Sheet—User level filter help

User-level filters and named filters

Introduction 

User-level filters allow each collaborator in a spreadsheet to create and apply filters based on their needs without changing the view for other collaborators in the spreadsheet. For example, if user A filters a data range for criteria 1, this filtered view will be visible only to user A and not to other collaborators in the spreadsheet. Similarly, the other collaborators can set the desired filter conditions and view them, without disturbing the other users. With the different filtered views, the users can continue making changes to the spreadsheet.

Once you've applied a filter on a range, you can save that filter along with the conditions applied and the cell range for later use. These saved filters are referred to as named filters in Zoho Sheet. Read on to know how to create, apply and manage named filters.

 

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.
  4. 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.

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