Are you tired of scrolling through endless rows of data in your Google Sheets to find what you need? Sorting your data can be a game-changer in terms of efficiency and organization. Whether you want to alphabetize names, sort numbers in ascending or descending order, or arrange dates and times, Google Sheets has got you covered. In this guide, we’ll walk you through how to sort your data in Google Sheets in alphabetical, numerical, and chronological order. We’ll also explore related tasks such as sorting an entire sheet and filtering your data by color, condition, or value. Let’s dive in!
How to Sort in Google Sheets: Sorting One or Multiple Columns Alphabetically, Numerically, or Chronologically
The process of sorting a column in Google Sheets is the same regardless of the type of data you’re working with. Google Sheets automatically interprets each value and organizes your data in either ascending (from lowest to highest) or descending (from highest to lowest) order. Once you know how to sort a column alphabetically, you’ll also be able to sort it numerically and chronologically, and vice versa.
Here’s what you need to do:
- Select the range you want to sort.
- If your sheet has a header, freeze the header row.
- Go to the “Data” menu. Then, navigate to “Sort range > Sort range by A-Z,” or “Sort range by Z-A” for descending order.
- Check the box that says “Data has header row” if you have column titles.
- Select a column to sort and the sorting rule. If you want to add another sorting column, select “Add another sort column.”
- Click “Sort”.
Let’s take a closer look at each step.
1. Select the Range You Want to Sort
To sort a column (or columns) in Google Sheets, you’ll first need to select and highlight the range of data you want to organize. This range can consist of a single cell or multiple adjacent cells. However, when sorting, it’s generally best to highlight the entire data range in your sheet to ensure that any rows interacting with the sorted columns are also sorted.
For example, in the image below, the selected range goes from cell A1 (top-left corner of the sheet) to cell F47 (bottom-right corner). The exact range you’ll select will depend on the data you’re sorting. To highlight a range, click on the top-left cell of the data you want to organize, hold down the Shift key, and then click on the bottom-right cell of the data you want to organize. Alternatively, you can also click on the top-left cell of the data you want to organize, hold down the mouse button, and drag your cursor to the bottom-right cell. Your data range is now highlighted.
2. Freeze the Header Row If Your Sheet Has One
Once you’ve highlighted your data range, you’ll want to freeze the header row by clicking on “View > Freeze > 1 row.” Freezing a row means that it will stay in the same position when you scroll through the sheet, keeping the header row visible for reference.
If you don’t have a header row, you can skip this step.
3. Select ‘Sort Range’ in the ‘Data’ Menu
Now you’re ready to sort your data. Go to the “Data” menu and select “Sort range > Sort range by A-Z” or “Sort range by Z-A” for descending order. If you don’t have a header row and simply want to sort a column, you can click on “Sort column A-Z” or “Sort column Z-A.” This will sort your data range in alphabetical or numerical order (including the header row) based on the data in the first selected column of your highlighted data range.
However, most users will want to click on “Sort range.” This allows you to sort your entire data range by any column, lock the header row so it doesn’t get sorted with the rest of your data, and sort multiple columns.
In case “Sort column” fits your needs, once you click on it, your data will be sorted in alphabetical, numerical, or chronological order, either in ascending or descending order, depending on the data in the first selected column of your highlighted data range and the rule you’ve applied.
4. Check ‘Data has header row’ If Your Columns Have Titles
If you clicked on “Sort range” in the previous step, a pop-up window will appear with sorting options for Google Sheets. In the window, check the box that says “Data has header row” if your sheet has one. Once checked, the dropdown menu in the “Sort by” section will describe each column by its header name rather than by its letter.
Checking the “Data has header row” box will lock the header row of your data range so that it won’t be sorted with the rest of the data in each column. For example, if the header row of the sheet in the image below wasn’t locked, the header of column C (“Directors”) would be sorted alphabetically along with the rest of the data in the column if a sorting rule were applied.
5. Select a Column to Sort and the Sorting Rule. Click ‘Add another sort column’ If You Want to Add Another Sort Column.
Next, select the column you want to sort and the sorting rule you want to apply to it. You can select the column by clicking on it in the dropdown menu in the “Sort by” section. Then, select the sorting rule you want to apply by clicking on the “A → Z” or “Z → A” button. This will sort the column in either ascending order, from the lowest value to the highest (A → Z), or in descending order, from the highest value to the lowest (Z → A).
You can add another sort column and another sorting rule by clicking on “Add another sort column” at the bottom of the window. This will create an additional section where you can select another column and another sorting rule for it. You can add as many columns and sorting rules as you need, but keep in mind that Google Sheets applies the columns and sorting rules in a sequential order from top to bottom.
In the image below, for example, the Google Sheet will first sort the data range by the column containing “Box Office Revenue” in ascending numerical order, and then sort that data range by the ascending alphabetical order of the column “Director (1)”.
6. Click ‘Sort’
Once you’ve selected the column you want to sort and its sorting rule, click on “Sort.” The data range will now be sorted in alphabetical, numerical, or chronological order, depending on the type of data contained in the column. In the image below, for example, the “Box Office Revenue” column is now sorted in ascending numerical order.
Related Tasks
In addition to sorting columns, Google Sheets offers other useful features for organizing your data. Here are a couple of them:
Sorting an Entire Sheet
To sort an entire sheet in Google Sheets, follow these steps:
- Right-click on the letter at the top of a column in your sheet, or click on the down arrow next to the letter at the top of the column.
- In the pop-up window, click on “Sort sheet A to Z” or “Sort sheet Z to A”.
Note: This method doesn’t lock your header row, so it will be sorted along with the rest of the data.
Filtering Your Data by Color, Condition, or Value
You can also filter your data by color, condition, or value in Google Sheets. Here’s what you need to do:
- Highlight the range of data you want to sort.
- Click on “Data > Create a filter.” A down arrow will now appear at the top of each column in your data range. This symbol indicates that filters are available for the data range.
- Click on the down arrow at the top right of each column in your data range. Select either the color, condition, or value filter. You can choose from the following filters:
- “Sort by color”: Sorts the column by fill color or text color.
- “Filter by color”: Filters the column by fill color or text color.
- “Filter by condition”: Filters the column based on a specific condition, such as if it’s empty, contains text, or includes a value greater than a specified number.
- “Filter by value”: Filters the column for a specified value, such as a range of numbers or a category.
- Remove filters by clicking on “Data > Turn off filter”.
Troubleshooting Common Errors
One common error that occurs when sorting data is that the data in the sorted column no longer matches the rows it was previously aligned with. This usually happens when the cells selected for sorting are not the complete data range but rather the column that was supposed to be sorted.
To fix this issue, restore the data to its original order by pressing Ctrl+Z, which will undo the previous sorting action. Then, select the entire data range you’re going to sort, including all rows that intersect with the column to be sorted and all adjacent columns within the range. Finally, perform the sorting function as you did before. Your data should now be properly sorted.
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