Filter views vs filters in Google Sheets - Compared

Introduction

Filter views and filters both help you see only the data you want in Google Sheets. Filters change the data view for everyone using the sheet, while filter views let you create your own temporary views without affecting others.

When you want to quickly see only sales from a specific region without changing the sheet for others

When multiple people work on the same sheet and need different filtered views at the same time

When you want to save a filter setup to use again later without reapplying it

When you want to share a link to a filtered view without changing the main data

When you want to explore data without risking changing what others see

Steps

Step 1: Click

- Data menu > Create a filter

Filter icons appear in the header row of your data columns

💡 This filter affects everyone viewing the sheet

Step 2: Click

- Filter icon in a column header

A menu opens with filter options like sorting and condition filters

💡 Choose values or conditions to show only matching rows

Step 3: Click

- Data menu > Filter views > Create new filter view

A black border appears around the sheet and a filter view toolbar shows

💡 This filter view is private to you and does not affect others

Step 4: Click

- Filter icon in a column header within the filter view

Filter options appear to set conditions or select values for this view

💡 You can save multiple filter views for different purposes

Step 5: Click

- X button on the filter view toolbar

Filter view closes and the sheet returns to the default view

💡 Your filter view is saved and can be reopened anytime

Before vs After

Before

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

After

Using a filter, only 20 rows with sales from the East region are visible to everyone

Settings Reference

Create a filter

📍 Data menu > Create a filter

Turn on filters that affect all users viewing the sheet

Default: Off

Create new filter view

📍 Data menu > Filter views > Create new filter view

Create private filter views that do not affect others

Default: No filter views

Filter conditions

📍 Filter icon menu in column header

Choose which rows to show based on column data

Default: Show all

Common Mistakes

Using a filter when multiple people need different views

Filters change the view for everyone, causing confusion if others want to see different data

Use filter views to create private filtered views for each user

Not closing a filter view after use

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

Click the X on the filter view toolbar to close it and return to the full data view

Trying to save a filter setup using the normal filter

Filters do not save setups; they reset when you turn them off

Use filter views to save and reuse filter setups

Summary

Filters change the data view for everyone using the sheet.

Filter views let you create private, saved filtered views without affecting others.

Use filter views when multiple people need different filtered data at the same time.

Practice

1. What is the main difference between a Filter and a Filter View in Google Sheets?

easy

A. Filters only work on numbers, Filter Views only work on text.

B. Filters save your filter settings permanently, Filter Views do not save any settings.

C. Filters change the data view for everyone, while Filter Views create personal saved filters only you see.

D. Filters are only available in Excel, Filter Views are only in Google Sheets.

Solution

1. Step 1: Understand what Filters do

   Filters apply changes to the data view that everyone sharing the sheet can see.

2. Step 2: Understand what Filter Views do

   Filter Views create personal saved filters that only the user applying them can see without affecting others.

3. Final Answer:

   Filters change the data view for everyone, while Filter Views create personal saved filters only you see. -> Option C

4. Quick Check:

   Filters affect all users, Filter Views are personal [OK]

Hint: Filters affect all; Filter Views are personal and saved [OK]

Common Mistakes:

• Thinking Filter Views affect everyone
• Confusing Filters with Filter Views saving settings
• Believing Filters only work on numbers

2. Which of the following is the correct way to create a Filter View in Google Sheets?

easy

A. Click Data > Filter views > Create new filter view

B. Click Data > Create a filter

C. Right-click a cell and select 'Filter Data'

D. Use the formula =FILTER() in a cell

Solution

1. Step 1: Identify menu options for Filter Views

   Filter Views are created via the menu path Data > Filter views > Create new filter view.

2. Step 2: Differentiate from Filters and formulas

   Click Data > Create a filter creates a normal filter affecting all users, Use the formula =FILTER() in a cell is a formula, and Right-click a cell and select 'Filter Data' is not a valid method.

3. Final Answer:

   Click Data > Filter views > Create new filter view -> Option A

4. Quick Check:

   Filter Views menu path = Data > Filter views > Create new filter view [OK]

Hint: Filter Views are under Data > Filter views menu [OK]

Common Mistakes:

• Choosing Data > Create a filter (normal filter)
• Using formulas instead of menu options
• Right-clicking expecting filter options

3. You have a shared Google Sheet with sales data. You apply a Filter to show only sales above $1000. What happens?

medium

A. Only you see the filtered data; others see all data.

B. The sheet data is permanently deleted for sales below $1000.

C. The filter is saved as a Filter View automatically.

D. Everyone viewing the sheet sees only sales above $1000.

Solution

1. Step 1: Understand effect of applying a Filter

   Applying a Filter changes the data view for all users currently viewing the sheet.

2. Step 2: Confirm what others see

   Since it's a Filter (not a Filter View), everyone sees only sales above $1000 while the filter is active.

3. Final Answer:

   Everyone viewing the sheet sees only sales above $1000. -> Option D

4. Quick Check:

   Filter affects all users = Everyone viewing the sheet sees only sales above $1000. [OK]

Hint: Filters affect all users' views immediately [OK]

Common Mistakes:

• Thinking only you see the filtered data
• Confusing Filters with Filter Views
• Believing data is deleted by filtering

4. You created a Filter View but your colleague says they cannot see your filtered data. What is the most likely reason?

medium

A. Filter Views only affect your personal view, not others'.

B. You forgot to share the Filter View link with your colleague.

C. Filter Views require a paid Google Workspace account to share.

D. Filter Views automatically apply to all users, so this is impossible.

Solution

1. Step 1: Recall how Filter Views work

   Filter Views create personal saved filters visible only to the user who created or opened them.

2. Step 2: Understand sharing behavior

   Filter Views do not change the view for others unless they open the same Filter View themselves.

3. Final Answer:

   Filter Views only affect your personal view, not others'. -> Option A

4. Quick Check:

   Filter Views are personal, not shared views [OK]

Hint: Filter Views are personal; others must open them to see [OK]

Common Mistakes:

• Assuming Filter Views auto-share with others
• Thinking Filter Views need paid accounts
• Believing you must share a link for Filter Views

5. You want to analyze a large dataset in a shared Google Sheet without disturbing others' views. Which approach should you use?

hard

A. Apply a Filter to hide unwanted rows temporarily.

B. Create a Filter View to save your personal filter settings.

C. Delete rows you don't want to see.

D. Copy the sheet and apply filters there.

Solution

1. Step 1: Identify the need to avoid disturbing others

   Applying a Filter affects all users, which can disrupt their work.

2. Step 2: Choose a method that keeps your view personal

   Creating a Filter View lets you filter data without changing what others see.

3. Step 3: Consider alternatives

   Deleting rows is destructive, copying the sheet is extra work and may cause version confusion.

4. Final Answer:

   Create a Filter View to save your personal filter settings. -> Option B

5. Quick Check:

   Filter View = personal, safe data exploration [OK]

Hint: Use Filter Views to explore data without affecting others [OK]

Common Mistakes:

• Using Filters and disturbing others
• Deleting data instead of filtering
• Copying sheets unnecessarily