HubSpot: How to Sort in Google Sheets


Google Sheets is a great tool for tracking, analyzing, and organizing your business or business data.

Although the app is user-friendly, it can be a bit tricky if you are new to organizing data in a digital spreadsheet. But do not worry ! Read on for an easy introduction to sorting in Google Sheets.

First, know that there are many ways to sort data in Google Sheets. Some of the most common features that marketers like you will use when working in Google Sheets are:

  • Pivot Tables – Useful for collecting data from a large database

  • What-If Analysis – Allows you to experiment with different scenarios for values ​​and formulas to understand possible outcomes

  • Graphs – A simple way to visualize data in the form of a graph, chart or table

Although these features are also available in Microsoft Excel, Google Sheets may be the best option for you. Unlike Excel, Google Sheets does not require a paid subscription.

The tool is free for anyone with a Google account or a Google Workspace account. Many users also find Sheets to be a more optimal tool for collaborative projects compared to Excel.

So how do you start sorting in Google Sheets? Let’s dive into it.

Sort by Sheet Vs. Sort by Range in Google Sheets

Sort by Sheet Vs. Sort by Range in Google Sheets

Sorting by sheet means organizing all the data in your Google spreadsheet into one column. Sorting by range only means sorting data within a range of cells in your worksheet.

The latter is particularly useful if your spreadsheet contains several tables and you want to organize one table without disturbing the others.

For example, the worksheet below is sorted by sheet. The book titles (column A) have been listed in alphabetical order.

In the second example, the titles are sorted in reverse alphabetical order. In either case, the author, publication date, and genre of each book remain with the corresponding title.

The example below has two separate charts on one sheet. Note that the graphic containing book titles, authors, release date, etc. is organized alphabetically, while the book journal below is not.

This is because the book title chart has been sorted by range so as not to disrupt the book log below.

How to Sort Columns and Rows in Google Sheets

Knowing how to sort rows and columns in Google Sheets is essential for organizing your data. Here is a step by step guide:

Alphabetical or numerical order

Step 1: Open a spreadsheet in Google Sheets and highlight the group of cells you want to sort. In this example, we’ll use the Book Titles chart.

If your sheet has a header row (like the green header row in the example), you’re going to want to freeze that row so it stays in place while you sort.

To do this, select the header row, click the “View” tab, click “Freeze,” then click “1 row.” If you don’t have a header row, you can skip to the next step.

Step 2: Click on the “Data” tab, then “Sort Range” and then “Advanced Range Sort Options”.

Step 3: If your columns have titles, click “Data has a header row”.

Step 4: First select the column you want to sort and then choose the sort order. AZ and ZA will put your data in alphabetical and reverse alphabetical order respectively.

If you are working with numbers, AZ will arrange the data in ascending order and ZA will arrange it in descending order.

Step 5: To add another sort rule, click “Add another sort column”. Then click on the green “Sort” button.

Step 6: To sort an entire sheet, right click on the letter of the column you want to sort, then click sort AZ or ZA.

How to filter your data

Filtering your data is particularly useful if you want to focus on specific information from a large data set. This is also great if you only want to show certain information when people first open your spreadsheet.

Step 1: Select the range of cells you want to filter.

Step 2: Click on the “Data” tab and then click on “Create a filter”.

After clicking “Create Filter”, your chart should look like the example below. Notice the filter icons next to each column header name and the new border around the chart.

Step 3: Let’s say we only want to see book titles that are historical fiction. To do this, we click on the filter icon next to “Genre”, then click on “Filter by values”.

Step 4: Next, we uncheck everything except “Historical Fiction” and click “OK”.

This can also be done by clicking “Clear” and typing “Historical Fiction”. This last method is ideal if the value you want to sort is not listed and you want to add your own.

Whichever method you choose, the end result should look like this:

How to sort your data by color

Let’s say the book titles are all color-coded by genre, with historical fiction being orange, science fiction being blue, and the majority being purple.

To sort these color-coded titles so that coming-of-age books are on top, follow these steps:

Step 1: Select the cell range.

Step 2: Click on the “Data” tab and then click on “Create a filter”.

Step 3: Click on the filter symbol in the genre column, then sort by color, fill color, then purple.

After that, all coming of age titles will appear at the top of the chart.

If you want to deactivate the filter, simply click on “Data” and then on “Remove filter”.

Remember that your filter will be visible to anyone with access to the spreadsheet. If someone has permission to edit your spreadsheet, that person can also edit the filter.

And that’s how you can sort and filter your data in Google Sheets. You will now be able to organize your data digitally in a single application.

Remember that Google Sheets is available for free to anyone with a Google Account or a Google Workspace account. It’s also ideal for collaborative projects thanks to Google’s sharing and editing features. Good sorting!

Originally posted 15 April 2022 at 07:00:00, updated 15 April 2022

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