Google Sheets power tips: How to use filters and slicers

    If you’re constructing a big spreadsheet in Google Sheets or have to learn one which has a hefty quantity of knowledge, it’s useful to use filters to it. A filter allows you to cover particular information (corresponding to numbers or textual content) inside a spread of cells that you choose to be able to see what your spreadsheet seems like with out this data. In different phrases, it filters out the info that you simply don’t need to see in your spreadsheet.For instance, you may design a filter that reveals solely cells which have numbers which might be 50 or higher inside them, and one other filter that reveals solely cells containing numbers of 30 or much less. You might then swap between these two filters to see your spreadsheet in these other ways — after which return to your spreadsheet’s unique state with its full cell information.Filters vs. slicersIn Google Sheets, you may refine your spreadsheet’s information utilizing filters or slicers. A slicer does largely the identical factor as a filter, nevertheless it’s a toolbar that you simply embed into your spreadsheet. It makes your spreadsheet a bit extra interactive, functioning as a handy interface that you simply or others can use to filter cells.For instance, you may set a slicer subsequent to a chart or desk to let somebody utilizing your spreadsheet shortly take away values from the chart or desk and see the filtered leads to the chart or desk.Creating a filterSelect a spread of knowledge cells in your spreadsheet. In this instance, we’ll choose C4 to C11.On the toolbar above your spreadsheet, click on Data > Create a filter. Inside the left, topmost cell that you simply chosen, click on the filter (striped triangle) icon. This will open a dropdown panel with type and filter choices. IDG

    Choose a kind of filter to use to the chosen cells. (Click picture to enlarge it.)

    Sort the order of the chosen cell informationThe first choices you see on this panel are for sorting the chosen cells. Unlike utilizing a filter, sorting your information doesn’t really cover any of the info; it merely rearranges the cells you’ve chosen within the order you select. You can type the numbers or textual content contained in the cells (beneath the topmost chosen cell) in ascending or descending order. You may also type by coloration if the cell background or textual content is a special coloration out of your spreadsheet’s default colours.If you type the numbers or textual content by way of this panel, the motion is utilized instantly to the cells that you simply chosen for this filter.Filter the chosen cell informationBelow the kind choices within the panel are the filtering choices for the cells you chose. You can filter by coloration (of the cell background or textual content), situation, or values.Filter by values: This choice is expanded by default within the dropdown panel. Below the search field is an inventory of all of the values (numbers or textual content gadgets) within the chosen cells, with a checkmark subsequent to every one. (Depending on what number of cells you chose, you might need to scroll to see all of the values.) Using the search field, you may seek for a selected quantity or textual content within the vary of cells that you simply chosen. You may also use the “Select all” and “Clear” hyperlinks to test and uncheck all of the values without delay. IDG

    Uncheck the values you need to cover out of your spreadsheet. (Click picture to enlarge it.)

    If you uncheck a quantity or textual content merchandise within the checklist beneath the search field and click on OK on the backside of the panel, the row that accommodates the cell with the quantity or textual content you unchecked can be eliminated out of your spreadsheet. Don’t fear — this row hasn’t been deleted. The filter you created has merely hidden this row, displaying your spreadsheet with out it.Filter by situation: There are some ways to filter by situation, corresponding to displaying solely gadgets that comprise sure textual content, gadgets with a sure date, or gadgets with numbers between two explicit values. Here’s an instance that provides you a fundamental thought the way it works: Let’s filter the chosen cells to point out solely gadgets that comprise numbers higher than 10.Click Filter by situation. Click the field with None inside it. From the lengthy menu checklist of filter variables that opens, scroll down and choose Greater than.Inside the entry field beneath “Greater than,” sort 10. Scroll to the underside of the panel and click on OK. IDG

    Specify the parameters of your conditional filter. (Click picture to enlarge it.)

    Your spreadsheet now reveals solely the rows with cells that comprise numbers higher than 10. The rows for the cells that contained numbers decrease than 10 have been hidden by the filter. IDG

    The spreadsheet after the conditional filter has been utilized. (Click picture to enlarge it.)

    Filter by coloration: If your spreadsheet is formatted with completely different textual content or background colours (not easy alternating colours), you should utilize this filter to point out solely rows of a selected coloration.Click Filter by coloration, then select both Fill Color or Text Color from the menu that seems. Select the colour that you simply need to retain. The rows formatted with different colours can be hidden.Edit a filterWhen you apply any filter to your spreadsheet, the striped triangle icon within the topmost chosen cell turns right into a funnel icon. To modify what it’s filtering, click on the funnel icon. This reopens the filter dropdown panel.Restore your spreadsheet to its unique (unfiltered) stateOn the toolbar above your spreadsheet, click on Data > Remove filter. IDG

    Select Remove filter to return the spreadsheet to its unique type. (Click picture to enlarge it.)

