Easy Google Sheets Sorting Guide in 3 Steps

Jason Gong
LAST UPDATED
June 6, 2024
TL;DR

Highlight cells, click Data, then choose Sort range.

By the way, we're Bardeen, we build a free AI Agent for doing repetitive tasks.

If you work in Google Sheets, you might love Bardeen's automation features. It helps sort, filter, and manage data more efficiently.

Sorting and filtering data in Google Sheets is an essential skill for anyone working with spreadsheets. Whether you're a beginner or an advanced user, mastering these techniques can save you time and help you make sense of your data. In this step-by-step guide, we'll walk you through the process of sorting and filtering your data in Google Sheets, from basic operations to advanced features and best practices.

Understanding Basic Sorting Operations in Google Sheets

Google Sheets offers a range of fundamental sorting techniques to help you organize your data effectively. The most common sorting operations include:

  • Sorting by alphabetical order: Arrange text data from A to Z or Z to A.
  • Sorting by numerical values: Sort numbers from smallest to largest or vice versa.
  • Sorting by dates: Organize data based on chronological order, either oldest to newest or newest to oldest.

To execute these simple sorting tasks, you can use the sorting toolbar or menu options in Google Sheets. Here's how:

  1. Highlight the group of cells you want to sort.
  2. If your sheet includes a header row, freeze the first row to keep it in place during sorting.
  3. Click on the "Data" menu and select Sort range.
  4. Choose the column you'd like to sort by and specify the sorting order (A to Z, Z to A, etc.).
  5. If you need to add more sorting rules, click "Add another sort column" and repeat the process.
  6. Finally, click "Sort" to apply the sorting operation to your data.

For more advanced features, you can bring AI into your spreadsheet to automate and enhance your workflow.

Advanced Sorting Features: Sorting by Custom Conditions

Google Sheets offers advanced sorting features that allow you to organize data based on specific conditions, giving you more control over how your data is displayed. Here are some key features:

  • Sorting by color: You can sort your data by cell color or font color. This is useful when you have color-coded information for different categories or priorities.
  • Using custom formulas: Create custom sorting rules using formulas to define specific conditions. For example, you can sort cells based on whether they contain a certain keyword or value.

To sort by color:

  1. Select the range of cells you want to sort.
  2. Click on the "Data" menu and choose "Create a filter."
  3. Click on the filter icon at the top of the column you want to sort by.
  4. Under "Sort by color," select either "Fill color" or "Text color" depending on your needs.
  5. Choose the color you want to sort by, and the rows containing that color will be moved to the top of the range.

To sort using custom formulas:

  1. Select the range of cells you want to sort.
  2. Click on "Data" and choose "Create a filter."
  3. Click on the filter icon and select "Filter by condition."
  4. Choose "Custom formula is" and enter your formula in the input box. For example, to sort cells containing the word "Urgent," use the formula: =REGEXMATCH(A2,"Urgent")
  5. Click "OK" to apply the custom sorting rule.

By mastering these advanced sorting techniques, you can efficiently manage and analyze complex datasets in Google Sheets. Also, consider using tools to enrich LinkedIn profiles in Google Sheets for more robust data management.

Save time by using Bardeen to connect Google Docs. Automate tasks without code and make your data work for you.

Implementing Filters to Streamline Data Visibility

Filters in Google Sheets allow you to hide or highlight specific data sets, making it easier to focus on the information that matters most. Here's how to apply filters:

  1. Select the range of cells you want to filter, including the header row.
  2. Click on the "Data" menu and choose "Create a filter."
  3. You'll now see filter icons next to each column header in the selected range.

To use the built-in filter functions:

  • Click on the filter icon next to the column you want to filter.
  • Choose from the available options, such as filtering by condition, value, or color.
  • For example, to filter by condition, select "Filter by condition" and choose from options like "Greater than," "Less than," or "Contains."
  • Enter the desired value or text, and the rows that don't meet the condition will be hidden.

