Set user level filters for your documents

Set user level filters for your documents

Apply Filter

To apply filter:
  1. Select the column or range of cells to be filtered.
  2. Click Data> Filter or use the Filter icon  from Toolbar or right click on the selected range and select Filter from the context menu.
  3. Choose the required filtering criterion. The available options include the following:
  4. Cell value
  5. Cell color
  6. Text color
Once the filter is applied, you'd see a drop down on the cell. Click on it, and filter only what's needed.
Note: Zoho Sheet's filters are collaboration friendly. If you filter your range, only you can see the applied filter, and other collaborators can keep working, undisturbed.
Apply filters with custom conditions
To apply custom filters:
  1. Click on Custom Filter from the drop down menu.
  2. Custom Filter lets you choose your condition according to which the data must be filtered. 


Note:
Depending upon the data type chosen, the options that are used to set the conditions or criterion for filtering vary.
When the data entry is numerical, the options provided are as follows:
  1. Is greater than - Displays all numbers greater than the chosen value.
  2. Is greater than or equal to - displays numbers greater than or equal to the chosen value
  3. Is less than - displays numbers less than the chosen value.
  4. Is less than or equal to - displays numbers less than or equal to the chosen value.
If the fields or data to be filtered consist of text fields, you can use the following criterion for filtering.
  1. Equals
  2. Does not equal
  3. Begins with
  4. Does not begin with
  5. Ends with
  6. Does not end with
  7. Contains
  8. Does not contain
  9. Matches
  10. Does not match
If you choose "contains" from the custom menu, it displays all the fields that hold the particular phrase entered as criterion.
You can also use custom filtering with dates as sorting criterion. The options that are available to filters in the form of dates include:
  1. After
  2. On or after
  3. Before
  4. On or before
The given conditions can be used to filter and display only those dates that follow the set criterion.

Create a named filter

Once you've applied a filter on a range, Zoho Sheet allows you to save it for quick access later on
  1. Select the required filter range and click on the Filter icon in the toolbar or go to Data > Filter.
  2. Apply the required filter conditions by clicking on the corresponding filter icon in the column.
  3. Once the filter condition is applied, click on the dropdown arrow in the filter icon   in Tool Bar, and choose Name This Filter.
  4. Enter a name for the filter and click OK. Note that no two filters can have the same name.
  5. You can also view the previously saved filters under Named Filters.


Apply a named filter

To use or apply a named filter

  1. Click on the dropdown arrow on the   icon in the toolbar and choose Named Filters.
  2. From the list of named filters, choose the filter you wish to apply.
  3. The filter will be applied on the specified range saved along with the filter conditions.


Note: On applying a named filter, the file URL becomes specific to that particular filter. This URL can be shared with collaborators who wish to apply the same filter.

Manage named filters

Rename, delete, and reorder named filters using the Manage Named Filters option.
  1. Click on the dropdown arrow in the filter icon  in toolbar and choose Manage Named Filters.
  2. In the Manage dialog, hover the mouse pointer over the filter of choice and rename or delete it.

Set as document filter

Setting a filter as the document filter means the specified filter will be applied to all the users who are opening the spreadsheet for the first time until the filter is either removed or replaced with another. The published version of the file will also have the document filter
  1. Select the required filter range and click on the Filter icon  in toolbar or go to Data > Filter.
  2. Apply the required filter conditions by clicking on the corresponding filter icon in the column.
  3. Once the filter condition is applied, click on the drop-down arrow in the filter icon  in toolbar and choose Set as Document Filter. The current filter will be set as the document filter.


Note: The filter that is currently visible on the sheet alone will be retained during file export. The other named filters will not be available in the exported file.

Clear a filter

A filter once applied can be cleared if you want to view the entire spreadsheet again.
To clear a filter:
  1. Click on the filter icon and the context menu, click Clear Filter.
  2. If you want to remove the Filter off of the column, select the filtered column and click on the Filter icon in the tool bar.


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