Sorting data in Google Sheets is one of the most powerful and easy-to-use features that help keep your spreadsheets organized and easy to read. Whether you’re managing a contact list, tracking sales, or reviewing survey results, sorting allows you to arrange your data logically, alphabetically, or by value. For beginners especially, mastering sorting can help turn a chaotic mess of information into a clean, useful layout.
This guide walks you through the basics of sorting in Google Sheets, from simple one-column sorting to multi-level and even custom sorting, using real-world examples. Let’s dive in and transform your spreadsheet game.
Why Sorting Matters
Sorting your data is essential for:
- Finding patterns and trends quickly
- Creating cleaner reports and charts
- Making large datasets easier to navigate
- Improving the accuracy of further analysis (like filtering or calculations)
Real-Life Example: Student Grades
Imagine you’re a teacher with the following list of students and their grades:
| Name | Subject | Grade |
|---|---|---|
| Maria | Math | 88 |
| Alex | Science | 92 |
| Sophia | Math | 75 |
| James | Science | 85 |
You want to sort the data in different ways—by student name, grade, or subject, and even a combination. Here’s how to do that.
How to Sort Data in Google Sheets
1. Basic Sorting (Single Column)
This is the simplest way to sort data alphabetically or numerically.
- Select the column you want to sort (e.g., Column A for student names).
- Go to Data > Sort sheet by column A (A → Z or Z → A).
Note: This sorts the entire sheet based on that column. Be sure your data has headers and is selected entirely to avoid misalignment.
2. Multi-Level Sorting (Sort by More Than One Column)
This is useful when you want to sort by one column, then further sort by another.
- Select the entire data range (e.g., A1:C5).
- Go to Data > Sort range.
- Check the box for “Data has header row” if applicable.
- Choose the first sort column (e.g., Subject → A → Z).
- Click “Add another sort column” and choose the second (e.g., Grade → Z → A).
- Click Sort.
This will sort by Subject first, and within each subject group, sort students by their grades in descending order.
3. Custom Sorting (Your Own Order)
Sometimes, alphabetical sorting doesn’t cut it. What if you want to sort by day of the week or priority level?
Let’s say your column has days like:
- Monday
- Wednesday
- Tuesday
To custom sort:
- Create a helper column that assigns a custom sort order (e.g., 1 for Monday, 2 for Tuesday, etc.).
- Sort your data based on the helper column.
Sample:
| Task | Day | Order |
|---|---|---|
| Meeting | Wednesday | 3 |
| Review | Monday | 1 |
| Follow-up | Tuesday | 2 |
Pro Tips for Sorting
- Always select your full data range to avoid scrambling rows.
- Use headers and freeze the top row for easier sorting.
- If sorting a filtered view, be sure you’re using Sort range not Sort sheet.
Common Sorting Mistakes to Avoid
- Sorting just one column—this disconnects it from the rest of the row.
- Not checking “Data has header row”—your headers will be sorted into the data!
- Forgetting to freeze header rows—this can be confusing in large sheets.
Quick-Reference Cheat Sheet
| Sorting Type | Where to Find It | Best Use Case |
|---|---|---|
| Basic Sort | Data > Sort sheet | One-column alphabetical/numerical sorting |
| Multi-Level Sort | Data > Sort range | Sorting by multiple columns (e.g., department then name) |
| Custom Sort | With helper column | Sorting days, priorities, or custom categories |
Sorting in Google Sheets is simple but powerful—once you learn how to use it effectively. Whether you’re organizing student grades, customer orders, or daily tasks, using basic, multi-level, and custom sorts will keep your data clean and insightful.
Start by using the basic sort, then experiment with multi-level sorting and custom orders to unlock the full potential of your spreadsheet. It’s a small skill that delivers big results.