All you need to know to sort any data in Google Sheets

Mastering Google Sheets Sorting: A Comprehensive Guide

Sorting data in Google Sheets needn't be complex. This guide covers various techniques, from sorting entire sheets to specific ranges, by color, date, and multiple columns. Whether you're a novice or expert, grab a beverage, duplicate the example spreadsheet (link below), and let's dive in!

• Sorting Entire Google Sheets
  • Quick Column Sort
    • Sorting by Date
  • Multi-Column Sorting
  • Sorting from Filters
• Sorting Data Ranges
  • Menu-Driven Single-Column Sort
  • Table-Based Sorting
  • Multi-Column Range Sorting
  • Sorting Filtered Data
• Sorting by Color
  • Standard Tools: One Color at the Top
  • Power Tools Add-on: Custom Color Order
• Data Organization Functions
  • The SORT Function
  • The SORTN Function
  • The QUERY Function (Refer to separate article)

Sorting Entire Google Sheets

Sorting an entire sheet is straightforward. Here are three methods:

Method 1: Quick Column Sort

Quickly sort by a column:

1. Right-click the column letter.
2. Select "Sort sheet A to Z" or "Sort sheet Z to A":

This arranges all columns based on the selected column's data. Alternatively, select a cell in the column and navigate to Data > Sort sheet > Sort by column:

Ideal for quick, single sorts of text or numbers.

Sorting by Date

This method also works for dates. Right-click the date column letter and choose "Sort sheet A to Z" (oldest to newest) or "Sort sheet Z to A" (newest to oldest):

Method 2: Multi-Column Sheet Sort

Sorting by multiple columns requires more steps but allows for more refined ordering:

1. Select the entire sheet by clicking the top-left cell (grey area).
2. Proceed with range sorting methods (detailed below).

Method 3: Sorting from Enabled Filters

Google Sheets filters offer sorting capabilities:

1. Select the entire sheet.
2. Enable filters (spreadsheet toolbar icon).
3. Click the filter icon in the desired column and select your sort order ("Sort A to Z").

Sorting Data Ranges

Often, you only need to sort specific data ranges:

Method 1: Menu-Driven Single-Column Range Sort

1. Select the range. Avoid Ctrl+A (Cmd+A on Mac) as it selects headers.
2. Go to Data > Sort range, and choose "A to Z" or "Z to A":

Method 2: Convert Range to Table

Google Sheets' table feature offers a cleaner sort:

1. Select a cell within the data and go to Format > Convert to table.
2. Click the arrow next to a column header and select "Sort column > Sort A to Z" or "Sort Z to A".

Method 3: Multi-Column Range Sorting

Sort by multiple columns while keeping headers fixed:

1. Select the range (Ctrl+A/Cmd+A for the used range).
2. Go to Data > Sort range > Advanced range sorting options.
3. Check "Data has header row" and add additional sort columns.

Method 4: Sorting Filtered Data Ranges

Enable filters on a selected range to sort only that portion. Note that filter rows remain fixed.

Sorting by Color

Sorting by color enhances visual organization:

Method 1: Standard Google Sheets Tools (One Color at Top)

For tables: Use the table's filter to sort by fill or text color. For formatted ranges, use the filter's "Sort by color" option. This moves rows of the selected color to the top.

Method 2: Power Tools Add-on (Custom Color Order)

The Power Tools add-on provides more comprehensive color sorting. It sorts by all colors in the palette's order.

Data Organization Functions

For large datasets, functions offer automation:

The SORT Function

SORT(range, sort_column, is_ascending, [sort_column2, is_ascending2, ...]) creates a sorted copy. Example: =SORT(Sheet1!A2:G46,1,TRUE,5,FALSE) (sorts by column 1 ascending, then column 5 descending).

The SORTN Function

SORTN(range, [n], [display_ties_mode], [sort_column1, is_ascending1], ...) sorts and returns a specified number of rows. Example: =SORTN(Sheet1!A2:G46,5, 0, 7, FALSE) (top 5 rows from column 7, descending).

The QUERY Function

Refer to a separate article for detailed explanation.

Practice Spreadsheet

[Link to Example Spreadsheet] (Replace with actual link)

This guide provides a comprehensive overview of Google Sheets sorting. Experiment with these methods to find the best approach for your data.

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