Custom Sort in Google Sheets: A Step-by-Step Guide

Custom sorting in Google Sheets helps you manipulate data presentation to better meet your analytical and reporting needs, streamlining workflows and enhancing clarity in your spreadsheets.

Let's explore various ways to customize sorting in Google Sheets in this article, providing step-by-step instructions to organize your data effectively.

Using the Built-in Sort Feature

• Select Your Data: Begin by selecting the column or range of cells you want to sort. Click at the top of the column to sort a single column or drag across multiple columns if your data spans several columns.
• Access the Sort Options: Navigate to the "Data" menu. You have options here: "Sort range" for specific selections or "Sort sheet by column" to apply sorting to the entire sheet based on your selected column.
• Configure Your Sort: You can sort your data alphabetically, numerically, or even by date, depending on the data type in your selection. Choose ascending (A to Z, oldest to newest) or descending (Z to A, newest to oldest) order to suit your needs.

Sorting by Multiple Columns

• Select Your Range: Highlight the entire range that you need to sort, making sure to include all the columns that contain relevant data.
• Open Sort Range Options: From the "Data" menu, choose "Sort range", then select "Advanced range sorting options" to tailor your sorting criteria.
• Add Sort Rules: Initially set your primary column for sorting, and specify whether it should be ascending or descending. Then, add secondary (or more) sorting rules to refine your results, such as first sorting by last name, then by first name, and finally by birthdate if you’re organizing a list of individuals.

Sorting Using Custom Formulas

• Select Your Range: Mark the cells or columns that require sorting. This is crucial as it determines the scope of your sorting operation.
• Choose "Sort range" Using a Formula: After selecting "Sort range" from the "Data" menu, check if your data includes a header row, and select "Data has header row" if applicable. Then, choose "Custom formula is" to enter your specific sorting logic.
• Input Your Formula: Create and input a formula that reflects your sorting conditions. For instance, use a formula like =ISNUMBER(SEARCH("priority", A2)) to sort rows based on whether the word "priority" appears in the cells of column A. Rows containing "priority" will be sorted to appear before those without.

These detailed strategies allow you to handle data sorting tasks in Google Sheets with precision, catering to both simple and complex data setups.