How to Create Criteria Ranges in Excel for Database Functions

By Greg Lindberg

You can easily analyze the data you enter into a Microsoft Excel spreadsheet by using database functions, which are a series of calculations. Before you perform a new database function you must establish the criteria, which is the range of cells in your spreadsheet that contain specific rules for how you want you data to be evaluated. Using the Filter features in Excel you can create criteria, which include rules for a function to only include values containing a certain number, numbers that match each other or numbers that are greater to or equal to a specific number.

Things You'll Need

  • Microsoft Excel

Step 1

Open the Excel application on your computer that contains the table of database functions that you want to create criteria for.

Step 2

Highlight the range of cells containing numeric data using your mouse. Click on the “Data” tab for Excel 2007 or the “Data” option from the top toolbar menu for Excel 2003.

Step 3

Click on the “Filter” option and the click on the drop-down arrow located in the column header.

Step 4

Move your mouse over the “Number Filters” option and then click on the “Custom Filter” option. The Custom AutoFilter dialog box will appear.

Step 5

Select the number criteria for your ranges by entering the numbers you want to only be included in your criteria range. An example is to enter “25” and “50” for the lowest and highest number.

Step 6

Select the “And” option if you want to filter so that all criteria is true, or click on the “Or” option for the table column or section to be true together or separately. Your criteria will then be created.