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About this lesson
Introduction to Filters and how to effectively implement them.
Exercise files
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Filtering Data SolutionLink Filtering Data
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Quick reference
Filtering Data
Filters are a useful way to sort and focus on specific parts of your data.
When to use
When you have a large amount of data and only want to see certain types of entries.
Instructions
Create a filter that can’t be saved
- Select the data
- Click “Filter” on the toolbar
or
- Click “Data” - “Filter”
Create a filter that can be saved
- Select the data
- Click “Data” - “Filter views” - “Create new filter view”
or
- Click the down arrow next to “Filter” on the toolbar - “Create new filter view”
Filter options
- Sort A-Z - Sort the data in the order of this column
- Sort Z-A - Sort the data in the reverse-order of this column
- Filter by condition - Only show data that fits the chosen rule
- Filter by values - Select the specific data entries to be displayed
Filter Settings
- Rename - Change the name of this filter
- Update range - Change the cells included in this filter
- Duplicate - Make a copy of this filter
- Delete - Delete this filter
Switch between filters
- Click the down arrow next to “Filter” on the toolbar
- Click the filter you want to see
Turn off filter view
- Click the “X” in the top right corner of the dark border
or
- Click the down arrow next to “Filter” on the toolbar
- Click “None”
- 00:04 Another powerful way to view your data within a spreadsheet is the ability
- 00:09 to apply a filter.
- 00:11 So let's take a look at how we can add a filter and
- 00:14 also save custom filters here within Google Sheets.
- 00:18 Just like we did with sorting,
- 00:20 first we need to select the data that we would like to filter.
- 00:24 And then in the toolbar, we can select the filter icon.
- 00:28 Once the filter icon has been selected,
- 00:30 you will notice that we have a new option within each and every header.
- 00:36 By selecting this down arrow,
- 00:38 we can make a few different selections to see how we would like to view this data.
- 00:44 Now just like in sorting, we can sort our table by using this filter option.
- 00:49 So I can sort the entire table if I like.
- 00:52 But what if I would just like to see everything that applies to Jones?
- 00:57 What I can do is look down at the bottom and
- 01:00 see a list of every entry within that particular column.
- 01:05 I'm first going to select clear so there is no check mark behind any of the names.
- 01:10 And then I'm going to select Jones.
- 01:12 Lastly, I'll select okay.
- 01:15 And now you can see it has hidden every single other entry, except for
- 01:20 the ones that include the representative Jones.
- 01:24 If I want to go back, I can simply select all.
- 01:28 Hit okay.
- 01:29 And now I'm back to my original data.
- 01:32 Let's go over to the item one.
- 01:34 Let's say I'd like to see everything that references pencil
- 01:38 within this particular column.
- 01:40 Again, I'm gonna say clear and then I'm gonna select my desired item.
- 01:45 In this case, pencil.
- 01:46 I'll select okay, and now I'm only viewing information to pencil.
- 01:51 Remember, you haven't actually done anything with the other information that
- 01:56 you can't see.
- 01:57 It is only filtering out what you would like to see.
- 02:00 Now in this case, perhaps I'd like to save this filter.
- 02:04 So let's go back to the filter icon.
- 02:07 And this time, we're gonna select the arrow, and I'm gonna say,
- 02:10 save as a filter view.
- 02:13 Here I can come up and give this filter a name, let's call this pencil.
- 02:21 And now, I can quickly come back to this filter whenever I like.
- 02:26 So if I go back and select all, so I can see my original data,
- 02:32 I can come over here, select the arrow right next to the filter icon, and I can
- 02:37 select pencil and quickly and easily, I am returned back to that pencil view.
- 02:44 If I don't want to see the pencil view, I can select X in the top right-hand corner
- 02:48 and I will be returned to my original table view.
- 02:52 So if you find certain filters that are valuable to you and
- 02:57 you would like to use on a regular basis, get familiar with not
- 03:01 only creating a filter but saving a filter for future reference.
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