Filter views vs filters in Google Sheets - Dashboard Approaches Compared

Dashboard Mode - Filter views vs filters

Goal: Understand the difference between Filter Views and Filters in Google Sheets

This dashboard helps you see how Filter Views and Filters work differently to sort and hide data without changing the original sheet for everyone.

Sample Data: Sales Records

Order ID	Region	Salesperson	Product	Sales Amount
1001	East	Alice	Widget	250
1002	West	Bob	Gadget	300
1003	East	Charlie	Widget	150
1004	South	Diana	Gizmo	400
1005	West	Eva	Widget	350
1006	East	Frank	Gadget	200

Dashboard Components

• KPI Card: Total Sales
  Formula: =SUM(E2:E7)
  Shows total sales amount from all orders.
• Filter Component: Filter View for East Region
  Creates a filter view named "East Region View" that shows only rows where Region = "East".
  This filter view does not affect what others see.
• Filter Component: Standard Filter for West Region
  Applies a standard filter on the Region column to show only "West" rows.
  This filter changes the sheet view for everyone.
• Table: Filtered Data Using Filter View
  Shows data filtered by the East Region filter view.
  Users can switch to this view without changing the main sheet.
• Table: Filtered Data Using Standard Filter
  Shows data filtered by the standard filter for West Region.
  This changes the sheet for all users until cleared.

Dashboard Layout

+----------------------+--------------------------+
|      Total Sales      |    Filter View: East     |
|      (KPI Card)       |    (Filtered Table)      |
+----------------------+--------------------------+
| Standard Filter: West | Standard Filter: West    |
| (Filter Control)      | (Filtered Table)         |
+----------------------+--------------------------+

Interactivity

The Filter View lets you create and save a filter that only you see. You can switch between views without changing the sheet for others.

The Standard Filter changes the sheet for everyone viewing it. When you apply or clear it, all users see the change.

Clicking on the Filter View or Standard Filter updates the respective filtered tables to show only the selected region's data.

Self Check

If you add a filter view for the South region, which components update?

• The Filter View filtered table updates to show South region data.
• The Standard Filter and its table remain unchanged.
• The Total Sales KPI remains the same because it sums all data.

Key Result

Dashboard showing how Filter Views and Filters work differently to filter sales data by region in Google Sheets.

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