Filter by Values in Google Sheets: Steps and Tips

To filter by values in Google Sheets, select your table, choose Data > Create a filter, open the filter icon in a column header, and use Filter by values to select the entries you want to keep visible. This hides rows that do not match; it does not delete or change the underlying data.

What filtering by values means

Filtering by values lets you show rows that contain selected entries in a particular column. For example, a task list might have a Status column with Open, In progress, and Done. Choosing Open and In progress in that column’s filter keeps those rows on screen and temporarily hides the Done rows.

The feature works on the values present in the selected column, rather than on a rule such as “greater than 100” or “text contains urgent.” Those rule-based tests are available separately under Filter by condition. You can combine value selections and condition rules across different columns to narrow a table in stages.

A filter is a view of the same data, not a new copy. Hidden rows remain in the sheet and may reappear when you clear the filter or change its selections. This distinction matters before copying, deleting, or editing rows: filtering alone does not remove the records that are out of view.

How to create a filter and select values

Make sure the data is arranged in a continuous table, with one header row and one type of field in each column. Remove or account for completely blank rows inside the table, since they can interrupt the range Google Sheets detects.
Click a cell in the table. To limit the filter to a particular range, select that range first; otherwise, Sheets generally detects the surrounding data range.
Choose Data > Create a filter. Filter icons appear in the header cells of the filtered range. If your table has no headers, add them first so each filter has a clear column name.
Click the filter icon in the column you want to filter. In the menu, find Filter by values. The menu lists the distinct values found in that column’s filtered range.
Clear Select all, then check the values you want to display. You can select more than one value. Use the search box in the values list when it is available to find an entry in a long list.
Click OK or Apply, depending on the control shown. Rows that do not meet the selection are hidden, while the header and matching records remain visible.

For example, suppose a sales table has a Region column containing East, West, and Central. Selecting East and West shows records from those two regions and hides Central rows. The total number of visible rows may be smaller than the original range, but the hidden records are still there.

Choose values efficiently in long lists

When a column contains many unique entries, the values menu can be lengthy. First clear the current selection with Select all, then search for a value or scroll to the entries you need. Select each desired value before applying the filter. Searching the list helps locate entries; it does not edit the cells or create a permanent search rule.

Take care when selecting a set of values in a column that changes frequently. The choices reflect the values in the data range when you open the menu. If new entries are later added, open the menu again and review the selection so the filter includes the values you intended. Also check spelling and extra spaces in the source data: entries that look nearly identical may be treated as separate values.

To show every value again, open the same column’s filter menu and choose Select all, then apply the change. To remove the filter controls from the range, choose Data > Remove filter. Removing the filter does not erase data; it returns the range to an unfiltered display.

Filter by values versus filter by condition

Use Filter by values when the desired choices are specific entries that already occur in the column, such as two named departments or several product categories. Use Filter by condition when you need a test that applies to values, including numbers, dates, or text. Depending on the column and the available options, conditions can include rules such as greater than, date is before, text contains, or is not empty.

Specific categories: To show only the East and West regions, select those entries under Filter by values.
A numeric threshold: To show orders above a chosen amount, use Filter by condition and select an appropriate numeric condition rather than checking a long list of amounts.
A text search rule: To show descriptions containing the word delayed, use a text condition. Choosing one existing value would only match that exact listed entry.
Empty cells: If the values list offers a blank entry, selecting or clearing it can include or exclude empty cells. For a more explicit rule, use Filter by condition and choose an option such as Is empty or Is not empty when available.

These approaches solve different problems. A value selection is convenient for a short, known set of categories. A condition is easier to maintain when new numeric or text entries may appear, because it describes a rule rather than a fixed list of current values.

Combine filters across columns

You can apply a filter in more than one column at the same time. For instance, select East under Region and Open under Status to display only rows that satisfy both choices. In practical terms, each column filter narrows the rows left by the other active filters. Within a single column, selecting several values usually means a row can match any of the selected entries: East or West. Across filtered columns, the row must pass each column’s selection: East and Open.

This makes it possible to answer questions such as “Which open orders are in the East or West region?” without rearranging the source table. If the result seems too narrow, inspect each active column menu; an earlier filter may still be restricting the rows. The filter icons indicate that filtering is enabled, but open the menus to check the actual selections.

Sorting is separate from filtering. A filter controls which rows are visible; sorting changes their order. You can sort a filtered range from a column’s menu without deleting the hidden records, but remember that sorting affects the table’s arrangement. If the row order is meaningful, such as a manually maintained sequence, consider making a copy before sorting.

