Filtering, sorting, and grouping rows helps you organize large amounts of data and use your workbooks more efficiently.
Whether you’re working with a large amount of data or just trying to make your workbook more presentable for viewers, it’s important to have a set of tools to help you organize your data.
Filtering, sorting, and row grouping help you do just that.
- Filter: Show and hide rows based on one or more defined criteria
- Sort: Rearrange the order of your rows based on one or more defined criteria
- Group: Create groups of rows that share common data in one or more columns
How to Apply Filtering, Sorting, and Grouping
- Click the Filter, Sort, or Group button in the View toolbar
- Define your criteria and click Save
Filters, Sorts, and Groups are only applied to the View in which they are created. They will not affect the order or visibility of data in other Views.
Filtering your worksheet lets you show only the rows that meet your chosen criteria. When you filter out rows, they are hidden but not deleted. Use filtering in a project management workbook to only show tasks that are incomplete, or in a CRM workbook to filter out “closed lost” deals.
The worksheet above is filtered to hide closed deals.
Sorting your worksheet lets you rearrange the order of your rows based on a chosen criteria. With sorting, you can quickly put your rows in alphabetical order, or sort values from smallest to largest.
The worksheet above is sorted by deal stage.
Grouping lets you create groups of rows that share common data in one or more columns. Use grouping in a team task list to create groups of tasks for each team member, or in a project schedule to create groups of items for different categories.
The worksheet above is grouped by account manager.
Need different filters, sorts, and groups for different purposes? Try creating multiple Sheet Views and organizing them in different ways.
Learn More: Organizing Data with Filtering, Sorting, and Grouping
Organizing data in your workbooks helps you work more efficiently and effectively. Learn more with these resources:
- “Filtering and Row Visibility” – Learn more about applying filters to your worksheets
- “Sorting and Row Order” – Learn more about sorting data in your worksheets
- “Grouping Rows” – Learn more about creating row groups in your worksheets
Next, in the last part of our Spreadsheet.com Basics series, we’ll take a look at Spreadsheet.com’s sharing and collaboration features and explore how to use your workbooks with your team.