How to sort your data in Google Sheets

Google Sheets is a remarkably powerful and convenient tool for data collection and analysis, but sometimes it can be difficult to understand what this raw data means. One of the best ways to see the big picture is to sort it to help bring the most important information to the top, and show the largest or smallest value relative to the rest.

It is not surprising that Google Sheets has a powerful search feature. It’s also easy to sort data in Google Sheets, but some concepts need to be clear to get the best result and extract the most valuable insights. With a few tips, you’ll quickly master sorting by one or more columns and be able to show different views for a better understanding of what the data means.

How to quickly sort a simple sheet

Sorting a Google Sheet by one column is quick and easy. For example, with a table of foods that are good sources of protein, you might want to sort by name, serving size, or amount of protein. Here’s how to do it.

Step 1: Move your mouse pointer over the column you want to sort by and select File down arrow that appears to open a list of options.

Step 2: A little over the middle of the list are the sorting options. Choose Sort the paper from A to Z Sorts the entire sheet so that the selected text column is in alphabetical order. Sort the paper from Z to A Places this column in reverse alphabetical order.

There are two text sorting options.

Step 3: To sort a numeric column, follow the same procedure. Choose Sort the paper from A to Z To get order from lowest to highest for numerical values ​​or Sort the paper from Z to A To see the highest values ​​at the top.

The same sorting options are available for numbers.

The fourth step: Regardless of which column is sorted, information is transferred from all other columns in the sheet to maintain the same order. In our example, a cup of walnuts continues to show as 30 grams, and a 2.5-ounce steak has 22 grams of protein.

Sorting a sheet by column keeps the row data aligned.

Fifth step: If a numeric column shows values ​​in more than one unit, the sort will fail to give the expected result. In our example, Google Sheet on Protein Sources, the serving size column includes cups, ounces, spoons, and slices. Units are discarded by turning the built-in sort feature, so one cup will be incorrectly treated as if it were smaller than 3 ounces. The best solution is to convert the data to use only one unit per column.

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Sort headed paper

The quick sort method described above is convenient; However, it does not work as expected when the sheet contains headers. When you sort the entire sheet, all rows are included by default, which can mix headings and units with data. Google Sheets can lock cells So they can’t be changed, but it’s also possible to lock one or more rows in place at the top so the addresses aren’t confused with your information.

Step 1: To freeze the position of header rows, choose Google Sheets Opinion existing. Instead of using your browser’s view menu, open a file Opinion The menu is at the top of the open web page. Then select File freeze choice and choice 1 row or 2 rowsby the number of header rows in your sheet.

Freeze a row or two to lock header rows.

Step 2: If there are more headers, it is possible to freeze more rows. Simply select a cell in the bottom header row, then choose freezeand then up to grade X In List View * , where X represents the row number.

Google Sheets can freeze more header rows.

Step 3: After the heads are frozen, a thick gray line appears to show where the splitting occurred. The sheet can then be sorted using column lists Sort the paper from A to Z or Sort the paper from Z to A Selection. This leaves the headers in place at the top of your Google Sheet as you rearrange your data into a more useful table.

The column list can be sorted while keeping the frozen headers in place.

Sort by more than one column

Single-column sorting is quick and easy to use, but there is often more than one variable to consider when comparing numbers. In our example, you might be more interested in knowing which one has the least fat but would also like to have more protein. It’s easy to do with scope sorting.

Step 1: Select the cells you want to sort, including one header row. This can be done quickly by selecting the upper-left cell, then holding down File control a key (order key on a Mac) and press right arrow Specifies the full width of the table.

Use Control + Right Arrow to select a horizontal range

Step 2: The same can be done by choosing the full height, and hold controland click on File down arrow. Now the entire spreadsheet will be selected.

Use Control + Right Arrow and then Control + Down Arrow to select a range.

Step 3: from google sheets data menu, choose screening range > Advanced range sorting options.

The advanced classification of Google Sheets is located in the Data menu

The fourth step: A window will open allowing you to choose multiple sort columns. If the sort range includes a header row, check the adjacent box The data contains the address row.

You can see the names of the header rows if this box is checked

Fifth step: The sort by The field will now display the names of the header columns instead of making you select columns using their character mapping. Choose the primary sort column – eg, fat (g) – and make sure AZ It is specified for sort order.

With the header row selected, the names appear in the Sort by field.

Sixth step: Select the Add another sort column button For a secondary type, such as protein. You can add as many sort columns as you like before selecting a file Sort button to see results.

You can add more sort columns before sorting your data.

Save data range

Instead of selecting a range each time you want to resort, you can save the table as a named range.

Step 1: Select the range of data you want to save for easy access, then choose Named Domains From Google Sheets data existing.

Named ranges can be identified faster.

Step 2: A panel will open on the right, and you can type in a name for that domain.

Type a name for the specified domain.

Step 3: The Named Domains The panel will remain open, and you can select the entire range again by choosing it from this panel.

Choose a named range to select all of its data.

Save sort view

It is also possible to save more than one advanced sorting process for easy access in the future. This allows you to switch between different views when creating a presentation or when you need to analyze information from different angles. This is possible by creating a Google Sheets filter view.

Step 1: Select the range of data you want to sort, then choose Create a new filter view From filters submenu in Google Sheets data existing.

Create a filter view to save advanced types.

Step 2: A new bar will appear at the top of the sheet with filter display options. Choose the Name field and type a name for this filter display, such as “Low Fat/High Protein”.

Filter widths can be named so that they are easy to remember

Step 3: The name of each header column will now include a sort list on the right side. Using our example data, choose protein Sort list then select Sort Z To put the highest values ​​on top.

Use the header row sort list

The fourth step: Repeat this process on Fat Sort list but choose Sort AZ Shows lowest values ​​first. Viewing the new filter will show one in which low fat is a top priority and high protein as a secondary consideration.

Multiple columns can be sorted using filter view.

Fifth step: You can create more filter views in the same way and use as many sort columns as needed. To load a filter view, open a file data menu, select Filter Offersthen select the show you want to see.

Filter offers can be loaded into the data list.

How to share sorted Google Sheet

Google Sheets is easily available to anyone with an internet connection, which makes it a great tool for sharing information with others.

Step 1: Sorted spreadsheets can be shared by selecting the big green Involved button in the upper right corner.

The share button makes it easy to collaborate with others.

Step 2: It is also possible to download a Google Spreadsheet to share via email or print it to send by post.

You can also share a Google Sheet via email.

Google Sheets offers several ways to sort data, and this can make a big difference when trying to analyze a complex data set. For more information, see the complete beginner’s guide that appears How to use Google Sheets.

We also have a guide that explains How graphs and charts work in Google SheetsA great way to see data in an easy-to-understand visual form.

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