Sorting numbers on Google Sheets is a straightforward process—select the column containing the numbers you want to organize, click on the “Data” menu, and choose “Sort sheet by column A-Z” or “Sort sheet by column Z-A” depending on whether you want an ascending or descending order.
After completing the sorting action, the selected column’s numbers will be reorganized either from the smallest to the largest number (ascending order) or from the largest to the smallest number (descending order), making your data easier to analyze and understand.
Introduction
Google Sheets is an incredibly powerful tool for anyone who works with data. Whether you’re a student crunching numbers for a science project, a small business owner keeping track of inventory, or a marketer analyzing campaign results, knowing how to sort data can be a game-changer. Sorting your data allows you to quickly organize and analyze information, which can lead to better decision-making and clearer insights.
But sometimes, the seemingly simple task of sorting can become a bit tricky, especially if you’re dealing with numbers. Have you ever tried to sort a column only to find that the numbers didn’t line up the way you expected? It can be frustrating, right? Fear not! This article will walk you through the steps of how to sort by number on Google Sheets on your PC or Mac, making sure your data is exactly how you need it to be.
Step by Step Tutorial: How to Sort by Number on Google Sheets
Before we dive into the steps, let’s clarify what we’ll achieve: sorting a set of numbers on your Google Sheets in either ascending or descending order. This can be helpful when you’re trying to rank data, organize entries, or just make your spreadsheet look neater.
Step 1: Open Your Google Sheets Document
Open the Google Sheets document that contains the numbers you want to sort.
In this initial step, make sure you have the correct Google Sheets document open. This should be the document that contains the data you need to organize. If you have multiple sheets within the document, navigate to the one with the numbers you want to sort.
Step 2: Select the Column
Click on the letter at the top of the column that you want to sort.
When you select the entire column by clicking its letter, you’re telling Google Sheets exactly where the data you want to sort is located. Ensure you’ve clicked on the correct column to avoid sorting the wrong set of data.
Step 3: Sort the Data
Go to the “Data” menu, and select either “Sort sheet by column A-Z” for ascending order or “Sort sheet by column Z-A” for descending order.
This step is where the magic happens. By selecting one of these options, you’re instructing Google Sheets to rearrange the numbers in the selected column from smallest to largest (ascending) or from largest to smallest (descending).
Pros
| Benefit | Explanation |
|---|---|
| Organized Data | Sorting numbers in Google Sheets can transform a random collection of values into an organized list, making it easier for you to spot patterns or outliers. |
| Time-saving | Instead of manually rearranging rows, sorting automates the process, saving you precious time that you can use for other tasks. |
| Improved Analysis | With sorted data, performing tasks like creating charts or calculating statistics becomes more straightforward, leading to more accurate analysis. |
Cons
| Drawback | Explanation |
|---|---|
| Potential Data Disruption | If you sort only one column without selecting the entire row, you might disrupt the relationship between data points across multiple columns. |
| Limited Sorting Options | Google Sheets may not always accurately sort data that includes a mix of formats, such as numbers and text. |
| Manual Error Checking | After sorting, it’s crucial to check your data manually to ensure that everything has lined up correctly, which can be time-consuming. |
Additional Information
When working with Google Sheets, sorting by number might seem like a basic task, but it’s an essential skill that can greatly enhance your data management capabilities. Remember, before sorting, it’s always wise to make a copy of your data or use the “Undo” feature should anything go awry. Another tip is to ensure that the numbers you’re sorting are actually formatted as numbers. Sometimes, what looks like a number could be formatted as text, leading to unexpected sorting results.
Keep in mind that sorting works best when your data is consistent. If your column includes different units of measurement or a mix of numbers and text, Google Sheets might not sort the way you intend it to. In these cases, you may need to do some data cleaning beforehand.
Lastly, don’t underestimate the power of using filters for sorting. Applying a filter to your data set allows you to sort while also giving you the flexibility to view your data in different ways without altering the original order.
Summary
- Open the Google Sheets document with the data.
- Click on the letter at the top of the column you wish to sort.
- From the “Data” menu, choose the appropriate sorting option for ascending or descending order.
Frequently Asked Questions
What if I want to sort multiple columns?
If you want to sort multiple columns, select the range of cells you want to sort, go to the “Data” menu, and choose “Sort range.” You’ll then be able to specify the sorting options for each column.
Can I sort by number if the numbers are formatted as currency or percentages?
Yes, Google Sheets can sort numbers that are formatted as currency or percentages just as it would with regular numbers.
What happens if I sort a column with merged cells?
Sorting a column with merged cells can lead to unpredictable results. It’s best to unmerge any cells before sorting to avoid issues.
Is it possible to sort data in a custom order?
Yes, you can create a custom sort order by using the “Sort range by custom order” option under the “Data” menu.
How can I sort my data alphabetically?
To sort data alphabetically, follow the same steps as sorting by number, but choose the “Sort sheet A-Z” or “Sort sheet Z-A” options for ascending or descending alphabetical order.
Conclusion
Mastering how to sort by number on Google Sheets can significantly enhance your efficiency and accuracy when working with data. Whether you’re preparing a report, analyzing survey results, or keeping track of financial records, sorting is a foundational skill that every Google Sheets user should know.
Follow the steps outlined in this article, and you’ll be sorting like a pro in no time. And remember, practice makes perfect, so don’t be afraid to try out different sorting options to see what works best for your data.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.