Use Filter Views On View-only Google Sheets

Collaboration is central to Google Drive functionality, so it’s not unusual to have others share spreadsheet data with you. But sometimes you need to filter or sort data on a spreadsheet for which the owner hasn’t given you edit permissions. For example, maybe you’re looking at a spreadsheet that only the owner can edit, but you only want to see items for which you’re responsible.

In this example, Sue has shared with me a list of world currencies: 

Click image to enlarge

Click image to enlarge

I’m only interested in the countries who use the euro – but I don’t have edit privileges for the sheet, and I don’t want to dig through all the rows trying to find just the relevant ones, and risk missing some.

Thankfully, I can create a temporary filter view from the toolbar or Data menu. 

Click image to enlarge

Click image to enlarge

Creating the temporary filter view by highlighting the data range of interest and using Data > Filter views > Create new temporary filter view. By default, Sheets will name the filter view with Temporary Filter and a number, as in the image below; you can click on this name and change it to one you prefer. You can also click on the adjacent Range field and edit that too, so you can make changes without having to delete the filter and make a new one.

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Click image to enlarge

To define my filter, I’m going to click the down-arrow that’s appeared above the Currency column, click Clear to remove all the check marks, then click on euro to reinstate its check mark: 

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Click image to enlarge

When I press OK the sheet is filtered to show only the data I want to see: 

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Click image to enlarge

When I’m finished with the filter I can clear it by selecting None from the toolbar drop-down, or by clicking on the cross at the top right hand side of the filter:

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Click image to enlarge