Sorting (single and multi-column) in Google Sheets - Step-by-Step Guide

Introduction

Sorting helps you organize your data by putting it in order. You can sort by one column or by several columns to see your data in a way that makes sense to you.

When you want to see your sales list from highest to lowest amount.

When you need to arrange a list of names alphabetically.

When you want to sort a table first by date, then by customer name.

When you want to find the top scores in a test quickly.

When you want to group similar items together in your data.

Steps

Step 1: Select

- the range of cells you want to sort

The cells are highlighted and ready for sorting

Step 2: Click

- Data menu at the top

A dropdown menu appears with sorting options

Step 3: Choose

- "Sort range" option

A dialog box opens to set sorting preferences

Step 4: Check

- "Data has header row" if your selection includes headers

Headers are excluded from sorting and shown at the top

Step 5: Select

- the column to sort by from the dropdown

The column is set as the first sorting key

Step 6: Choose

- Sort order (A → Z or Z → A)

The sorting direction is set for the selected column

Step 7: Click

- "Add another sort column" to sort by more columns

Additional sorting levels appear to set multi-column sorting

Step 8: Set

- the next column and order for sorting

The second sorting key is ready

Step 9: Click

- "Sort" button

The data rearranges according to your sorting choices

Before vs After

Before

A table with unsorted sales data: Names and sales amounts in random order

After

The table sorted first by sales amount from highest to lowest, then by name alphabetically for ties

Settings Reference

Data has header row

📍 Sort range dialog box

To tell Sheets if the first row is a header and should not be sorted

Default: Unchecked

Sort by column

📍 Sort range dialog box dropdown

Select which column to sort the data by

Default: First column in range

Sort order

📍 Sort range dialog box

Choose if the data sorts from smallest to largest or largest to smallest

Default: A → Z

Add another sort column

📍 Sort range dialog box

To sort by more than one column in order

Default: None

Common Mistakes

Not selecting the entire data range before sorting

Only part of the data sorts, causing rows to mismatch and data to become incorrect

Always select all columns and rows of your data before sorting to keep rows intact

Forgetting to check 'Data has header row' when sorting

The header row gets sorted with data, mixing headers with values

Check the 'Data has header row' box if your selection includes headers to keep them at the top

Summary

Sorting arranges your data by one or more columns to make it easier to read and analyze.

You can sort by a single column or add more columns to sort by multiple levels.

Always select the full data range and set header row correctly to avoid mixing data.