Filters and filter views

A standard filter is useful when the people working in a sheet should see the same filtered range. However, changing a standard filter can affect what collaborators see in that shared sheet. If people need different filtered perspectives on the same data, use a filter view instead: choose Data > Filter views > Create new filter view, then set the column selections within that view.

A filter view lets a person apply and save a named view without replacing the sheet’s ordinary filter state for everyone. It is useful for recurring tasks, such as reviewing one region or checking unresolved items, and for collaborators who need different subsets at the same time. The precise controls shown can vary as Google updates its interface, but the Filter views options are found in the Data menu in Google Sheets in a web browser.

Before sharing a filtered result, clarify whether you are sharing the underlying sheet, a saved filter view, or a separate copy. A filter does not create a secure boundary around hidden information: people with access to the spreadsheet may be able to change the filter or inspect the data. Do not use filtering as a way to restrict access to sensitive rows.

When a formula or another approach is better

Interactive filters are generally the easiest choice when you want to explore a table manually. If you need a separate, automatically updating result area, the Google Sheets FILTER function can return matching rows in another part of the sheet. For example, with headers in A1:C1 and records in A2:C6, where column B contains the region, this formula returns the full matching rows for West: =FILTER(A2:C6,B2:B6="West"). If the example data has two West records, the result is those two rows across columns A through C. The source data stays unchanged, and the output updates when matching source cells change.

A formula is useful for a report or dashboard that should display a result beside the source data. It is less suitable if the goal is simply to click through categories, and the output area needs room to expand. If there are no matching rows, FILTER returns an error indicating that no results were found; you can account for that with an error-handling formula if the report needs a custom message. For a one-time review, the built-in filter usually requires less setup.

Google Sheets also has filter views and, depending on the task, pivot tables or charts may be more appropriate. A pivot table summarizes data by categories rather than merely hiding rows. A chart communicates a pattern visually. Neither is a direct substitute for selecting values in a source table, so choose based on whether you need to inspect records, summarize them, or present a result.

Common problems and fixes

The filter icon does not appear: Confirm that you chose Data > Create a filter and that the selected range includes the intended header row. Check whether you selected a valid range and whether another filter or protected setup is affecting the sheet.
Rows you expected are missing: Open every active filter menu and review its selections. A filter in another column may exclude the row even when its value is selected in the column you are checking.
Similar-looking entries appear separately: Check for extra spaces, inconsistent spelling, or different text forms in the cells. Correcting the source values may be necessary before filtering gives a clean category list.
New records do not seem included: Check whether the new rows are inside the filtered range. If the filter range was selected manually and later records were added outside it, adjust or recreate the filter for the larger range.
You cannot see all records after filtering: Reopen the relevant menus and select all values, or use Data > Remove filter to return to an unfiltered display. Removing the filter is different from deleting rows.

For a reliable table, keep one header row, avoid merged cells within the data, and use consistent column types. For instance, mixing dates stored as text with actual date values can make a condition-based filter confusing. Filtering cannot repair inconsistent source data; it only determines which rows to display.

Frequently Asked Questions

How do I filter multiple values in Google Sheets?
Open the column’s filter icon, use Filter by values, clear Select all, check each value you want to include, and apply the selection. Multiple selected values in the same column allow matching rows for any of those entries to remain visible.

Does filtering by values delete rows?
No. Filtering hides rows that do not match the selections. Clear the filter or select all values to show them again. Deleting rows is a separate action and should not be confused with filtering.

Can I filter by values in two columns?
Yes. Set a selection in each column’s filter menu. A row must satisfy the active filters across both columns, so filtering Region to East and Status to Open shows East records whose status is Open.

How do I filter blanks in Google Sheets?
Open the column filter and check whether the values list includes a blank entry, which you can include or exclude. Alternatively, use Filter by condition and select an empty-cell condition if it is offered for that column.

What is the difference between a filter and a filter view?
A standard filter changes the displayed rows in the sheet and may affect collaborators sharing that view. A filter view is a saved, separate way to examine a subset, useful when collaborators need different views of the same data.

Is filtering in Google Sheets the same as in Excel?
The basic idea is similar, but the menus and collaboration features differ. These steps use Google Sheets in a web browser; Excel has its own filter controls and menu paths, so do not assume the Google Sheets menu names apply there.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

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