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INFO: Filtering Lists on Windows PC
Views: 4353 Created: 08-10-2010 23:37 Last Updated: 08-31-2011 10:48

You can filter your list by any column using the Filter Bar. To open the Filter Bar, choose Filter from the View menu or use the Filter button on the tool bar. While the Filter Bar is present, all the filters in the Filter Bar are applied to the list. If the Filter Bar is closed, no filters are applied and you'll see the entire list.

To filter by a certain column, click in the Filter Bar above that column. For Checkbox, Flag, Priority, Yes/No, 3 State and Date columns, you'll see a menu where you can choose the value to filter by. Some of these menus will also have a More Options selection that will display a window where you can enter a value. For Category columns you'll see a drop down list where you can choose the category value to filter by. For String and Numeric columns a window will open where you can enter a value to filter by. Numeric and Date columns also allow you to filter on column values related to the filter value with a relational operator (equal to, not equal to, greater than, less than, greater than or equal and less than or equal). On these columns, clicking on the relational operator in the Filter Bar will show a menu of operators you can choose from.

For example, if you click in the Filter Bar above the Checkbox column, a menu will pop up where you can choose <Off>, Checked (or Yes) or Unchecked (or No). If you choose Checked, only items with the Checkbox checked will be displayed.

As another example, if you click in the Filter Bar above that column (which is a Numeric column), a window will display where you can enter a numeric value and choose an operator. If you enter 50 as the value and greater than as the operator, only items with an Amt column with a value greater than 50 will be displayed. If you then click on the greater than sign in the Filter Bar, you'll see a menu of operators and could choose a different one, such as greater than or equal.

When you have filters on multiple columns, an item must match all the filters in order to be displayed.

Note that when you filter a list, a parent item will be displayed if any of its child items match the filter, even if the parent itself does not match.Therefore, you may see items in a filtered list that do not themselves match the filter criteria. These items will be displayed in gray text.

The special Checkbox and Flag filter functions (Hide Checked Items and Hide Unflagged Items on the View menu) can be used whether the Filter Bar is showing or not. Showing or Hiding the Filter Bar will not affect these functions.

Changing the Operator

Once you have a filter value entered for a column, you can tap or click on the filter bar to change it. You can also change the operator, for column types that use it. With date and number filters, in particular, it's useful to be able to quickly switch between an exact search ("is equal to") and, for example, "less than or equal to".

Filtering On Hidden Items

If you turn the filter bar on (with View -> Filter, and you see the following situation:

  • All the filter bar column headings are empty
  • Some of your items still seem to be filtered out

You may have a filter in place, on a hidden column. Remember that checking or unchecking a column's box in Edit -> List Properties, doesn't delete the column -- it just hides it. And if you've applied a filter to a column, then you hide it, that filter is still in place, still filtering out items.

If you think this is happening, turn the filter bar off (with View -> Filter, and see if your items are all being displayed. If so, you can do one of two things:

  • Remove all filters with View -> Remove Filter
  • Go to Edit -> List Properties and check unchecked columns until you identify the one with an active filter