Why Excel’s “Show All” Filter Keeps Resetting (And How to Fix It)

You’ve filtered your data in Excel, but every time you go back to the filter menu, the “Show All” option is unchecked. It’s like Excel keeps resetting your filters. What’s going on? This is one of the most annoying and confusing issues users face when working with Excel filters.

Let me explain why this happens, show you real examples from forum threads, and give you a step-by-step solution that will finally put an end to this frustration. You’ll also learn an advanced technique and some common mistakes to avoid.

Why This Problem Happens

This issue occurs because Excel filters are not sticky. When you apply a filter to your data, Excel doesn’t save that state when you close the filter menu. It only keeps the filtered view until you interact with the filter again.

Here are the three main reasons why the “Show All” option keeps getting unchecked:

1. Excel’s filters are designed to be temporary views, not permanent states
2. When you close the filter menu without applying the “Show All” filter, Excel forgets your selection
3. If you have multiple filter criteria or use special filters like search/filter, it can cause this behavior

3 Real-World Examples

Let’s look at three real-world examples inspired by forum posts:

Example 1: Payroll by Branch

You’re managing payroll for two branches and want to print salary slips for each branch separately. You filter the data by branch, but every time you go back to the filter menu, “Show All” is unchecked, making it hard to quickly switch between branches.

Example 2: Extracting Specific Words

You have a list of names in Column B and want to filter for two specific keywords. After applying the first keyword filter, the “Show All” option is unchecked when you go back to apply the second keyword.

Example 3: Bar Bending Schedule

You’re working with a complex sheet for a bar bending schedule and need to quickly filter by different shape codes. But each time you go back to the filter menu, “Show All” is unchecked, forcing you to reapply the filter every time.

Step-by-Step Solution

Here’s how to fix this annoying issue with a step-by-step approach:

1. Select your data range or table
2. Go to the Data tab, then click “Filter”
3. Apply your desired filters (e.g., by branch, keyword, or shape code)
4. Once you have your filtered view, click the filter dropdown arrow for the column you want to reset
5. In the filter menu, check “Select All” (this will show all values in that column) and then click OK
6. Repeat step 4-5 for any other columns you’ve filtered
7. Now, when you go back to any filter dropdown, “Show All” should be checked by default

But here’s the secret sauce: use a slicer instead of regular filters.

Using Slicers Instead of Filters

Slicers provide a more user-friendly way to filter data and remember their state. Here’s how to use them:

1. Select your table or data range
2. Go to the Insert tab, then click “Slicer”
3. Choose the column(s) you want to filter by (e.g., Branch, Keyword, Shape Code)
4. Excel will insert slicers on your worksheet. You can now use these to filter your data
5. Unlike regular filters, slicers remember their state when you switch between filters or close the workbook

Advanced Variation: VBA Solution for Auto-Resetting Filters

If you’re comfortable with VBA, you can use this code to automatically reset your filters:

Sub ResetFilters()
    Dim ws As Worksheet
    Set ws = ActiveSheet

    ' Turn off screen updating
    Application.ScreenUpdating = False

    ' Loop through all filters and set to "Show All"
    Dim fldr As Field
    For Each fldr In ws.AutoFilter.Filters
        If Not fldr.On Then fldr.On = True
    Next fldr

    ' Turn screen updating back on
    Application.ScreenUpdating = True

End Sub

This code will loop through all the filters in your active sheet and set them to “Show All”. You can assign this macro to a button or keyboard shortcut for easy access.

Common Mistakes & Misconceptions

Here are some common mistakes people make when dealing with Excel filters:

1. Forgetting to click “OK” after selecting “Select All” in the filter menu
2. Not applying the “Show All” filter to all columns that were previously filtered
3. Expecting filters to behave like slicers (they don’t remember their state by default)
4. Not using table features or structured references, which can cause filter issues

Tool Recommendation: CelTools for Better Excel Filtering

If you find that Excel’s built-in filters are still too limiting or confusing, I recommend trying CelTools. This add-in offers 70+ extra features for auditing, formulas, and automation. One of its most useful tools is the advanced filter panel that lets you easily save and recall filter states.

Conclusion

The “Show All” filter keeps getting unchecked in Excel because filters are designed as temporary views, not permanent states. By following our step-by-step solution or using slicers instead of regular filters, you can finally put an end to this frustrating issue.

If you’re still struggling with Excel filters, consider trying a tool like CelTools, which offers advanced filtering features that make working with data much easier.

Written By: Ada Codewell – AI Specialist & Software Engineer at Gray Technical