How to Create a Filter (and Sort A to Z) in Google Sheets

To create a filter in Google Sheets, select your data and click Data > Create a filter. Filter buttons appear in the header row. If your list has no column labels yet, make a header row in Google Sheets first. Click one to filter by values, condition, or color. To sort a list alphabetically, right-click a column letter and choose Sort sheet A to Z.

This guide covers Google Sheets in a web browser on a computer. The steps come from Google’s Sort & filter your data help article. The Sheets apps for Android, iPhone and iPad have their own steps.

How to Create a Filter in Google Sheets

1. Select the range of cells you want to filter.
2. Click Data > Create a filter. You can also right-click the cells and choose Create a filter.
3. Click the Filter button at the top of a column.
4. Choose Filter by values (uncheck items to hide them), Filter by condition, or Filter by color.
5. Click OK.

Result: Rows that don’t match are hidden. Google says the bottom right of the sheet shows how many rows are displayed out of the total.

Keep in mind that a regular filter is shared. Google notes that everyone with access to the spreadsheet sees it, and anyone who can edit can change it. Your filter settings are also saved, even if the data you filtered on is removed.

Filter Options Explained

• Filter by values: Uncheck the items you want to hide. You can type in the search box to find an item quickly.
• Filter by condition: Pick a built-in condition or write your own custom formula. You can also filter cells with valid or invalid data validation rules.
• Filter by color: Show rows by text or fill color. Google says this works with conditional formatting colors but not alternating colors.
• Filter by cell value: Right-click a cell and choose this to create a filter that matches that cell in one step.

How to Alphabetize in Google Sheets

1. Right-click the letter of the column you want to sort by.
2. Click Sort sheet A to Z (or Z to A).

Result: The whole sheet is sorted by that column, from A to Z or Z to A.

How to Sort Only Part of a Sheet

1. Select the cells you want to sort.
2. If your sheet has a header row, freeze the first row.
3. Click Data > Sort range > Advanced range sorting options.
4. Check Data has header row if your columns have titles.
5. Pick the column to sort by first and choose A to Z or Z to A.
6. To add another rule, click Add another sort column.
7. Click Sort.

Result: Only the selected range is sorted, using your rules in order. To keep the header visible as you scroll, see How to freeze a header row in Google Sheets.

How to Sort by Color

Create a filter, click the Filter button at the top of the column, and choose Sort by color. Pick a text or fill color, and cells with that color move to the top of the range. To change the colors first, see how to add or remove fill color in Google Sheets.

How to Use a Filter View Instead

A filter view only changes your view of the spreadsheet, so other people aren’t affected. Google says changes to a filter view save automatically.

1. Click Data > Create filter view.
2. Sort and filter the data.
3. To save it, click Save View at the top right, then Save.

Result: Your filter view is saved for later. To delete or duplicate it, click Options at the top right and choose Delete view or Duplicate view. If you can only view the spreadsheet, Google says you get a temporary filter view that won’t be saved.

Why Is “Create a Filter” Grayed Out?

Google lists these causes:

• Merged cells or hidden rows and columns. Unmerge the cells and unhide the rows or columns.
• Conditional formatting rules. Check Format > Conditional formatting.
• Data validation rules. Check Data > Data validation.
• You may not have access. Make a copy of the sheet and see if the filter option works there.

How to Remove a Filter

Click Data > Remove filter, or right-click any cell and choose Remove filter. Removing the filter also resets its saved settings.

Frequently Asked Questions

Will sorting break my formulas?

Google notes that sorting a filtered range doesn’t change formulas that point into it. For example, a formula of “=B2” stays “=B2” after you sort.

Can I filter a sheet I can’t edit?

Yes, with a filter view. If you only have view access, Google creates a temporary filter view that only you can use, but it won’t be saved.

Related Guides

• How to use conditional formatting in Google Sheets
• How to freeze a header row in Google Sheets
• How to change calculation settings in Google Sheets