Sorting (single and multi-column) in Google Sheets - Cell-by-Cell Formula Trace

Sample Data

This table shows a list of people with their Age and Score.

Cell	Value
A1	Name
B1	Age
C1	Score
A2	Alice
B2	30
C2	85
A3	Bob
B3	25
C3	90
A4	Charlie
B4	30
C4	75
A5	Diana
B5	25
C5	95

Formula Trace

=SORT(A2:C5, 2, TRUE, 3, FALSE)

Step 1: Range to sort: A2:C5

Step 2: Sort by column 2 (Age) ascending

Step 3: Within same Age, sort by column 3 (Score) descending

Step 4: Final sorted array

Cell Reference Map

    A       B       C
1 | Name  | Age   | Score
2 | Alice | 30    | 85   
3 | Bob   | 25    | 90   
4 | Charlie| 30   | 75   
5 | Diana | 25    | 95   

Formula references range A2:C5 for sorting by columns B and C.

The formula uses the data in cells A2 to C5. It sorts by column B (Age) ascending, then by column C (Score) descending.

Result

    A       B       C
1 | Name  | Age   | Score
2 | Diana | 25    | 95   
3 | Bob   | 25    | 90   
4 | Alice | 30    | 85   
5 | Charlie| 30   | 75   

The sorted result shows Diana first because she has the lowest Age (25) and highest Score (95) among age 25.

The sorted table shows names ordered by Age ascending and Score descending within the same Age.

Sheet Trace Quiz - 3 Questions

What is the first row after sorting with =SORT(A2:C5, 2, TRUE, 3, FALSE)?

A Bob, 25, 90

B Diana, 25, 95

C Alice, 30, 85

D Charlie, 30, 75

Key Result

SORT(range, sort_column1, ascending1, sort_column2, ascending2) sorts data by multiple columns in specified order and directions.

Practice

1. What does the SORT function do in Google Sheets?

easy

A. It arranges data in a specified order based on one or more columns.

B. It deletes duplicate rows from the data.

C. It calculates the sum of selected cells.

D. It changes the font style of the selected cells.

Solution

1. Step 1: Understand the purpose of SORT

   The SORT function is designed to reorder data based on column values.

2. Step 2: Compare with other options

   Deleting duplicates, summing cells, or changing font are different functions, not sorting.

3. Final Answer:

   It arranges data in a specified order based on one or more columns. -> Option A

4. Quick Check:

   SORT = Arrange data order [OK]

Hint: SORT arranges data by columns, not formatting or calculations [OK]

Common Mistakes:

• Confusing SORT with SUM or formatting functions
• Thinking SORT deletes data
• Assuming SORT changes cell styles

2. Which of the following is the correct syntax to sort data in range A2:C10 by the first column in ascending order?

easy

A. =SORT(A2:C10, 1, FALSE)

B. =SORT(A2:C10, TRUE, 1)

C. =SORT(A2:C10, 1, TRUE)

D. =SORT(A2:C10, 2, TRUE)

Solution

1. Step 1: Recall SORT syntax

   The syntax is SORT(range, sort_column_index, is_ascending).

2. Step 2: Match syntax to options

   =SORT(A2:C10, 1, TRUE) uses correct order: range A2:C10, column 1, ascending TRUE.

3. Final Answer:

   =SORT(A2:C10, 1, TRUE) -> Option C

4. Quick Check:

   SORT(range, column, TRUE) = ascending [OK]

Hint: Remember: SORT(range, column_number, TRUE/FALSE) [OK]

Common Mistakes:

• Swapping the order of TRUE and column number
• Using FALSE for ascending order
• Selecting wrong column index

3. Given the data in A1:B4:
Name | Score
Alice | 85
Bob | 92
Carol | 78
What will be the result of =SORT(A2:B4, 2, FALSE)?

medium

A. Bob 92Alice 85Carol 78

B. Carol 78Alice 85Bob 92

C. Alice 85Bob 92Carol 78

D. Bob 92Carol 78Alice 85

Solution

1. Step 1: Understand sorting by second column descending

   Sorting by column 2 (Score) with FALSE means highest to lowest.

2. Step 2: Order the scores

   Scores: Bob 92, Alice 85, Carol 78. Sorted descending: 92, 85, 78.

3. Final Answer:

   Bob 92
   Alice 85
   Carol 78 -> Option A

4. Quick Check:

   SORT by Score descending = highest first [OK]

Hint: FALSE means descending order, highest values first [OK]

Common Mistakes:

• Mixing TRUE and FALSE for ascending/descending
• Sorting by wrong column index
• Ignoring header row in sorting

4. You want to sort data in A2:C10 first by column 2 ascending, then by column 3 descending. Which formula fixes the error in this incorrect formula?
=SORT(A2:C10, 2, TRUE, 3)

medium

A. =SORT(A2:C10, 3, TRUE, 2, FALSE)

B. =SORT(A2:C10, 2, TRUE, 3, FALSE)

C. =SORT(A2:C10, 3, FALSE, 2, TRUE)

D. =SORT(A2:C10, 2, TRUE, 3, TRUE)

Solution

1. Step 1: Identify correct multi-column SORT syntax

   Multi-column SORT needs pairs: column index and TRUE/FALSE for each.

2. Step 2: Fix missing TRUE/FALSE for second column

   The original formula misses the order for column 3. =SORT(A2:C10, 2, TRUE, 3, FALSE) adds FALSE for descending.

3. Final Answer:

   =SORT(A2:C10, 2, TRUE, 3, FALSE) -> Option B

4. Quick Check:

   Multi-column SORT needs column and order pairs [OK]

Hint: Always pair column number with TRUE/FALSE in SORT [OK]

Common Mistakes:

• Omitting TRUE/FALSE for each sort column
• Swapping column order and sort order
• Using wrong TRUE/FALSE for desired order

5. You have a list of employees with columns: Name (A), Department (B), and Salary (C). You want to sort the list first by Department ascending, then by Salary descending. Which formula correctly sorts this data in range A2:C100?

hard

A. =SORT(A2:C100, 1, TRUE, 3, FALSE)

B. =SORT(A2:C100, 3, FALSE, 2, TRUE)

C. =SORT(A2:C100, 2, FALSE, 3, TRUE)

D. =SORT(A2:C100, 2, TRUE, 3, FALSE)

Solution

1. Step 1: Identify sorting order for each column

   Department (column 2) ascending = TRUE; Salary (column 3) descending = FALSE.

2. Step 2: Match formula with correct column and order pairs

   =SORT(A2:C100, 2, TRUE, 3, FALSE) matches: column 2 TRUE, column 3 FALSE.

3. Final Answer:

   =SORT(A2:C100, 2, TRUE, 3, FALSE) -> Option D

4. Quick Check:

   Sort by Dept ascending, Salary descending = =SORT(A2:C100, 2, TRUE, 3, FALSE) [OK]

Hint: Sort by main column ascending, then secondary descending [OK]

Common Mistakes:

• Reversing sort order for columns
• Sorting by wrong column numbers
• Using inconsistent TRUE/FALSE values