    Note: If you used this dropdown panel to type the cells that you simply chosen for this filter, the actions above is not going to restore them to their unique unsorted state.Managing your filtersYou may give your filter a reputation and add extra filters, every of which may present your spreadsheet in several methods. You can edit the settings for these filters or delete them.Name a filter: On the toolbar above your spreadsheet, click on Data > Filter views > Save as filter view. A black toolbar will seem alongside the highest of your spreadsheet, and your spreadsheet’s columns and row headings can be highlighted in black. This signifies that you simply’re now within the filter supervisor. IDG

    The filter supervisor allows you to add, edit, title, delete, or take different actions on filters. (Click picture to enlarge it.)

    At the left of the black toolbar, click on contained in the entry field to the suitable of “Name:” and sort a reputation to your filter.Add one other filter to your spreadsheet: Select a spread of cells that you simply need to create a brand new filter for.On the toolbar above your spreadsheet, click on Data > Filter views > Create new filter view. If you weren’t already within the filter supervisor, it’s going to seem. Type in a reputation to your new filter at higher left.Click the striped triangle icon within the first cell of your new chosen cell vary and set your new filter’s parameters.Change the vary of cells for a filter: On the black toolbar above your spreadsheet within the filter supervisor view, click on contained in the entry field to the suitable of “Range:” and edit or sort a brand new vary of cells for the filter to manage.Exit the filter supervisor: On the higher proper, click on the X.Switch to a different filter: By creating and naming a number of filters within the method described above, you may swap amongst them to view your spreadsheet in numerous methods.On the primary toolbar above your spreadsheet, click on Data > Filter views. From the menu that opens, choose the filter title. The spreadsheet will seem with that filter utilized, and the filter supervisor will open on the similar time. IDG

    Select a filter view from the menu to view your spreadsheet with that filter utilized. (Click picture to enlarge it.)

    Duplicate a filter: If you need to create a brand new filter that’s based mostly on an present one, open the filter you need to copy within the filter supervisor (click on Data > Filter views and choose the filter). Click the gear icon on the higher proper, and choose Duplicate from the menu that opens. You can then rename and edit the brand new filter.Delete a filter: Open the filter you need to delete within the filter supervisor, click on the gear icon on the higher proper, and from the menu that opens, choose Delete.Creating a slicerOn the toolbar above your spreadsheet, click on Data > Add a slicer. The “Slicer” sidebar will open alongside the suitable. A panel (“Select a data range”) will seem over your spreadsheet. (If you don’t see this panel, click on the Select information vary icon (it seems like a grid) on the Data tab within the Slicer sidebar, and the panel will pop up.)The panel reveals steered information ranges that you would be able to choose, or you may click on within the spreadsheet and choose a spread of cells, or choose a complete column by clicking the column header. In this instance, we have now clicked to pick C5 to C11 on the spreadsheet. IDG

    Select a knowledge vary for a slicer. (Click picture to enlarge it.)

    When you’ve made a variety, click on OK, and a slicer toolbar will seem over the spreadsheet.Name the slicer: Let’s give your new slicer a novel title. On the higher proper of the “Slicer” sidebar, click on Customize and sort a brand new title for the slicer within the “Title” entry field. IDG

    Give the slicer a novel title. (Click picture to enlarge it.)

    How to make use of the slicer toolbarClick the striped triangle icon on the slicer toolbar. This opens a dropdown panel for the slicer that appears and works just like the one used to create a filter, however with out the choices to type cells or to filter them by coloration.The steps outlined above (underneath “Filter the selected cell data”) for filtering by values and filtering by situation work the identical for a slicer dropdown panel. IDG

    The slicer toolbar allows you to or different customers filter the spreadsheet by situation or by values. (Click picture to enlarge it.)

    To modify what the slicer is filtering, you or one other person can click on the funnel icon on the left of the slicer toolbar. Note that the identical slicer can filter each by situation and by values.Managing your slicersYou can edit, copy, delete, transfer, or resize a slicer. First, click on to pick the slicer. A body with eight dots will seem round it.Resize the slicer: Click and drag one in all these dots to resize the slicer to be bigger or smaller.Move the slicer: Click-and-hold the slicer, then drag it to a different space in your spreadsheet.Edit, copy, or delete the slicer: Click the three-dot icon on the higher proper of the slicer; from the menu that opens, choose the perform that you really want.When you delete the slicer, your spreadsheet can be reset again to its unique state, displaying any cells that have been hidden by the slicer. IDG

    Click the slicer’s three-dot icon to see a menu with additional actions. (Click picture to enlarge it.)

    Set default filters for the slicer: If you need to protect the filters you’ve set for a slicer so another person will see the identical filtered information by default, click on the three-dot icon on the higher proper of the slicer and choose Set present filters as default from the menu that seems.Add one other slicer: You can add a number of slicers to a sheet, however notice that no two slicers will be assigned the identical rows of cells. So, for instance, your first slicer will be assigned cells which might be in rows 1 to 6, however your second slicer can’t be assigned cells in any of those rows.

    Copyright © 2022 IDG Communications, Inc.

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