Instructions on how to create and manage filters on Google Sheets

In this article, you will learn how to use the Google Sheets filter to limit the data you are viewing and the secrets in the Google Sheets sorting function.

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Data is taking over the world. Because the information is so rich and varied, we often find it difficult to understand its true meaning under certain circumstances.

Spreadsheets are one of the best structured and easy-to-use data analysis methods. With a data source that is too large to handle manually, you need to filter information and collapse the data set.

1. Classify data in Google Sheets

Sorting data in Google Sheets is changing the order of data in spreadsheets. When it comes to classifications, you should consider two main factors:

1. What sorting data is based on which column? Example: Sorting sales lists by total sales.
2. How to classify data? For example, categorize sales data from largest to smallest.

The key classification key here is to make sure to classify all information in the table. Specifically, each row in the data is treated as a "record" or data point. Each row contains a data point, each with its own attribute or way of describing that data.

For example, each row in a spreadsheet may represent the number of products sold online. Each column (attribute) will then record key sales information such as time of sale, customer address and total quantity.

When organizing data, it is important to group them properly. If you only classify the column that contains the number of sales, you will have a data area that does not match, such as $ 100 of sales that are assigned the wrong customer name.

That is why properly categorizing data is extremely important. Here are some illustrative examples to help you better understand.

How to classify data in Google Sheets

One of the most common sorting tasks in Google Sheets is sorting from AZ. It always makes reading information easier, and simplifies searching by specific rows.

Before you start sorting, first you need to highlight the entire table. This action minimizes the chance that we will accidentally sort the wrong column or only part of the data.

After highlighting all the data, go to the menu option Data> Sort Range , you will see the following screenshot:

Although sorting options from AZ or ZA are available, it is much easier to use the built-in tools in Google Sheets. The illustration below is a good example of that. Very simple, you just need to select the column you want to sort.

Also, make sure you are grading in the desired direction. For text data, you can sort alphabetically or vice versa.

After doing that, you will see the data is scientifically organized and easy to see. Note, in the screenshot below, the article categorizes data by the name of the company in which the candidate works.

It is also a good idea to manage data when you conduct classification. The worst case scenario is that you only sort one column, while the rest of the data stays in place. In fact, in the image above, the ID column is no longer (1,2,3,4 ...) in the order that all data columns are moved step by step.

2. Classify data according to 2 principles on Google Sheets

What to do when you want to categorize information based on two categories? For example, sort employee data by interest level & company name.

Highlight the data and return to the Data menu > Sort Range . This time, click Add another sort column to add the second data classification criteria. You can now sort information based on multiple rules.

In this menu, order is a matter of concern. Remember the first rule is " sort by ", the second rule is " then by ". In the example below, the article has set the criteria to classify the level of interest, followed by the company. All follow the alphabet.

The use of this multi-level classification really determines how the data is displayed. You can add as many data sorting rules as you like.

3. Use the Google Sheets filter

While sorting changes the order of data in a spreadsheet, the filter changes the information currently displayed in the spreadsheet. Here's how to apply the Google Sheets filter to narrow data when viewed.

To start adding filters, highlight the data table, then go to Data> Create a Filter on the Sheets menu.

Now that the filter is turned on, you will see a small icon in the upper right corner of the title. Click on that icon, you will see a list of values ​​in that column in the pop-up menu as follows:

In this pop-up window, just turn off or turn on the criteria you want the data to meet. When you click OK , the spreadsheet will be narrowed down, showing only the data that matches the filter rules you have set up in Google Sheets.

Similar to classification, you can apply multiple levels of filtering. In the example below, the article has filtered by salary column - Salary Grade .

This is a perfect example of what Google Sheets filters mean when managing data. By combining the "interest" and "salary grade" filters, you have a list of 2 of 100 potential candidates.

An important difference to keep in mind is that filtering data does not delete or remove it. The data remains in the table and only waits for it to appear again when you change the filter settings.

Be careful "missing" the data

This is a problem that people often think about when processing filtered data. It is difficult to say exactly about this. Therefore, it is best to consider the following two factors:

1. Filter icon at the top of the column.
2. The number of rows in Google Sheets is on the left.

These two tips ensure you'll never run out of data in spreadsheets.

Filtering and sorting are two important tools to effectively narrow & select data. Hopefully the article will help you use Google Sheets better.