Google Spreadsheets - Filter Views

Back in May I showed how to use filters in a spreadsheet to show specific data without deleting it. 

If there are several different ways you need to filter data, you can take this one step further and use Filter Views.  Filter Views are saved views of the data using any combination of filters you need.  You can have multiple filter views saved, so anytime you return to the spreadsheet you can apply the filter with a couple clicks. 

To set up filter views:
1. Click on the small arrow to the right of the filter icon, and select "Create new filter view"

2. The spreadsheet will gain a dark gray border around the data, and an additional area at the top of that border that displays the filter name and range on the left, and on the right filter settings & "x" to close the filter and return to the full spreadsheet.

3. Set up the filter view to view the data you wish it to display.  In my example, I'm planning future PD for those that struggled with the first round so I am setting my filter for those that set that their needs were met at a level of 3 or below (on a scale of 5) and then showing in alpha order what they would like to know more about. 


Your filter can be as simple or complex as you want it to be. Some filter views are simply set to sort the data by different fields - one view may be by last name, one view may be by building, etc.  Any filters will be shown with the icon change, sorts are not.


4.  You can even apply formatting, such as highlighting.  Just be aware that this DOES carry over into the regular spreadsheet view


5.  The filter views save as you create them.  When you are finished setting it up, hit the "x" in the right corner of the filter view to return to the regular spreadsheet view

6. To apply the filter view again, click on the arrow to the right of the filter icon & select it.





A nice bonus to filter views is the use of them on a shared spreadsheet.  If one person simply applies a filter, then when others view the spreadsheet they see it with the filter applied.  This can lead to confusion, especially if one of the other viewers is not familiar with filters.  Using filter views, other collaborators on the spreadsheet still see all the data.  And, they do have access to filter views created by any of the other collaborators, but anyone applying any of the filter views does not affect how the others see the data in the spreadsheet. 

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