following:
  • has the value(s)
  • does not have the value(s)
  • contains the substring(s)
  • does not contain the substring(s)
  • begins with
  • ends with

For example:

In this case, a row is selected if First Name is either john or peter.
Note: When entering a list of values, separate them by spaces.

Here are some additional examples:

If you are looking for an alphanumeric value that contains spaces, put single quotes (', not ") around the value. For example:

Some columns may have missing (N/A) values on some rows. To select rows where a column is (or is not) N/A, use a value of NA. For example:

Alphanumeric values, multiple numeric values, or NA cannot be used when specifying a range. For example, the following is not valid: