How to Sort in Google Sheets | Advanced Tutorial

Sorting data in Google Sheets is a fundamental skill for organizing and analyzing spreadsheets efficiently. Whether you're alphabetizing names, sorting by date, or managing large datasets, Google Sheets offers versatile sorting and filtering tools to streamline your workflow.

1. Types of Sorting in Google Sheets

Google Sheets supports two primary sorting methods:

• Sort sheet: This sorts all data by one column, keeping related information together in each row. For example, sorting names alphabetically keeps each client's address with their name.
• Sort range: This sorts only a specific range of cells, without affecting other parts of the sheet. It's useful when working with multiple tables.

Sample Dataset

For this tutorial, consider the following dataset in cells A1:D5:

2. How to Sort a Sheet

Follow the below steps to learn how to sort google sheet based on one column.

Step 1: Select the Column

Open your Google Sheets document. Click on the letter at the top of the column you want to sort by (e.g., "A" for column A).

Step 2: Go to the 'Data' Tab

In the top menu, click on the "Data" tab.

Step 3: Select 'Sort Sheet'

From the dropdown menu, select either:

• "Sort sheet by column A (A-Z)" to sort in ascending order (A to Z, smallest to largest), or
• "Sort sheet by column A (Z-A)" to sort in descending order (Z to A, largest to smallest).

Step 4: Preview Results

Google Sheets will rearrange the entire sheet based on the selected column. All the rows will be sorted while maintaining their relationships across other columns.

Note: If you want to sort based on a different column, simply select the column you want to sort by before choosing "Sort sheet by column" in Step 3.

3. How to Sort a Range

Sorting a range allows you to organize a specific block of cells without affecting other data.

Step 1: Open your Google sheet

Open your Google Sheets document containing the data you want to sort.

Step 2: Select the range of cells you want to sort

Click and drag your mouse to select the range of cells that you want to sort. This can be a column or a block of data that includes multiple rows and columns.

Step 3: Locate the 'Data' menu in the toolbar

Once you've selected the range, navigate to the toolbar at the top of the screen and locate the "Data" menu.

Step 4: Choose 'Sort range' from the 'Data' Menu

Click on the "Data" menu, and then select "Sort range" from the dropdown list. This will open the "Sort range" dialogue box.

Step 5: Open the 'Sort Range by Column' Dropdown

In the Sort range dialog box, you’ll see a dropdown menu labeled “Sort range by column.” This is where you select the column by which you want to sort your data.

Step 6: Choose the Sort Order ('A to Z' or 'Z to A')

After selecting the column to sort by, you will be presented with an option to choose the sort order:

• A to Z for ascending order (smallest to largest, A-Z).
• Z to A for descending order (largest to smallest, Z-A).

Step 7: Apply the Sort

Once you’ve selected the column and the sort order, click on the "Sort" button to apply the sorting.

Step 8: Preview Results

The data will be rearranged according to the column and order you selected. For example, if you sorted by the "Name" column (A-Z), all names will be displayed alphabetically in ascending order. Similarly, for numbers, the data will be arranged from highest to lowest or vice versa.

Note: If you want to include headers in your data (e.g., column labels), make sure to check the "Data has header row" box in the Sort range dialog box. This will prevent the header row from being sorted with the data.

4. How to Sort by Date

To sort by date in Google Sheets, like organizing your to-do list by deadline! Here's how to do the same. There are two easy ways:

Step 1: Select the Column

Highlight the column that contains the date data you want to sort.

Step 2: Go to the Data Tab

In the top menu, click on the "Data" tab.

Step 3: Select "Sort Range"

Click on "Sort range" from the dropdown menu.

Step 4: Choose "Advanced range sorting options"

If you have more specific sorting needs, click on "Advanced range sorting options."

Step 5: Select your Preference

Choose either "Sort A to Z" for ascending order (earliest to latest) or "Sort Z to A" for descending order (latest to earliest).

Step 6: Click "Sort"

Once you've made your selection, click "Sort" to apply the changes.

5. How to Create and Use Filters

Ensure your worksheet has a header row that clearly labels each column. You can freeze this header row so it remains visible and is not included when applying filters, keeping your data organized and easy to navigate.

For example, if you're sorting employee data, freezing the header will keep labels like "Name" and "Department" visible while filtering the data below. Follow the below steps to create a Filter in Google Sheets:

Step 1: Freeze the Row

Select the Row, Go to View Tab and Select Freeze Row.

Step 2: Click on any cell with Data in it and Go to Filter Icon

Click on Cell that Contains data and Go to Filter Icon

Step 3: Go to Filter Icon and Click on Clear Button to deselect all options

Go to Small Filter Icon at the Top and Click on Clear to Deselect all Options

Step 4: Select your Preference and Click OK

Now select your preference, Here we have selected IT From the Department column to view only employees from IT Department.

Step 5: Preview the Filtered Data

Now only Employees from IT Department will be visible.

6. How to Apply Multiple Filters in Google Sheets

You can apply multiple filters to refine your results further. For example, if you’ve already filtered your worksheet to display Employees in IT Department you can add another filter to show only those who are above 40 Years of age, narrowing down the data even more.

Step 1: Go to Small Filter Icon

Go to the small filter icon.

Step 2: Click on Filter by Condition and Choose your Condition

Click on Filter by condition and Choose your Condition. For Example here we have chosen greater than 40.

Step 3: Preview Results

7. How to Sort in Google Sheets on Mobile(Android & iPhone)

Follow the below steps to Sort in Google Sheet on android and iPhone mobile devices:

Step 1: Open the Google Sheets App

Launch the Google Sheets app on your mobile device (Android or iPhone).

Step 2: Select Your Sheet

Open the spreadsheet you want to sort by tapping on it.

Step 3: Tap the Three Vertical Dots (Menu)

In the top-right corner of the screen, tap on the three vertical dots to open the options menu.

Step 4: Select "Create a Filter"

From the dropdown menu, select "Create a filter". This enables sorting and filtering options for your sheet.

Step 5: Choose Your Sorting Order

After creating the filter, tap on the filter icon (it looks like a funnel) in the column header you want to sort. You will then see options to sort A-Z (ascending) or Z-A (descending). Select your preferred sorting order.

Step 6: Apply the Sort

Once you choose the sorting option, your data will be sorted accordingly.

8. Tips for Effective Sorting

• Before you sort your data, make sure it's well-organized. If there are empty rows or columns, it can mess up the sorting.
• Use clear headers for your columns so they can easily be visible so you can select the data you want to sort.
• You can sort by more than one column at a time just by choosing all the columns you want to sort together.
• If your data has numbers, make sure they're formatted correctly. This means using decimal points and commas properly.
• Try different ways of sorting to see what works best for you. Google Sheets has lots of options, like custom sorts and sorting by color. Try out new features and explore more.

Also Read

• How to Add Filter in Google Sheets
• How to Insert Shapes in Google Docs