Sorting by multiple columns in Google Sheets is a breeze once you know where to look. Simply select your data range, then click on ‘Data’ in the top menu. Choose ‘Sort range,’ click on ‘Add another sort column,’ and select your sorting preferences for each column. This quick action allows you to organize your data in a more intricate and useful way.
After you complete this action, your Google Sheets data will be organized based on the criteria you’ve set for each column. It means you can prioritize one type of information and then sub-prioritize another within that, making your data easier to navigate and analyze.
Introduction
Ever found yourself staring at a jumbled mess of data in Google Sheets, wondering how you could possibly make sense of it all? You’re not alone. Data management can be a daunting task, but one of the most powerful features at your disposal is sorting data by multiple columns. This functionality is like having a superpower for your spreadsheets—it allows you to simultaneously organize your information by different criteria, bringing clarity and order to even the most chaotic datasets.
Why is this so important? Imagine you’re a teacher looking to organize student grades, or a business owner trying to make sense of sales data. Sorting by multiple columns can help prioritize information, spot trends more easily, and make data-driven decisions with confidence. It’s a skill that’s relevant to virtually anyone who uses Google Sheets—from students to professionals, data analysts to casual users. And the best part? It’s not nearly as complicated as it might seem.
Related: How to Change the Width of Multiple Columns in Google Sheets
Step by Step Tutorial: Sorting by Multiple Columns in Google Sheets
Before diving into the steps, let’s clarify what following these instructions will accomplish. By sorting your data by multiple columns, you’ll be able to prioritize your data in a hierarchical order. For example, you can first sort by date, then by sales amount, and finally by the client name. This gives you a finer control over the organization of your data.
Step 1: Select your data range
Highlight the range of cells that you want to sort. Make sure to include the header rows if they contain the titles of your columns.
Sorting starts with selecting the correct data. If you accidentally include a column you didn’t intend to sort, it could mess up your data. A good tip is to always check twice before you proceed to the next step.
Step 2: Open the sorting menu
Click on ‘Data’ in the top menu of Google Sheets, and then select ‘Sort range.’
This will open up a new window where you can specify your sorting preferences. If your selection included your headers, make sure to check the ‘Data has header row’ option to avoid sorting your headers into the data.
Step 3: Add and arrange your sorting columns
Click on ‘Add another sort column’ to include multiple sorting criteria. Arrange your sorting preferences by selecting which column to sort by and whether it should be in ascending or descending order.
You can add as many sorting criteria as you need. Google Sheets will first sort your data by the first criterion, then within that, it will sort by the second criterion, and so on. This is how you achieve multi-level sorting.
Pros
| Benefit | Explanation |
|---|---|
| Enhanced data organization | By sorting by multiple columns, you organize your data more effectively, making it easier to analyze and understand. This is crucial for complex datasets where multiple factors need to be considered simultaneously. |
| Improved data analysis | Multifaceted sorting allows you to see patterns and trends that may not be visible when looking at unsorted or singly-sorted data. This can lead to more insightful conclusions and better decision-making. |
| Time-saving | Once you get the hang of it, sorting by multiple columns can be done quickly and efficiently, saving you time you’d otherwise spend manually searching for and organizing data points. |
Cons
| Drawback | Explanation |
|---|---|
| Initial complexity | For new users, sorting by multiple columns might seem complex and intimidating, potentially leading to errors if not done correctly. |
| Performance issues with large datasets | If you’re dealing with an extremely large dataset, sorting by multiple columns can slow down the performance of Google Sheets, leading to a laggy experience. |
| Potential data mismanagement | Incorrect sorting criteria can result in data being organized in an undesirable way. It’s imperative to double-check that the sorting is conducted in the correct order to avoid any confusion. |
Additional Information
When sorting by multiple columns in Google Sheets, remember to always back up your data before making significant changes. A simple misstep could lead to data being sorted incorrectly, and without a backup, you might not be able to restore your dataset to its original state. Additionally, consider using filters along with sorting to further refine the data you’re working with. Filters allow you to view specific slices of your data without altering the arrangement of your dataset.
Another handy tip is to use named ranges for your data. This can streamline the sorting process since you won’t have to select your data range each time you want to sort; instead, you can simply use the named range to automatically select the correct cells.
Don’t forget that sorting by multiple columns in Google Sheets is reversible. If you find that the new organization isn’t quite what you wanted, you can always undo the sorting by using the undo button or the Ctrl + Z (Cmd + Z on Mac) keyboard shortcut.
Summary
- Select the data range you want to sort.
- Click on ‘Data’ and choose ‘Sort range.’
- Click ‘Add another sort column’ for multiple criteria and set your preferences.
Frequently Asked Questions
Can I sort by more than two columns?
Yes, you can sort by multiple columns beyond just two. Google Sheets allows you to add several sorting criteria based on your data needs.
Will sorting by multiple columns affect my formulas?
Sorting can affect formulas that reference specific cell addresses. If you’re using functions like VLOOKUP or SUM that refer to sorted cells, double-check to ensure they still work after sorting.
Can I save a particular sort order to use again later?
Google Sheets doesn’t have a feature to save sort orders. However, you can record a macro while sorting your data and play it back whenever you need to apply the same sorting order.
Is it possible to sort data by color or text formatting in Google Sheets?
Directly sorting by text color or cell color isn’t available in Google Sheets. However, you can use scripts or add-ons that provide this functionality.
What if my data doesn’t sort correctly?
Ensure that all cells in the columns you’re sorting by have the same format (text, numbers, dates, etc.). Mixed formats can cause sorting to work incorrectly.
Conclusion
Sorting by multiple columns in Google Sheets is an invaluable skill that can transform the way you work with data. It’s an intermediate-level technique, but with a bit of practice, it can be mastered by anyone eager to enhance their data organization and analysis capabilities. Remember, the key to success with this feature is understanding how your data is structured and clearly defining your sorting criteria. With these insights and tools, you’ll be well on your way to becoming a Google Sheets sorting maestro. Now, go forth and sort like a pro!
Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.
After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.
His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.