Filter your data

To easily see and analyze data in a spreadsheet, use filters. Filters let you hide data that you don’t need to see. You’ll still be able to see all your data when you turn the filter off.

Filters vs. filter views

Both filters and filter views help you analyze a set of data in a spreadsheet.

Basic filters can be useful if:

  • You want everyone viewing your spreadsheet to see a specific filter when they open it.
  • You want your data to stay sorted after using the filter.

Filter views can useful if:

  • You want to save multiple views.
  • You want to name your view.
  • You want others to be able to view the data differently. Since filter views need to be turned on by each person viewing a spreadsheet, each person can view a different filter view at the same time.
  • You want to share different filters with people. You can send different filter view links to different people so everyone will see the most relevant information for them.
  • You want to make a copy or create another view with similar rules.
  • You don't have edit access to a spreadsheet and still want to filter or sort. In this case, a temporary filter view will be created.

Note: You can import and export filters, but not filter views.

Use filters in a spreadsheet

To temporarily hide data in a spreadsheet, add a filter.

Note: When you add a filter, anyone with access to your spreadsheet will see the filter too. Anyone with permission to edit your spreadsheet will be able to change the filter.

Filter your data

To filter your data:

  1. Open a spreadsheet in Google Sheets.
  2. Select a range of cells.
  3. Go to the “Data” menu and select Filter. You can also go to the toolbar and click the filter icon toolbar icon.
  4. To see filtering options, click the down arrow to the right of the filter dropdown button.
    • Filter by condition: Choose from a list of conditions or write your own. For example, if the cell is empty, if data is less than a certain number, or if the text contains a certain letter or phrase.
    • Filter by value: Uncheck any data points that you want to hide and click OK. If you want to choose all data points, click Select all. You can also uncheck all data points, by clicking Clear.
    • Search: Search for data points by typing in the search box. For example, typing "P" will shorten your list to just the names that start with P.
  5. To turn the filter off, go to the “Data” menu and select Turn off filter. You can also click the filter icon.

Note: Only one filter is allowed per spreadsheet so that people don’t overwrite each other’s data. If you want more than one filter on a sheet, use filter views. When you turn off and delete the filter, you’ll see all of your data but anything you’ve sorted will stay sorted.

Sort your data

You can sort data even if you have a filter turned on. When you sort your data, only the data in the filtered range will be sorted. You’ll see a green border around the cells in the filtered range.

To sort your data, click the arrow and choose Sort A → Z or Sort Z → A.

Create, name, and save a filter view

Use a filter view when:

  • You want to save your filter and use it later.
  • You don't want to disrupt others' view of the data.
  • You want to share a link to a specific filter with others.
  • You can’t edit a spreadsheet, but you want to filter or sort data.
Create and save filter view

A filter view is like saving a filter so you can use it again. To create and save a filter view:

  1. Open a spreadsheet in Google Sheets.
  2. Go to the “Data” menu and hover over “Filter views.”
  3. Select Create new filter view. You can also click the down arrow to the right of the filter and select Create new filter view.
  4. Using the down arrows in the column headers, sort and filter the data.
  5. To close your filter view, click the X in the top right. Your filter view is automatically saved.

To delete or duplicate a filter view, click the gear icon in the top right corner of the filter view and choose Delete or Duplicate.

Rename a filter view

To rename a filter view:

  1. Open a spreadsheet in Google Sheets.
  2. Go to the "Data" menu and hover over "Filter views."
  3. Select a filter view.
  4. Click the filter view name in the top left of the black bar and type the new name.
  5. Press Enter.
View an existing filter view

To view an existing filter view:

  1. Open a spreadsheet in Google Sheets.
  2. Go to the “Data” menu and hover over “Filter views.”
  3. Select a filter view.
  4. Your filter will be applied to the spreadsheet. To turn off the filter view, click the X in the top right.
Save a filter as a filter view

To save a filter as a filter view:

  1. Open a spreadsheet in Google Sheets.
  2. Go to the "Data" menu and hover over "Filter views."
  3. Select Save as filter view. You can also click the down arrow to the right of the filter and select Save as filter view.
Using filter views with "view-only" access to a spreadsheet

If you have permission to view a spreadsheet but not edit it, you can still use filter views:

  • Apply existing filter views by clicking the "Data" menu and hovering over "Filter views."
  • Create a temporary filter view that only you can use. Because you don’t have "edit" access to the spreadsheet, the filter view won't be saved.

Only users with permission to edit a spreadsheet can create filter views that anyone viewing the spreadsheet can use.

Matt is a Docs & Drive expert and author of this help page. Leave him feedback below about the page.

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