Google Sheets Filter: How to Create and Use One

To create a filter in Google Sheets in a web browser, select your data range, including its header row, then choose Data > Create a filter. Use the filter icon that appears in a column heading to sort rows or show only records that meet selected conditions; the hidden rows are not deleted.

What a Google Sheets filter does

A filter changes which rows are visible in a sheet without removing the underlying data. For example, a task list with columns for Task, Owner, Due date and Status can be filtered to show only tasks whose status is “Open.” You can still edit visible cells, and clearing the filter restores the other rows.

Filtering is useful when a table has more records than you want to inspect at once: sales by region, attendance by date, inventory by category or survey responses by answer. A filter can also sort the visible records, such as showing the earliest due dates first. It does not automatically create a separate copy of the matching data.

For reliable results, keep the data in a simple table-like layout: one header row, one record per row, and one type of information per column. Blank rows or columns inside the data can make it harder for Sheets to identify the intended range.

Create a basic filter step by step

Open the spreadsheet in Google Sheets in a web browser.
Check that the table has a clear header row, such as “Name,” “Region” and “Order date.”
Select the full table, including the headers. If the table is a continuous block, you can click a cell inside it, but selecting the range explicitly helps avoid including too much or leaving out a column.
Choose Data > Create a filter. Filter icons appear in the header cells of the selected range.
Click the filter icon in the column you want to narrow down, then choose values to display or set a condition.
To show the full table again, open the relevant filter menu and clear the selections or condition. To turn off filtering entirely, choose Data > Remove filter.

For example, if a table occupies A1:D200 and row 1 contains the headings, select A1:D200 before creating the filter. Filtering the “Region” column to “West” will hide rows for other regions while leaving the original records in the sheet. When new records are added, check that they fall inside the filtered range; data entered directly below a range does not always become part of it automatically.

Filter by values or by condition

The column menu offers two useful ways to choose what remains visible. Filter by values presents the distinct values found in that column. This works well for categories such as “Open,” “In progress” and “Done,” or for a short list of names. Clear the “Select all” choice and select only the values you want to keep.

Filter by condition is better when the rule matters more than a particular list of entries. Depending on the column’s data type, condition choices can include text or numbers that meet a rule, dates in a chosen period, or cells that are blank or not blank. A text condition such as “Text contains” can find entries containing a word even when the full cell contents differ.

You can apply filters to more than one column. For instance, filter “Region” to “West” and “Status” to “Open” to see open records in the West. The conditions combine: a row must pass the active filters to remain visible. This is different from selecting multiple values within one column, where the selected alternatives in that column are generally treated as acceptable choices.

Take care with dates and numbers that are stored as text. A date-looking value imported as plain text may not behave like a real date in date conditions or chronological sorting. If a condition seems to miss entries that look correct, inspect the underlying cell format and data rather than assuming the filter is broken.

Sort records from a filter menu

The filter icon can also sort a column. Choose Sort A to Z or Sort Z to A; for numbers or dates, the choices correspond to ascending or descending order. Sorting is different from filtering: sorting changes the order in which records appear, while filtering hides rows that do not match.

Sort a complete table rather than a single column selected on its own. If you rearrange just one column, names or dates can become detached from the other values in their records. Using the filter menu on a table’s header is a practical way to sort the rows as a unit.

When a sheet already has filters on several columns, consider which sort order you need before sharing the result. A descending date sort is helpful for finding recent entries, while an alphabetical sort can make a category list easier to scan. You can change the sort again later; sorting does not delete records.

Use a filter view for personal or saved views

A standard filter is attached to the sheet’s data range and can affect what collaborators see. When several people work in the same spreadsheet, changing a shared filter can disrupt another person’s view. A filter view is designed for a more individual view of the data: it lets someone apply filters and sorting without changing the view other collaborators are using.

To create one in the browser, choose Data > Filter views > Create new filter view. Set conditions using the filter icons, then give the view a recognizable name in the filter-view bar, such as “Open West orders.” Filter views are useful when a team repeatedly needs different perspectives on the same records—for example, one person’s view for overdue tasks and another person’s view for unassigned tasks.

