Filtering with filter views in Google Sheets - Step-by-Step Guide

Introduction

Filter views let you create temporary filters on your data without changing what others see. This helps you explore or analyze data your way without affecting the original sheet for everyone else.

When you want to sort or filter data but keep the original sheet unchanged for your team.

When you need to save a specific filter setup to use again later.

When multiple people are working on the same sheet and want to filter data independently.

When you want to share a filtered view with someone without changing the main data.

When you want to compare different filtered results side by side.

Steps

Step 1: Click

- Data menu

A dropdown menu appears showing data options including 'Filter views'

💡 Look for 'Filter views' near the bottom of the Data menu

Step 2: Select

- Data > Filter views > Create new filter view

A black border appears around your data range and filter icons show in the header row

💡 The black border means you are in a filter view mode

Step 3: Click

- Filter icon in any column header

A filter menu opens allowing you to choose which rows to show or hide

💡 Use checkboxes to select or deselect values to filter

Step 4: Choose

- Filter menu options

The sheet updates to show only rows matching your filter choices inside the filter view

💡 You can apply filters on multiple columns to narrow down data

Step 5: Click

- Close button (X) on the top right of the black border

Filter view closes and the sheet returns to the original unfiltered state

💡 Your filter view is saved and can be reopened anytime

Step 6: Open

- Data > Filter views

A list of saved filter views appears for you to select and apply

💡 Rename filter views for easy identification by clicking the name in the black border

Before vs After

Before

Sheet shows all 100 rows of sales data with no filters applied

After

Sheet shows only 20 rows where the Region column is filtered to 'West' inside a filter view, original sheet remains unchanged for others

Settings Reference

Filter view name

📍 Top left corner inside the black border of the filter view

Helps you identify and manage multiple saved filter views

Default: Filter view 1, Filter view 2, etc.

Filter criteria

📍 Filter icon dropdown in column headers within filter view

Controls which rows are visible based on your chosen conditions

Default: No filter applied

Filter view visibility

📍 Data > Filter views menu

Switches between filtered and original data views without changing the sheet for others

Default: No filter view open

Common Mistakes

Applying filters directly without using filter views

This changes the sheet for everyone, which can confuse collaborators

Use filter views to filter data privately without affecting others

Not closing the filter view after finishing

You might think the filter is off, but the view is still active and filtering data

Always click the close (X) button on the filter view border to exit filter view mode

Forgetting to name filter views

Makes it hard to find or reuse specific filter setups later

Rename filter views with descriptive names to organize them

Summary

Filter views let you filter and sort data without changing the original sheet for others.

You can save multiple filter views and switch between them anytime.

Always close filter views when done to return to the full unfiltered data.