How to filter and sort database items on Notion

beginner 8 min read Updated 2026-03-18

Quick Answer

Filter and sort Notion databases by clicking the Filter and Sort buttons in the database toolbar. Apply multiple filters and sorts to organize your data exactly how you need it, and save these views for future use.

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Prerequisites

A Notion account
An existing Notion database
Basic understanding of Notion's interface
Knowledge of your database properties

Step-by-Step Instructions

Open your Notion database

Navigate to the Notion page containing your database. If it's an inline database, scroll to the database section. For full-page databases, click directly on the database from your sidebar or page links. Ensure you can see the database toolbar at the top of your database view.

You can also create a new database view by clicking the view dropdown next to your database title

Access the Filter options

In the database toolbar, locate and click the Filter button. If you don't see it immediately, look for the three-dot menu (•••) and select Filter from the dropdown. The filter panel will appear below the toolbar.

Filters are applied instantly as you create them, so you'll see results update in real-time

Create your first filter

Click + Add a filter in the filter panel. Select the property you want to filter by from the dropdown menu. Choose your filter condition (contains, equals, is empty, etc.) and enter your filter value. For example, select Status property, choose Equals, then select In Progress.

Use 'Contains' for text searches and 'Equals' for exact matches with select properties

Add multiple filters and conditions

To add more filters, click + Add a filter again. Use the And or Or toggle to control how multiple filters interact. And means all conditions must be met, while Or means any condition can be met. You can group filters by clicking Add a filter group for complex logic.

Start with simple filters before adding complex groupings to avoid confusion

Apply sorting to your database

Click the Sort button in the database toolbar. Select + Add a sort and choose the property to sort by. Choose between Ascending (A to Z, 1 to 10) or Descending (Z to A, 10 to 1). You can add multiple sort criteria - the first sort is primary, subsequent sorts are applied to tied items.

Date properties can be sorted by created time, last edited time, or the actual date value

Combine filters and sorts

Your filters and sorts work together automatically. First, Notion applies all active filters to show only matching items, then sorts the filtered results according to your sort criteria. Both filter and sort settings are preserved when you refresh the page or return later.

Test different combinations to find the most useful view for your workflow

Save your filtered view

Once you have your perfect combination of filters and sorts, save it as a new view. Click the view dropdown next to your database title, then select + Add a view. Name your view (e.g., "Active Tasks") and choose the view type. Your current filters and sorts will be saved with this view.

Create multiple saved views for different use cases like 'Overdue Items' or 'Completed This Week'

Manage and clear filters

To remove individual filters, click the X next to each filter in the filter panel. To clear all filters at once, click Clear all in the filter panel. To temporarily disable a filter without deleting it, click the filter and toggle it off. Sort options can be removed by clicking the X next to each sort criterion.

Keep frequently used filters active and toggle them on/off as needed rather than recreating them

Common Issues & Troubleshooting

Filter or Sort buttons are missing from toolbar

Check if you have edit permissions for the database. The buttons may also be hidden in the three-dot menu (•••) if your screen is narrow. Try expanding your browser window or switching to desktop view.

Filters aren't showing expected results

Verify your filter logic - check if you need And vs Or conditions. Also ensure the property values match exactly (case-sensitive for some properties). Clear all filters and reapply them one by one to identify issues.

Sorted items appear in wrong order

Check that you've selected the correct property for sorting and verify Ascending vs Descending order. For date properties, ensure you're sorting by the right date field (created, edited, or custom date property).

Saved view doesn't preserve filters and sorts

Make sure you applied filters and sorts before creating the new view. Edit the existing view by selecting it, modifying your filters/sorts, then the changes should auto-save. If not, try creating a completely new view.

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