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Introduction to Filters and how to effectively implement them.

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Filtering Data Solution
Link 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”
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  • 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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