You can also create custom filters using formulas:

  1. Click on the filter icon and select "Filter by condition."
  2. Choose "Custom formula is."
  3. Enter a formula that evaluates to true or false, such as =A2>100 to show rows where the value in column A is greater than 100.
  4. Click "OK" to apply the custom filter.

Filters can be customized to suit different data analysis needs. You can apply multiple filters to the same range, allowing you to drill down to specific subsets of data. By leveraging the power of data scraping tools in Google Sheets, you can quickly streamline your data visibility and focus on the insights that drive your decision-making process.

Multi-level Sorting and Filtering: Techniques and Best Practices

Multi-level sorting and filtering in Google Sheets allow you to combine several sorting parameters to refine your data analysis. Here's how to perform multi-level sorting:

  1. Select the range of cells you want to sort, including the header row.
  2. Click on the "Data" menu and choose "Sort range."
  3. In the "Sort range" dialog box, select the first column to sort by and choose ascending or descending order.
  4. Click "Add another sort column" and select the second column to sort by.
  5. Choose the sorting order for the second column.
  6. Repeat steps 4 and 5 to add more sorting levels as needed.
  7. Click "Sort" to apply the multi-level sorting.

When combining sorting and filtering, it's essential to follow best practices to maintain data integrity:

  • Always include the header row in your selection when sorting to ensure that headers remain at the top.
  • Double-check that the sorting order makes sense for your data and doesn't disrupt the logical structure.
  • If you have applied filters to your data, be aware that sorting will only affect the visible rows.
  • To sort all data, including hidden rows, remove the filters before sorting.

By leveraging multi-level sorting and filtering techniques, you can quickly drill down into specific subsets of your data and uncover valuable insights. Remember to keep your data structure in mind and apply these tools strategically to streamline your analysis process. For more advanced data manipulation, consider using automation with Excel.

Save time by integrating Excel with Bardeen. Automate tasks, get data insights quicker, and focus on important work.

Creating and Managing Filter Views for Collaborative Work

Filter views in Google Sheets allow multiple users to create personalized views of the data without altering the original dataset. This feature is particularly useful in collaborative environments where team members need to analyze data from different perspectives. Building a prospect list can also benefit from custom filter views. Here's how to create and manage filter views:

  1. Open your Google Sheets spreadsheet and click on the "Data" menu.
  2. Select "Filter views" and then click on "Create new filter view."
  3. Give your filter view a descriptive name and click "OK."
  4. Apply the desired filters and sorting options to customize your view.
  5. To save your filter view, click on the "Filter view options" button (three dots) in the top right corner and select "Save."

Once you've created a filter view, you can easily share it with your team members. Simply click on the "Filter view options" button and choose "Share." You can then copy the link or enter the email addresses of the people you want to share the view with.

Managing filter views is just as straightforward:

  • To switch between filter views, click on the "Data" menu, select "Filter views," and choose the desired view from the list.
  • To update a filter view, make the necessary changes and click on the "Filter view options" button, then select "Update."
  • To delete a filter view, click on the "Filter view options" button and choose "Delete."

By leveraging filter views, you and your team can efficiently analyze and interpret data without disrupting each other's work or altering the original dataset. This feature enhances collaboration and integrates Google Drive with other apps to streamline data analysis processes in shared spreadsheets.

Automate Google Sheets Sorting with Bardeen

Sorting your data in Google Sheets can be automated to increase efficiency and accuracy. While manual sorting is effective for individual or less frequent tasks, automating with Bardeen can significantly streamline your workflows, especially when dealing with large datasets or when needing to perform sorts on a regular basis. Automations can also minimize human error, ensuring data integrity.

Here are examples of how Bardeen can automate sorting and related tasks in Google Sheets:

  1. Classify past emails and save to Google Sheets: Automatically categorize and log emails into Google Sheets, streamlining email management and trend analysis.
  2. Get a daily summary of your emails and save to Google Sheets: Summarize and save daily email activities into Google Sheets, perfect for tracking communications and tasks.
  3. Classify and save desired emails to Google Sheets: Filter and save specific emails directly into Google Sheets, allowing for targeted email management and data collection.
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