Google Docs – Filters and Filter Views

Background

Microsoft Excel has a very nice interface that allows the user to show just the data that needs to be projected for different scenarios.

In Microsoft Excel 2010 the functionality is exposed through the “Filter” toolbar.

 

Google Docs

Let us examine whether Google Docs exposes a similar functionality and if so how and how well it does.

Spreadsheet

Looked on the Internet for sample Excel Spreadsheets.

Found one from Tableau.

It is called Sample – Superstore Sales (Excel).xls and it is available at community.tableau.com.

The specific URL is Link.

 

Import

We downloaded the sample data, accessed Google Docs, and imported the data.

 

Imported Data

Here is what the imported data looks like.

OpenedFile_20171009_0927PM

 

Filtering Data

There are two types of Filters required.

One is a Filter and the other is a Filter View.

We will touch on how to create each type of Filter and later on the differences between them.

Filter

Outline

To filter the data, please take the following steps:

  1. Select a range of cells.
  2.  Click Data and then Filter (  )
  3. To see filter options, go to the top of the range and click 
    • Filter by condition: Choose from a list of conditions or write your own.
    • Filter by values: Uncheck any data points that you want to hide and click OK.
  4. To clear Filter
    • Please click the menu items Filter / “Turn off Filter

Image

Access Filter Menu

Filtering By Customer Name – Begin

Filtering By Customer Name – Filtering

FilterByCustomerName_20171010_0824AM

 

Filter Views

Outline

To filter the data, please take the following steps:

  1. Create New Filter View
    • Repeat the steps of creating a new Filter
      • Select a range of cells.
      •  Click Data and then Filter (  )
      • To see filter options, go to the top of the range and click 
        • Filter by condition: Choose from a list of conditions or write your own.
        • Filter by values: Uncheck any data points that you want to hide and click OK.
    • Create New Filter View
      • Please choose the menu item Data/Filter Views
      • In the Name Bar, please give a Meaningful and Relevant Name
    • Customize the Filtered View
      • Customize the Filtered View as you see fit
      • In our case, we chose a specific Customer
  2. Capture and Share URL
    • Please capture and share the URL for the customized Filtered View
    • With a customized URL, each user has a specific and tailored view of the data
  3. Close Filter View
    • To close your filter view, go to the top right and click Close.
  4. Delete Filter View
    • To delete or duplicate a filter view go to the top right and click Settings Settings and then Delete or Duplicate.

 

Image

Filter By Column – Customer Name
Filter By Column – Customer Name – Initiate – Andrew Gjertsen

Filter By Column – Customer Name – Completed – Andrew Gjertsen

Filter Views Maintenance

Filter versus Filter View

Item Filter Filter View
Sharing Mechanism Send URL or List Send URL for List View
Sample URL Link Link
Multiple Instances Supported No Yes
Maintenance Supported Turn off filtering Naming, Rename, Duplicate, and Delete

 

Screen Shot

Filter

Filtered View

Summary

I wish I could have explained this far better.

But, nevertheless, if you have need to share Excel Type Sheets within a group and you will like tailored view of data, please consider using Google Docs.

It’s Filtered View functionality offers an accessible, polished, uncluttered, and fluid interface.

References

  1. support.google.com
    • Sort and Filter your data
      Link
  2. Sites.Google.com
    • Working with Data
      Link

 

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