Sort & filter your data in Google Sheets

You can sort data in alphabetical and numerical order, or use filters to hide data you don't want to see.

NoteFilter views are only available on a computer. See the FILTER article for info about the function.

Sort data in alphabetical or numerical order

  1. On your computer, open a spreadsheet in Google Sheets.

  2. Highlight the group of cells you'd like to sort.

  3. Click Data and then Sort range.

  4. If your columns have titles, click Data has header row.

  5. Select the column you'd like to be sorted first and choose a sorting order. 

  1. Click Sort

Sort an entire sheet

  1. On your computer, open a spreadsheet in Google Sheets.

  2. At the top, right-click the letter of the column you want to sort by. 

  3. Click Sort sheet by A to Z or Sort sheet Z to A.

Tip: If your sheet includes a header row, freeze the first row.

Sort by color

  1. On your computer, open a spreadsheet in Google Sheets.
  2. Select a range of cells.
  3. Click Data and then Create a filter.
  4. To see filter options, go to the top of the range and click Filter Filter.
    • Sort by color: Choose which text or fill color to filter or sort by. Cells with the color you choose to sort by will move to the top of the range. You can sort by conditional formatting colors, but not alternating colors. 
  5. To turn the filter off, click Data and then Turn off filter.

Filter your data

To see and analyze data in a spreadsheet, use filters. Filters let you hide data that you don’t want to see. You’ll still be able to see all your data when you turn the filter off.

Filters vs. filter views

Both filters and filter views help you analyze a set of data in a spreadsheet.

Filters can be useful if:

Filter views can be useful if:

Note: You can import and export filters, but not filter views.

Use filters in a spreadsheet

To temporarily hide data in a spreadsheet, add a filter.

Note: When you add a filter, anyone with access to your spreadsheet will see the filter too. Anyone with permission to edit your spreadsheet will be able to change the filter.

Filter your data

To filter your data:

  1. On your computer, open a spreadsheet in Google Sheets.

  2. Select a range of cells.
  3. Click Data and then Create a filter.
  4. To see filter options, go to the top of the range and click Filter Filter.
  • Filter by condition: Choose conditions or write your own. 
  • Filter by values: To hide data points, uncheck the box next to the data point and click OK. 
  • Search: Search for data points by typing in the search box. 
  • Filter by color: Choose which text or fill color to filter by. You can filter by conditional formatting colors, but not alternating colors. 
  1. To turn the filter off, click Data and then Turn off filter.

Tip: You can sort data with a filter turned on. Only the data in the filtered range will be sorted. Learn how to sort data. 

Create, name, and save a filter view

Use a filter view when:

Create, save, or delete a filter view

  1. On your computer, open a spreadsheet in Google Sheets.
  2. Click Data and then Filter views and then Create new filter view.
  3. Sort and filter the data.
  4. To close your filter view, go to the top right and click Close Close.
  5. Your filter view is saved automatically.

To delete or duplicate a filter view, in top right, click Options Settings and then Delete or Duplicate.

Rename a filter view

  1. On your computer, open a spreadsheet in Google Sheets.
  2. Click Data and then Filter views.
  3. Select a filter view.
  4. Click the filter view name in the top left of the black bar and type the new name.
  5. Press Enter.

See an existing filter view

  1. On your computer, open a spreadsheet in Google Sheets.
  2. Click Data and then Filter views.
  3. Select a filter view.
  4. Your filter will be applied to the spreadsheet.
  5. To close your filter view, go to the top right and click Close Close.

Save a filter as a filter view

  1. On your computer, open a spreadsheet in Google Sheets.

  2. Apply a filter.

  3. Click Data and then Filter views and then Save as filter view.

Use filter view with "view only" access

If you have permission to view a spreadsheet but not edit it, you can still use filter views:

  • To apply existing filter views, click Data and then Filter views.
  • You can create a temporary filter view that only you can use. Because you don’t have "edit" access to the spreadsheet, the filter view won't be saved.
  • Only users with permission to edit a spreadsheet can create filter views that anyone viewing the spreadsheet can use.

Revision #2
Created Wed, Apr 22, 2020 12:36 PM by Ethan Dancy
Updated Wed, Apr 22, 2020 1:12 PM by Ethan Dancy