Small business owners use Google Spreadsheets for a variety of purposes. Whether it’s a customer database, product inventory, or employee payroll data, Google Sheets can help you organize your data quickly and easily. If you want to see the data in ascending or descending order, learning to sort in Google Spreadsheets can save you a lot of time.
In this article, you’ll explore several ways to sort data in Google Spreadsheets.
Let’s dive in:
Is there a sorting feature in Google Sheets?
Yes, Google Sheets has a sorting feature. The syntax for using a sort function in Google Spreadsheets is as follows:
= SORT (range, sort_column, ascending_, [sort_column2, is_ascending2, …])
In this formula, is_ascending – TRUE or FALSE implies whether the date is being sorted in ascending or descending order. True indicates the order of the data in ascending order and False means descending order.
How to order in Google Sheets
For example, you want to sort the data in the third column of the following table:
Click in the cell where you want to sort the data, then apply the formula = SORT (A2: C8, 3, True).
When you click Enter, the data will be sorted in the third column.
Ways to sort Google spreadsheets
There are several ways to sort data in Google Spreadsheets.
How to sort by date in Google Sheets
After selecting the full table, click the Data tab. Then select the sort interval menu. You will get three options in the Sort Range dialog box. Choose advanced range sorting options.
Clicking on the advanced range sorting options will open the following dialog box. Select the Data row has header row check box, and select the date column from the Sort by menu. In this table, it is the Customer Meeting Date column that we want to sort.
Select the AZ option for the ascending order of the date.
The moment you click the Sort button, the selected column will be sorted (in ascending order) by date.
Google Spreadsheets: How to Sort by Time
Select the complete data table and go to the Data menu. Then click Sort Range and select advanced range sorting options.
Make sure the data has a header and choose the column you want to sort. For this example, we have chosen the Time column to hold the meeting with the client. Select the AZ option for the time ascending order.
Click the Sort Data button and the data will be sorted by time in the selected column.
How to sort alphabetically in Google Sheets
Select the entire data table on the sheet and click the Data menu. Scroll down and select the Sort Range tab.
You’ll see three options in the drop-down menu. Click Advanced Range Sorting Options.
Clicking on the advanced range sorting options will open a new window. Check the data has a header row box, then choose the column you want to sort alphabetically. In this case, it’s the City column.
Select the AZ option for the ascending order, then click the Sort button.
The data in the City column will be sorted alphabetically.
How to sort by Google Spreadsheets by number
The process for sorting data by numbers in Google Spreadsheets is the same as the process for sorting data alphabetically.
Select your data table and click the Data button. Select the sort range and go to Advanced range sorting options.
Check the data has a header row box. And choose the column whose data you want to sort from the Sort by drop-down menu. Choose the AZ option to sort the column data in ascending order.
Click the Sort button and the numeric data for the selected column will be sorted in ascending order.
How to sort data by color in Google Sheets
Select the entire table and click Data. Then click Create Filter.
A filter icon will appear in the header row. Click the color column icon, then select Sort by color. You will have options to sort by Fill Color or Text Color. Choose sort by fill color and choose the color. If you have colored text and want to sort the column by color, you must choose to sort by text color
We have selected red to sort this column by red.
Your color column will be sorted as follows.
How to sort multiple columns in Google Sheets
Select the entire data table and click the Data tab. Then select the sort range and choose the advanced range sort options from the drop-down menu.
Check the Data header box and select the first column you want to sort. Then click Add another sort column to select the second column.
For example, we have selected the columns City and time of the customer meeting to sort the data. The process is the same for adding more columns to sort the data.
Select AZ for the ascending order.
When you click the Sort button, the data set for the selected columns will be sorted quickly.
How to sort rows in Google Sheets
There is no built-in horizontal sorting feature in Google Sheets. Therefore, you must use the transpose function to sort a row in Google Sheets.
For example, you want to sort the following data horizontally.
Click in the cell where you want to see the sorted data.
To apply = TRANSPOSITION (ORDER (TRANSPOSITION (A1: F2), 2,)) formula for sorting the second row.
When you click Enter, your second row will be sorted in descending order.
How to automatically sort in Google Sheets
If you want the data in Google Spreadsheets to be sorted automatically whenever you make any changes, you should sort the data using the sort function.
Here is the data set we sorted (third column) earlier in this article using the sort function:
Now, make a change to the last cell in the third column of the first table:
The data in the third column of the sorted table will be sorted automatically.
Uses of the Google Spreadsheets Sorting Function in Business
Businesses can use Google Spreadsheets sorting features in many ways, such as:
- You can study the critical data carefully by looking at the numbers in ascending or descending order
- You can easily find low-performing products / employees by sorting the data in ascending order
- You can learn more about your business and people by sorting your data in different ways
In addition, sorted data in Google Spreadsheets can save you a lot of time trying to make sense of your critical data. This is because looking at numbers in ascending or descending order makes it easier to understand the data.
Now that you know how to sort Google Sheets. It’s time to start using this useful feature to help you decode your data. To get the most out of the power of Google Sheets, you should also learn how to make a Gantt chart in Google Sheets, a line chart in Google Sheets, and a bar chart in Google Sheets.