Spreadsheets

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February 24, 2021

How to use Filter Views in Google Sheets

Layered image of a Google Sheet with an eye to resemble viewing.
SECTIONS
  1. How to add a filter view
  2. How to sort the entries alphabetically
  3. How to filter the entries by a condition
  4. How to filter the entries by a value
  5. How to exit a filter view
  6. How to select a different filter view
  7. How to delete a filter view
SECTIONS
  1. How to add a filter view
  2. How to sort the entries alphabetically
  3. How to filter the entries by a condition
  4. How to filter the entries by a value
  5. How to exit a filter view
  6. How to select a different filter view
  7. How to delete a filter view

One feature designed to help you look for important data more easily is the filter view. It allows you to filter out 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 sheet without filter views.
Original sheet without filter views.


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

How to add a filter view

To add a filter view, here are the steps:

Step 1. Click anywhere within the range of the sheet, 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.

The sheet after creating a new filter view.
The sheet after creating a new filter view.

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

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 the sheet, 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.

The filter options. They include ways for sorting and filtering the entries.
The filter options. They include ways for sorting and filtering the entries.


How to sort the entries alphabetically

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: 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

You can add a filter that follows a certain condition. For our example, we want to filter out all profits less than $15.00. 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 options available: filter by color, filter by condition, and filter 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:

  • Whether the cell contains an entry or not;
  • Whether the string contains a letter or a set of letters, or starts or ends with a certain letter;
  • The date listed is before or after a certain date, or of the given certain date;
  • The value is greater than or less than or equal to a certain value; or
  • The value is within a certain range.

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 applied. 
The sheet with the filter by condition applied. 


How to filter the entries by a value

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

The filter by values selected. The different values in the rows listed.
The filter by values selected. The different values in the rows listed.


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

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

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 a filter view

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

The sheet, with the exit symbol on the upper-right corner highlighted.
The sheet, with the exit symbol on the upper-right corner highlighted.


How to select a different filter view

Here are the steps to select a different filter view:

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 use. 

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


How to delete a filter view

Here are the steps to delete a filter view:

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.

SECTIONS
  1. How to add a filter view
  2. How to sort the entries alphabetically
  3. How to filter the entries by a condition
  4. How to filter the entries by a value
  5. How to exit a filter view
  6. How to select a different filter view
  7. How to delete a filter view

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