One of the standout features of Google Sheets is its ability to allow users to create and use filter views. This feature is a magic lens that reveals only the information you want to see.
If you’re new to using a filter view in Google Sheets, today’s tutorial will bring you up to speed on everything you need to know to understand how it works.
But before we delve any further, let’s quickly understand what filter view is and how it works.
What is a Filter view, and Why is it Such a Big Deal in Google Sheets?
Imagine you’re in a library searching for a specific book. Instead of scanning every shelf, wouldn’t it be fantastic if the exact book you needed magically appeared before your eyes? That’s precisely the wonder of a filter view in Google Sheets.
In the world of spreadsheets, filter views are like a pair of special glasses that let you focus on exactly what you want to see. They’re a dynamic tool that allows you to sift through vast amounts of data without feeling lost.
Similarly, filter views let you zero in on specific data points by setting conditions or rules. Think of these conditions as your command – you can filter rows to display only certain values, hide duplicates, or even sort by specific columns. It’s like asking your spreadsheet, “Show me only the orders from last week,” and watching it transform right before your eyes.
To help you better understand how to create & use a filter view in Google Sheets, we have put together a use case that conveys the message we want to get across even better. Let’s go over it together.
Meet Sarah, an aspiring entrepreneur who recently launched her online boutique, “Bloom & Style.” Sarah’s passion for fashion is matched only by her determination to track her business’s growth.
She relies on Google Sheets to manage her inventory, sales, and customer data. As her business thrives, so does the volume of information, and that’s where the power of creating & using a filtered view in Google Sheets steps in.
The Situation: Sarah’s spreadsheet is a treasure trove of data, containing rows upon rows of orders. Each row includes order IDs, product names, prices, quantities, and dates. With her boutique’s popularity soaring, she can no longer scan through the spreadsheet efficiently. Finding specific orders or gaining insights about her products’ performance has become tedious.
Enter Filter Views: Frustration gives way to curiosity as Sarah learns about filter views. Armed with this newfound knowledge, she’s ready to conquer the data chaos.
Practical Example Of How to Create And Use A filter View In Google Sheets
Having provided you with some background on filter view and how it works, it’s time to get some hands-on experience so you get a bigger picture of how to work.
To demonstrate how to create & use a filter view in Google Sheets, we will use the following sample data for our example.
Having decided on the sample data we want to use to show you how to create & use a filter view in Google Sheets, it’s time to show you the step-by-step process.
Let’s get started, shall we?
Step 1: Select The Data Set
What we want to do is highlight the data in our spreadsheet, which is super easy to do.
Step 2: Data > Filter Views > Create New Filter View
Having selected the data we intend to utilize for creating our filter view, it’s time to delve into the intriguing part. For this step, we need to navigate to the Data Menu, scroll down and
locate the option for “Filter views”. After confirming this selection, our next step is to choose the “Create new filter view” option.
Step 3: Enter A Name For The Filter View
After selecting the option to “Create new filter view,” Google Sheets will automatically add a filter icon to the different headers for our data.
Now, go to the bar just above your headers and enter a descriptive view for your filter. For our example, we will use “Sales For Maxi Dress.”
Step 4: Click The Filter Icon For The Product name
Having successfully saved the name for our Filter view, the next step is to click on the filter icon next to the “Product name” column. Now, scroll down the list and deselect all the product names except for “Maxi Dress.” This way, we’ll only focus on the sales data related to this specific product.
Once that’s done, simply click “Done,” and you’ll witness the magic unfold.
Below is an image showcasing our spreadsheet after implementing these changes.
In the screenshot above, you can observe that the store managed to sell 6 units of the Maxi Dress. What’s even more interesting is that the spreadsheet also gives us details about the order ID, the total amount earned, and the dates these sales occurred.
This is a simple example of how to create & use a filter view in Google Sheets. But wait, there’s more. This is just a glimpse, as filter views offer various options that allow us to explore our sales data from different angles, giving us a more comprehensive understanding.
Let’s assume we want to filter our sales data to only show product sales that are less than $30, we can do that by simply filtering the Price column. Read on as we get into all the details.
Step 1: Filter Icon > Filter By Icon
To filter the price column, we first need to click on the filter icon close to the Price column. From the options presented, select the option for Filter By Condition.
Step 2: Tweak Option For Filter By Condition
After selecting the option for Filter By Condition, click on the dropdown selection, scroll down, and select the option for Less than.
Step 3: Enter Value Or Formula
Since we want to display sales information for values under $30, let’s move ahead and enter that number in the box provided. Once that’s done, simply scroll down to the bottom and click the “Done” button.
After clicking OK, Google Sheets should automatically filter your data to only display information related to sales less than $30.
Here, take a look at what our spreadsheet looks like after filtering by condition:
From the screenshots provided, it’s evident that our spreadsheet has been modified to show only sales that are under $30.
Now, you can observe how effortlessly you can use different filter conditions to organize your data in Google Sheets.
Considering everything we’ve covered, we’re confident you’ll agree that creating and using a filtered view in Google Sheets is something anyone, regardless of their experience, can do easily.
Sharing Filter Views With Others
The great thing about Filter Views is that you can easily share them with others collaborating with you.
To share a ‘filter view,’ access your spreadsheet. Go over to the URL of your spreadsheet and share it with collaborators.
You’ll notice that when you’re in filtered view, the URL of the Google Sheet will have an extra part added to it, like &fvid=########.
The Filter View ID is like a special code for each view, and it lets you share a unique link with collaborators.
If a collaborator has the ability to edit, they can create their own views and make changes to the Filter Views. Once these changes are made, they will be saved and affect everyone collaborating on the sheet.
However, if the person you’ve shared the view with only has permission to view, they can only see the filters you’ve set. If they try to filter or sort the data, those changes will be temporary and visible only to them. This won’t modify the original Filter View.
When someone with just viewing rights filters or sorts data, the name of the Filter View temporarily changes to something like ‘Temporary Filter 1’.
In today’s guide on how to create & use a filter view in Google Sheets, we explored the power of filter view and how it helps you to make sense of your data. We like to see it as having a secret decoder for your data, allowing you to unveil specific information easily.
We began by demystifying the concept of filter views, understanding how they act as personalized lenses to cut through the clutter.
By including a scenario that shines light on Sarah’s boutique, we’ve seen how filter views simplify the daunting task of managing and analyzing data. From creating filter views to tailoring them to your needs, we’ve witnessed the magic of data transformation.
But that’s not all – the beauty of filter views extends to collaboration. Sharing unique URLs with collaborators lets them experience the same filtered insight you’ve set up. Whether they have editing rights or just viewing permissions, filter views maintain their power to provide organized data at a glance.
So, as we wrap up today’s article on how to create and use a filter view in Google Sheets, remember that creating & using a filter view in Google Sheets isn’t reserved for experts. It’s a user-friendly tool that empowers beginners and seasoned users alike.
Armed with this knowledge, you now have the key to unlocking efficient data management, insightful analysis, and collaborative success.
Other Related Google Sheets Tutorials
- How to Sort by Last Name in Google Sheets
- How to Sort Alphabetically in Google Sheets
- How to Sort by Number in Google Sheets (Sort by Value)
- How to Custom Sort in Google Sheets
- How to Sort Rows In Google Sheets
- How to Use the Sort Function in Google Sheets (With Examples)
- How to Filter Rows & Columns in Google Sheets
- How to Remove Filters in Google Sheets