To see only unfinished work in an Apple Numbers project table, filter its Status column for the value that means incomplete—such as “Not started” or “In progress.” In Numbers on Mac, select the table, add a filter from the Organize sidebar, and choose the matching status. The key is using consistent status values; a filter cannot infer that a blank cell or differently worded label means the same thing.

Prepare the project table

Use a table with one project item per row and a dedicated Status column. Give each status a consistent spelling, such as “Not started,” “In progress,” and “Done.” You can also use a checkbox column if your workflow defines a checked box as complete, but for filtering incomplete items, a text status is often clearer because it distinguishes work that has not started from work in progress.

Before filtering, scan the status entries for variations such as “In progress,” “In Progress,” “Started,” or “Done.” A filter matches values and rules; it will not reconcile your terminology. Decide which values count as incomplete for this review and use those exact entries. If the table uses merged cells, Numbers may make filter options unavailable; Apple says to unmerge those cells before filtering. Apple’s Numbers guide explains filter rules and the merged-cell limitation.

Add a filter for incomplete items

  1. Open the spreadsheet in Numbers on your Mac and click the project table.
  2. In the Organize sidebar, click Filter.
  3. Click Add a Filter, then choose the Status column.
  4. Choose the Text filter type and a rule such as is or is not.
  5. Enter the status value you want to review, then check that the Filters option is enabled.

For a table that uses a single consistent completed value, a rule such as Status is not Done will show all other status values, including new ones added later. Use it only if every non-Done value genuinely means incomplete; if the column contains blanks, canceled work, or archived items, those may also appear. To restrict the view to known active statuses, add separate rules for “Not started” and “In progress” on the same column. Numbers lets you add multiple rules for one column; its filter controls determine whether rows must match all filters or any filter. For these two alternative statuses, set the combination to any so either status remains visible. Apple documents multiple filter rules and the all/any choice.

Check the results and keep the view useful

Review a few visible rows to confirm the filter is showing the statuses you intended. If expected items disappear, look for inconsistent labels, an unintended rule, or an all/any setting that combines conditions too strictly. If extra items remain, decide whether values such as “Blocked” or blank status should count as incomplete and adjust the rules accordingly.

Filtering changes which rows are visible; it does not delete the hidden rows. When you add rows to a filtered table, Numbers applies the existing rules to them. So a newly added item may not appear until its status matches the filter. Update its status in the table if you want it included in the incomplete review. Apple describes what happens when adding rows to a filtered table.

To restore the full list, select the table and open Organize > Filter. Turn filters off to keep the rules for later, or delete a rule when you no longer need it. Turning filters off preserves your review setup; editing a filter is useful when the project’s definition of incomplete changes. Apple’s filter guide covers turning filters off and deleting rules.

When to use a Quick Filter

If you only need a one-time view and the Status column already contains the desired value, use a Quick Filter: move the pointer over the column letter, click its arrow, choose Quick Filter, and select the value to show. For a repeatable review, a rule in the Filter tab is easier to inspect and revise. Apple documents Quick Filters as a way to show or hide rows that match specific column values. See Apple’s Quick Filter steps.

A Numbers filter is a practical way to narrow a project table for review, but it depends on the data already in the table. It does not assign statuses or decide which states your team considers incomplete. Set that definition in the Status column, apply a matching rule, and check the resulting rows before acting on the list.

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