Manul Part 3 – Grouping together and filtering folders
All folders are shown in highlighted rows. Each level is shown in a different colour, as shown below.
The folders are grouped together. In the top-left hand corner are the numbers 123. If you press 1, the root folder (shown in row 5 above) and the next level of folders are shown, and all other folders and files are hidden.
All of the folders bar the root folder are in the same folder, as they are all folders contained directly in the root folder.
It should be noted that this is not a proper filter, and the missing rows are only hidden, not filtered. This means that if you, for example, paste data over a series of rows which include hidden rows, then the paste action will include the hidden rows.
For example, if you copy cell A11 (the number “7”), highlight cells A21 to A31 and paste, then the number “7” will be pasted in cell A21, cell A31, and cells A22-30. If you don’t want that to happen, then you should filter instead of using these groups.
If you want to view the files and folders within the folder, click the + button in the next row. For example, if you want to view the files within row 11, you should click the + button in the next row.
If you press 2, then the root folder, the files in the root folder, and all subfolders (including subfolders of subfolders) are then shown.
The folders which are in green are subfolders of folders shown in yellow.
If you press 3, then all folders, subfolders and files are shown.
Note: If you want to sort the data in a different order, you should remove the grouping first. To do that on Excel 2007 or later, go to Data – Ungroup – Clear Outline. This cannot be undone, so you may wish to save it first.
Another way of filtering on folders is by clicking on the arrow in cell D4 and select “Folder”. This is what it looks like on Excel 2007 or later.
On Excel 2007 or later, you should then click “(Select All)” to de-select everything, and then click “Folder” to select it, then click OK. Alternatively, you can enter “Folder” in the “Search” box and press OK.
This shows all of the folders, and the row numbers are now shown in blue, indicating a filter.
The “Indent” column shows how deep within the folder structure a file or folder is.
“0” indicates that the folder is the root folder.
“1” indicates that the file or folder is in the root folder.
“2” indicates that the file or folder is in a folder within the root folder, etc.
If you want only folders within the root folder, you should also select “1” in the Indent filter.
To remove a filter, select “(Select All)” or “Clear Filter from…”