SORT and SORTN functions in Google Sheets - Step-by-Step Guide

Introduction

SORT and SORTN help you organize your data by arranging rows in order. SORT puts all rows in order based on one or more columns. SORTN lets you pick the top rows after sorting, like the top 5 scores.

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

When you need to show the top 3 students with the best grades.

When you want to sort a list of names alphabetically.

When you want to sort data by date to see the newest entries first.

When you want to extract the top 10 highest values from a large list.

Steps

Step 1: Click

- an empty cell where you want the sorted data to appear

The cell is selected and ready for formula input

Step 2: Type

- the selected cell

The formula starts to appear in the formula bar

💡 Start with =SORT( to sort all rows

Step 3: Enter

- the range of cells you want to sort, for example A2:C10

The range is included in the formula

Step 4: Type

- after the range, add the column number to sort by, for example 2 for the second column

The formula now knows which column to sort by

Step 5: Type

- after the column number, add TRUE for ascending or FALSE for descending order

The formula is complete and ready to run

Step 6: Press

- Enter key

The sorted data appears starting from the selected cell

Step 7: To use SORTN, repeat steps 1-3, then type =SORTN(range, n, 0, sort_column, TRUE/FALSE)

- the selected cell

Only the top n rows sorted by the chosen column appear

Before vs After

Before

A list of sales data with names and amounts in random order

After

The same list sorted by sales amount from highest to lowest starting at the chosen cell

Settings Reference

range

📍 inside the SORT or SORTN formula

The data you want to sort

Default: none

sort_column

📍 inside the SORT or SORTN formula after the range

Which column to sort by

Default: 1

is_ascending

📍 inside the SORT or SORTN formula after the sort_column

Sort order direction

Default: TRUE

n (for SORTN)

📍 inside the SORTN formula as the second argument

Number of top rows to return after sorting

Default: 1

Common Mistakes

Using SORT without specifying the sort order (TRUE or FALSE)

Google Sheets may default to ascending, which might not be what you want

Always include TRUE for ascending or FALSE for descending to control order

Using SORTN without setting the correct number of rows to return

You might get only one row or too many rows, not the intended top results

Set the second argument in SORTN to the exact number of rows you want

Sorting a range that includes headers

Headers get mixed with data and sorted incorrectly

Select only the data range without headers or freeze headers separately

Summary

SORT arranges all rows in order based on one or more columns.

SORTN returns the top rows after sorting, useful for showing best or worst values.

Always specify the sort column and order to get the expected results.

Practice

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

easy

A. It arranges all data rows by one or more columns.

B. It picks only the top 3 rows from a data range.

C. It filters data based on a condition.

D. It sums up values in a column.

Solution

1. Step 1: Understand the purpose of SORT

   The SORT function organizes data rows by sorting them according to one or more columns.

2. Step 2: Compare with other functions

   Unlike functions that filter or sum data, SORT rearranges all rows based on column values.

3. Final Answer:

   It arranges all data rows by one or more columns. -> Option A

4. Quick Check:

   SORT = Arrange rows by column [OK]

Hint: SORT rearranges all rows by column values [OK]

Common Mistakes:

• Confusing SORT with filtering functions
• Thinking SORT picks only top rows
• Assuming SORT sums values

2. Which of the following is the correct syntax for the SORTN function to get the top 5 rows sorted by column B ascending from range A1:C10?

easy

A. SORTN(A1:C10, 5, 0, 2, TRUE)

B. SORTN(A1:C10, 5, 0, 2, FALSE)

C. SORTN(A1:C10, 5, 1, 2, TRUE)

D. SORTN(A1:C10, 5, 0, 1, TRUE)

Solution

1. Step 1: Identify SORTN parameters

   SORTN(range, n, display_ties_mode, sort_column, is_ascending) picks top n rows sorted by a column.

2. Step 2: Match parameters to question

   We want top 5 rows (n=5), no tie display (0), sort by column 2 (B), ascending (TRUE).

