- One of these users but not the other
wants to sort this data or apply a filter.
That's the case for a filter view right?
So if you were working alone then it would be easier to just
go to data and create a filter.
You're going to have the same capabilities
but you won't have the added overhead.
It wants you to name the filter
and it adds some other things that we'll look at.
But let's say that, you know you want to filter view
because you're sharing it.
So right now we will dig into how that works.
We're going to say this account Adam Steinfurth,
so a wonderful person.
It's me.
I wanna sort the data
because I want to do that as kind of a shortcut
for adding things up and picking the ranges easily.
So that's the concept that we'll go with.
I will come in here and say create new filter view
and a few things to keep in mind.
One is the range.
I didn't fill that in.
Okay, it guessed for me, it happened to guess right
because I use a fake table generator
and I made a thousand rows.
So I know 1001 is right because there's a header row
and it goes all the way over to F.
So typically this range is going to be prefilled.
It will probably guess right
but you probably want to double check it
and then it wants a name.
So you want to name it if you plan on making more than one
filter view and you can even share these filter views.
So the other person could,
it would help them to know what it was.
So we will just call this one sorted by country
and we'll, we change that name.
We will go to the column with that's labeled country
and all of these little kind of upside down triangles
are indicators that there's a control there.
And if you click on it, it will show the control.
And from here you sort or filter,
it's called the filter view but you can also sort.
Let's just use it to sort,
and the spreadsheet is now sorted by country
in this user's view, right, in Adam's view.
But Michael over here on the right,
he has the original sort
and this sort happens to be by ID number.
This works pretty well alright.
I've used it with other users.
And as long as you are just reading the data
or maybe making some edits inside of the table
everything works great.
Okay row two is ID 22
so I can find it over here for Michael.
This is the same row.
This is 14.
So if I change this to 17, it updates in both views.
So that filter view still allows you
to get to the underlying data.
Well one more thing to keep in mind though is if Michael,
you may, let's message Michael,
even though he's right next to us.
For Michael we're going to add a comment here
and we're going to be all advanced here
and we're gonna do the at sign.
So we're gonna at mention Michael and we'll say hey,
try my filter.
It's called, even though there's only one right now
sorted by country.
And I'm going to even assign that to Michael
because I want him to do it.
So that was, I kind of just wanted to show you the comments.
That was a long way of showing how now Michael can
go into this spreadsheet.
He can go to data, filter views,
and the sort of by country filter is here for him too.
So it is specific.
It gets attached to the spreadsheet file.
If you share this file with someone else later
they're also going to see these filter views.
But if you create a new spreadsheet
they're not going to be there.
But if Michael were to apply this, scroll up to the top,
his data is in the same order as Adam's data.
But there are also a couple things to keep in mind
when you use them.
So I'm going to take it off on the right hand side
and I'm going to kind of break a formula if you will.
You'll see why it happens
and it just make you think a little bit too,
be careful when you work in filter view.
So let's go up to row one through six,
let's insert six rows above, does it on both sides.
And let's go back to Adam's view.
And we're going to say sum of F, Afghan,
how do you spell Afghanistan?
Not like I'm trying, sum of Afghanistan.
And what we want to do is pick up these two amounts.
There's the amounts associated with the people that live
in Afghanistan and an easy way to do it
that's not going to be very durable as you'll see
is to say hey, sum F8 through F9.
So these row numbers stay the same
but the data moves in them.
So you're gonna see what's happened here, happening here.
You can probably guess the sum of Afghanistan here
is correctly shown as 105 alright?
So I highlight the two
and I go in the lower right hand corner of this window
and I can see 105.
So that's verifying that that's right.
But when you come over to the right it's 163.
Now is it broken or is it that's the way
it's supposed to work?
I mean this person probably knows you have a filter view on
but they're seeing incorrect data.
So be careful of this.
If you have, this is kind of a specific circumstance,
you may or may not see it,
but in this case what you could do is just do sum if.
And let's see, the first one is the criteria range.
So we want to sum if,
less talking more typing, 1008 should work better.
Okay, yep.
So it's 105 in both of them no matter how you sort it.
So let's just sort this backwards, still at 105.
Alright, so some things to watch out for.
One more thing to watch out for is there are,
while there is at least one function that I know of
in Google sheets that has functionality to be aware of
and treat hidden cells differently.
So that would be the subtotal function.
If you are using this with a three digit code.
So let's say 109,
that's a function code of nine,
but ignoring the hidden cells.
So that's also going to work differently,
that one's a little bit more obscure,
probably don't lose any sleep over that one.
And the last thing to talk about,
and I think it's a good thing to remain aware of.
As you've seen filter views are really handy.
I've used them, I think they're good.
But if you just want to do a filter
for a presenting the data
and you're not going to be editing it,
you know it's in its final form.
There's an alternative that you can do that may be
a little bit cleaner and faster.
Let's delete this on the top, just to clean things up,
get rid of the filter view.
And what you could do is make a new sheet.
So I've already done that when I was goofing around
and just use a filter function.
So there's filter function.
There are sort, there's all sorts of different ones.
It's all sorts of different sorts.
And if you give that the criteria you can say
filter this range just for Afghanistan.
That's going to output a table that has
just the filter data.
And if something does change in the source data
this will update as well.
But you can't modify the output of the filter.
It will just output what's in the source data.
So the filter function, we're gonna link to a video
that explains a little bit more about it.
Could be an alternative to filter views
depending on what you're doing.
I really enjoyed having you for another spreadsheet video.
I've put that video about the filter function on the screen
right now if you want to check that out.
You know who doesn't wanna watch more videos
about spreadsheets, right?
So I'll see you in that next one, thanks.