How to Check Number of Records Returned in an AutoFilter

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Using a Visual Basic Macro

1. Insert a module sheet and type the following code:

   Sub Filter_Return()
       Sheets("sheet1").Select
       Range("a1").Select
       Selection.CurrentRegion.Select
       row_count = Selection.Rows.Count - 1     ' Count the rows and
                                                ' subtract the header.
   
       ' The following three lines run an AutoFilter using "Cat" as the
       ' criteria for the first column and greater than 0 as the
       ' criteria for the second column.
       Selection.AutoFilter
       Selection.AutoFilter Field:=1, Criteria1:="Cat"
       Selection.AutoFilter Field:=2, Criteria1:=">0"
       matched_criteria = 0                         ' Set variable to
                                                    ' zero.
       check_row = 0                                ' Set variable to
                                                    ' zero.
       While Not IsEmpty(ActiveCell)            ' Check to see if row
                                                ' height is zero.
           ActiveCell.Offset(1, 0).Select
           If ActiveCell.RowHeight = 0 Then
               check_row = check_row + 1
           Else
               matched_criteria = matched_criteria + 1
           End If
       Wend
   
       If row_count = check_row Then            ' If these are equal,
                                                ' nothing was returned.
           MsgBox "no matching data"
       Else
           MsgBox matched_criteria - 1          ' Display the number
                                                ' of records returned.
       End If
   
   End Sub
   					

2. Type the following information in a worksheet:

          A1:  Animal     B1:  In Stock         C1:  Price
          A2:  Dog        B2:  1                C2:  $1.00
          A3:  Cat        B3:  2                C3:  $2.00
          A4:  Dog        B4:  3                C4:  $3.00
          A5:  Cat        B5:  4                C5:  $4.00
          A6:  Bird       B6:  5                C6:  $5.00
   					

3. Run the macro.

   Microsoft Excel 97 and Microsoft Excel 98

   On the Tools menu, point to Macro, and then click Macros. In the Macro box, select Filter_Return, and then click Run.

   Microsoft Excel versions 5.0 and 7.0

   On the Tools Menu, click Macro. In the Macro box, select Filter_Return, and then click Run.

The macro displays a message box that states the number of records returned or, if no data is returned, that there is "no matching data." In the example given, the message box returns the number 2.

Using the Subtotal Function

1. Use the same sample data from step 2, above. If the AutoFilter is currently on, point to Filter on the Data menu, and then click AutoFilter.
2. In cell C8, type the following formula:

         =SUBTOTAL(3,C2:C6)
   						

   NOTE: The first argument for the Subtotal function is the function used to calculate the subtotal. The argument in this example uses the Count function (3) to calculate the subtotal.
3. Select cell A1, point to Filter on the Data menu, and then click AutoFilter.
   
   This turns on the AutoFilter, and you get a drop-down box for each of the three fields in this example.
4. Click the drop-down box in the Animal field, and then click Cat in the drop-down list.
   
   The AutoFilter filters all the records with Cat in the Animal field, and in this example, the result of the Subtotal function in cell C8 is 2.