3. Final Answer:

   SORTN(A1:C10, 5, 0, 2, TRUE) -> Option A

4. Quick Check:

   SORTN syntax with correct params [OK]

Hint: Remember SORTN(range, n, 0, col, TRUE) for top n ascending [OK]

Common Mistakes:

• Using 1 instead of 0 for display_ties_mode
• Sorting by wrong column number
• Setting ascending to FALSE when ascending needed

3. Given the data in A1:B5:
A1:B5
1, 50
2, 40
3, 60
4, 30
5, 70
What is the result of =SORT(A1:B5, 2, TRUE)?

medium

A. [5, 70], [3, 60], [1, 50], [2, 40], [4, 30]

B. [4, 30], [1, 50], [2, 40], [3, 60], [5, 70]

C. [1, 50], [2, 40], [3, 60], [4, 30], [5, 70]

D. [4, 30], [2, 40], [1, 50], [3, 60], [5, 70]

Solution

1. Step 1: Understand SORT parameters

   SORT(range, sort_column, is_ascending) sorts rows by the specified column ascending if TRUE.

2. Step 2: Sort data by column 2 ascending

   Column 2 values: 50, 40, 60, 30, 70. Sorted ascending: 30, 40, 50, 60, 70. Corresponding rows: [4,30], [2,40], [1,50], [3,60], [5,70].

3. Final Answer:

   [4, 30], [2, 40], [1, 50], [3, 60], [5, 70] -> Option D

4. Quick Check:

   SORT by column 2 ascending = sorted rows [OK]

Hint: Sort by column values ascending to reorder rows [OK]

Common Mistakes:

• Sorting by wrong column
• Assuming descending order when TRUE means ascending
• Mixing row order with original data

4. You wrote =SORTN(A1:A10, 3, 0, 2, TRUE) but it returns an error. What is the likely problem?

medium

A. The range A1:A10 has fewer than 3 rows.

B. The ascending parameter must be FALSE, not TRUE.

C. The sort column number 2 is outside the range columns.

D. The display_ties_mode parameter cannot be 0.

Solution

1. Step 1: Check range and sort column

   The range A1:A10 has 1 column (A). Sort column 2 is outside the range columns, causing an error.

2. Step 2: Rule out other options

   Fewer than 3 rows (A) returns available rows without error; TRUE (B) is valid for ascending; 0 (C) is valid for display_ties_mode.

3. Final Answer:

   The sort column number 2 is outside the range columns. -> Option C

4. Quick Check:

   Sort column must be within range columns [OK]

Hint: Check if sort column number fits range columns [OK]

Common Mistakes:

• Using sort column number larger than columns in range
• Confusing display_ties_mode values
• Assuming TRUE must be FALSE for ascending

5. You have sales data in A2:C20 with columns: Product, Region, Sales. You want to find the top 3 sales amounts but only for the "East" region. Which formula correctly sorts and filters this data?

hard

A. =SORTN(A2:C20, 3, 0, 3, FALSE)

B. =SORTN(FILTER(A2:C20, B2:B20 = \"East\"), 3, 0, 3, FALSE)

C. =SORTN(FILTER(A2:C20, B2:B20 = \"East\"), 3, 0, 3, TRUE)

D. =SORT(FILTER(A2:C20, B2:B20 = \"East\"), 3, FALSE)

Solution

1. Step 1: Filter data by region "East"

   Use FILTER(A2:C20, B2:B20 = "East") to get only rows where Region is East.

2. Step 2: Use SORTN to get top 3 sales descending

   SORTN(filtered_data, 3, 0, 3, FALSE) picks top 3 rows sorted by Sales (column 3) descending (FALSE).

3. Final Answer:

   =SORTN(FILTER(A2:C20, B2:B20 = "East"), 3, 0, 3, FALSE) -> Option B

4. Quick Check:

   Filter then SORTN top 3 descending sales [OK]

Hint: Filter first, then SORTN top n descending [OK]

Common Mistakes:

• Sorting ascending instead of descending
• Not filtering before sorting
• Using SORT instead of SORTN for top n