How to use Filter Views in Google Sheets

Learn how to add filter views in Google Sheets, as well as other aspects of the tool. Become familiar with all the different ways of utilizing filter views, and how useful they can be.

8 minute read.
Table of Contents
  1. How to add a filter view in Google Sheets
  2. How to sort the entries alphabetically in in Google Sheets
  3. How to filter the entries by a condition in Google Sheets
  4. How to filter the entries by a value in Google Sheets
  5. How to exit filter views in Google Sheets
  6. How to select different filter views in Google Sheets
  7. How to delete filter views in Google Sheets

One feature designed to help you look for important data more easily is the Google Sheets filter view. It allows you temporarily remove extraneous data and leave only the important categories for a given situation.

The advantage of using the filter view is that you don’t have to modify the data in the spreadsheet nor permanently hide columns and rows.

For our examples, we wish to add a few filter views on a long list of items sold during a certain week.

Original Google Sheets spreadsheet without filter views.
Original Google Sheets spreadsheet without filter views.

This guide will help you add filter views in Google Sheets that use a wide range of criteria to filter the rows in the sheet, plus how to edit the filter views and delete views. 

How to Create a Filter View in Google Sheets

To add a filter view, here are the steps:

Step 1. Click anywhere within the range of your Google Sheets, then click Data on the main menu. 

Step 2. A drop-down list will appear. Select Filter views.  

Step 3. Another drop-down list will appear on its right side. Click Create new filter view

Data option in main menu, Filter views selected, Create new filter view highlighted.
Data option in main menu, Filter views selected, Create new filter view highlighted.

The sheet area will now look different.

Your Google Sheets spreadsheet after creating new filter views.
Your Google Sheets spreadsheet after creating new filter views. 

To customize the name of the filter view, find the textbox beside the label Name: on the upper-left corner of the sheet. Type your chosen title. 

The filter view name text box on the upper-left corner of the sheet.
The filter view name text box on the upper-left corner of the sheet.

If you look at the first row of your Google Sheets spreadsheet, they are automatically read as column headers with an inverted triangle appearing on the right end of each cell. If you click on the inverted triangle, a drop-down list of options for sorting and filtering will appear.

Google Sheets filter options. They include ways for sorting and filtering the entries.
Google Sheets sidebar options. They include ways for sorting and filtering the entries.

How to sort the entries alphabetically in Google Sheets

Step 1. Look for the column where you want to sort the entries, and click on the inverted triangle on the right end of the header cell. 

The sort options available: sort A to Z, sort Z to A, and sort by color.
The sort options available: sort A to Z, sort Z to A, and sort by color.

Step 2. You have three options for sorting in Google Sheets: Sort A -> Z; Sort Z -> A; and Sort by color. For our example we want to sort the entries alphabetically, so we choose Sort A -> Z.

The entries are now sorted:

The entries sorted A to Z.
The entries sorted A to Z.

How to filter the entries by a condition in Google Sheets

You can add a filter that follows a certain condition. For our Google Sheets example, we want to remove all profits less than $15.00 from our table view. To do so, here are the following steps:

Step 1. Look for the column where you want to filter the entries, and click on the inverted triangle on the right end of the header cell. 

The filter view options available: filter by color, by condition, and by values.
The filter options available: filter by color, filter by condition, and filter by values. 

Step 2. Click Filter by condition. A long list of possible conditions will appear. The conditions are as follows:

You can also specify a custom formula. For our case, we choose the Greater than or equal to option. A text box will appear below where we can type the value. 

Filter by condition option selected: greater than or equal to 15.00.
Filter by condition option selected: greater than or equal to 15.00.

Step 3. Click OK.

The sheet has now been filtered. 

The sheet with the filter by condition option filter view applied.
The sheet with the filter by condition applied. 

How to filter the entries by a value in Google Sheets

Sometimes we just want to list down the rows that include a certain value in a certain column. For example, we just want to list down all egg purchases listed in the sheet. To do so, here are the steps:

Step 1. Look for the Google Sheets column where you want to filter the entries, and click on the inverted triangle on the right end of the header cell. 

The “by values” option selected. The different values in the rows listed.
The “by values” option selected. The different values in the rows listed.

Step 2. By default, the Filter by values is automatically “clicked” in Google Sheets, making the list of possible values visible. To list only the rows with the value 12-egg set, untick all other possible values.

The “by values” option selected. The different values in the rows listed. Only the 12-egg set was ticked.
The “by values” option selected. The different values in the rows listed. Only the 12-egg set was ticked.

Step 3. Click OK.

The sheet has now been filtered. By changing the ticked value, you can also change the table views that appear.

The sheet, with only the entries with 12-egg set listed.
The sheet, with only the entries with 12-egg set listed.

How to exit filter views in Google Sheets

To exit a filter view in Google Sheets, simply click the x symbol on the upper-right corner of the sheet.

Google Sheets spreadsheet with the symbol to exit the filter view in the upper-right corner highlighted.
Google Sheets spreadsheet with the symbol to exit the view in the upper-right corner highlighted.

How to select different filter views in Google Sheets

Here are the steps to select a different filter view in Google Sheets:

Step 1. Click Data on the main menu, 

Step 2. Select Filter views.  

Step 3. A list of existing filter views in Google Sheets will be shown. Simply click the existing filter view you want to use. 

Data option in main menu, filter views selected, the existing views listed.
Data option in main menu, filter views selected, the existing views listed.

This shows why it is useful to name your filter views in Google Sheets, so that you can easily find them from the list.

How to delete filter views in Google Sheets

Here are the steps to delete a filter view in Google Sheets:

Step 1. Click Data on the main menu, 

Step 2. Select Filter views.  

Step 3. A list of existing filter views will be shown. Simply click the existing filter view you want to delete.

Step 4. Click the gear symbol on the upper-right corner of the sheet.

Step 5. A drop-down list will appear. Click Delete.

The gear symbol on the upper-right corner of the sheet clicked, the Delete option highlighted in the list.
The gear symbol on the upper-right corner of the sheet clicked, the Delete option highlighted in the list.

The filter view no longer exists.

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