Use a descriptive name so you or a colleague can identify the view later. To leave a filter view, close it using the control in its bar; to work with saved views again, open Data > Filter views and choose the relevant view. Access to the spreadsheet is still governed by its sharing permissions: a filter view does not grant someone permission to see a file they otherwise cannot access.

Choose a filter view when people need independent ways to inspect shared data. Choose a standard filter when one common filtered state is intended for the sheet. If you are unsure how a shared filter will affect collaborators, a filter view is usually the safer starting point.

Common problems and how to fix them

No filter icons appear: Confirm that you selected a range and used Data > Create a filter. If another filter or filter view is active, exit it or check the current data range.
A heading is missing from the filter: Include the header row when selecting the range. Avoid merged cells in the header because they can complicate sorting and filtering.
Some records do not respond to the filter: Check whether those rows fall inside the filtered range. Also look for blank rows that split the table or values with extra spaces and inconsistent spelling.
A value seems absent from the value list: The column may contain a slightly different version, such as “West ” with a trailing space, or a blank value. Inspect the cells and make their entries consistent.
Dates sort unexpectedly: Some entries may be text rather than dates. Check the cell format and the imported data, then correct the values if appropriate.
Rows appear to have vanished: A filter usually hides nonmatching rows; it does not erase them. Clear the filter to reveal them. If data is genuinely missing, use version history or undo only if the change was recent and appropriate.

One common misconception is that filtering protects or removes excluded data. It does neither. Anyone with suitable access may be able to clear a filter and see the other rows, so do not use a filter as a privacy or security control. Remove sensitive information or manage file permissions instead.

Filter menu, FILTER function and other options

The filter menu is an interactive tool for inspecting a table. Google Sheets also has a worksheet function named FILTER, which returns matching rows into another area. For example, with records in A2:D100 and each record’s status in D2:D100, =FILTER(A2:D100,D2:D100="Open") returns the rows whose status is “Open.” This formula assumes the data is in those ranges; it is a separate method from turning on a column filter.

A formula-based result can be useful when you want a live, separate list of matching records while keeping the source table visible. It requires enough blank space for the results to expand, and the returned cells are formula output rather than an independent copy to edit. For occasional exploration, the filter menu is usually simpler; for a reusable report area, the function may suit the task better.

Another alternative is to create a separate tab and copy selected records, but a manual copy can become outdated as the original data changes. A filter view is often a better fit when the goal is simply to save a useful way to look at a shared table.

How Google Sheets filters compare with Excel

Google Sheets in a browser uses Data > Create a filter and provides filter views for working with shared data. Microsoft Excel also has column filters, commonly enabled from its Data tab, but its menus and collaboration behavior are not identical. Excel’s tables can automatically extend as records are added, while in Sheets it is sensible to verify that new rows are included in the filtered range.

Do not follow Excel instructions literally when working in Sheets: ribbon labels, filter-view features and keyboard shortcuts can differ. This guide describes Google Sheets in a web browser; the mobile app has a different interface. If a spreadsheet is opened in Excel rather than Sheets, use the Excel commands for that program instead.

Frequently Asked Questions

How do I create a filter in Google Sheets?
Select the data range with its header row, then choose Data > Create a filter. Click a header’s filter icon to choose values, apply a condition or sort the records.

How do I remove a filter without deleting data?
Choose Data > Remove filter to turn off the filter for the range. If you only want to see all rows temporarily, clear the selections or conditions in the column menus.

Can I filter by two columns at once?
Yes. Set a filter in each column, such as Region equals “West” and Status equals “Open.” Rows must meet both active column filters to remain visible.

Can other people see my filter?
A standard filter can change the shared sheet’s visible state. Use Data > Filter views > Create new filter view when collaborators need to work with their own filtered view.

Does a filter delete rows that do not match?
No. It hides rows from the current view. Clear or remove the filter to show them again; filtering should not be used to conceal sensitive information from people who can access the spreadsheet.

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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