What Is Alphabetized In Google Sheets?
Alphabetized in Google Sheets is used to sort data in an alphabetical order, commonly used in large datasets or lists that helps to organize information for easier analysis. With the Google Sheets Alphabetized feature, users can sort data, A-Z, ascending order or Z-A, descending order, depending on the values, whether alphabets or numeric values. It can be applied to a single or multiple columns.
For example, we have a few student data with their names, date of joining, age, gender and location. We will sort the names in the alphabetical order using the Google Sheets Alphabetized feature.
Select column C, click the “Create a filter” tool and select the “Sort A to Z” option, as shown below.
The output is shown above. The names in column C are arranged in alphabetically from A to Z. We notice that column A is not in order indicating that the dataset is sorted.
Key Takeaways
- Alphabetize in Google Sheets means arranging the dataset in an alphabetical A to Z or Z to A or numerical, ascending or descending order. It is useful in large datasets as it makes searching and eliminating duplicates easier.
- Whenever we sort a single column, the entire dataset gets sorted according to the selected column.
- If the data range contains merged cells or hidden rows/columns, ensure to first unmerge the cells or unhide the rows and columns to avoid incorrect sorting.
- We can also use the SORT function to sort data alphabetically or numerically.
- “Create a filter” option, gives the filter icon on one particular header if we have selected that column in the first place. However, without selecting any data from the dataset, when we apply the “Create a filter” option, then all the header values or the first row get the filter icon.
How To Use Alphabetize In Google Sheets Using Sort & Filter?
We can use Alphabetize in Google Sheets Using Sort & Filter with 2 methods,
- Using the Data tab.
- Using the Filter tool.
Method #1 – Using the Data tab
The procedure to apply the Alphabetize in Google Sheets using the “Data” tab is,
1) Scenario 1: Select any column or a cell – click the “Data” tab – select the “Sort sheet” option right-arrow – choose “Sort sheet by column name (A to Z)” or “Sort sheet by column name (Z to A)”.
2) Scenario 2: Select a cell range – click the “Data” tab – select the “Sort range” option right-arrow – choose “Sort range by column name (A to Z)” or “Sort range by column name (Z to A)”.
3) Scenario 3: Select multiple columns – click the “Data” tab – select the “Sort range” option right-arrow – choose the “Advanced range sorting options”.
The “Sort range from (selected cell range)” window appears. Here,
- Check/tick the “Data has header row” checkbox, if the selected dataset or cell range has headers.
- Select the required column to be sorted first in the “Sort by” drop-down.
- Select either “A to Z” or “Z to A” option.
- For the next column sorting, click the “Add another sort column” option, and repeat the above procedure, till all columns to be sorted are entered. [Note: Every time we click the “Add another sort column” we get a new section of “Sort by” option but instead of “Sort by” option, it will be “then by” option
- Finally click the “Sort” option.
Method #2 – Using Filter tool
Step 1: Select the cell range or the dataset to be sorted and click the “More” option on the ribbon, as shown below.
Step 2: We get new tool options. Select the “Create a filter” option, as shown below.
Step 3: We will see the filter icons on the first row of the selected cell range, as shown below.
Step 4: Select the column that we want to sort and click that particular filter icon, here, column B. Then, we get the following options. We can select if we want to sort A to Z or Z to A, as required.
The Sort & Filter function allows for quick and efficient alphabetization of large datasets, making it an invaluable tool for professionals who require well-organized information within their spreadsheets.
Examples
Let us consider some Alphabetized in Google Sheets examples to sort a single or multiple columns, with or without the first header row. We will also use the Filter option.
Consider the dataset given below that consists of employee data such as their names, IDs, date of joining, department and salary. We will use this dataset to work on the required examples.
Example #1 – SORT Alphabetically by One Column
The procedure to SORT Alphabetically by One Column are,
Scenario 1: Ascending order – Select column E, click the “Data” tab – select the “Sort sheet” option right-arrow – choose “Sort sheet by column E (A to Z)”, as shown below.
We will get the alphabetically, top to bottom, sorted data, as shown below.
Now, this sorting is done in A to Z or ascending order. We will find the Z to A or descending order.
Scenario 2: Descending order – Select column E, click the “Data” tab – select the “Sort sheet” option right-arrow – choose “Sort sheet by column E (Z to A)”, as shown below.
We will get the alphabetically, bottom to top, sorted data, as shown below.
We see that the dataset headers have come to the last row, because the header of column E is “Department” and is the last alphabet that occurs in descending order.
Example #2 – Sort Alphabetically by multiple columns
The steps to Sort Alphabetically by multiple columns are as follows:
Step 1: Select columns B and C – click the “Data” tab – select the “Sort range” option right-arrow – choose the “Advanced range sorting options”.
Step 2: The “Sort range from B1 to C11” window appears. Here,
- Check/tick the “Data has header row” checkbox, if the selected dataset or cell range has headers.
- Select the required column to be sorted first in the “Sort by” drop-down, here, “Employee Name” and select the “A to Z” option.
- For the next column sorting, click the “Add another sort column” option, and select the required column to be sorted first in the “Sort by” drop-down, here, “Employee ID” and select the “A to Z” option, as shown below.
Step 3: Finally, click the “Sort” option, to close the “Sort range from B1 to C11” window, and get the following sorted output.
Example #3 – Alphabetize in Google Sheets without the first row
The steps to Alphabetize in Google Sheets without the first row are,
Step 1: First, we must freeze the header row or the first row. Therefore, select the “View” tab – click the “Freeze” option right-arrow – select the “1 row” option, as shown below.
The dataset will look, as shown below, where the 1st row is frozen.
Step 2: Now, select column B – click the “Data” tab – select the “Sort sheet” option right-arrow – choose “Sort sheet by column B (Z to A)”, as shown below.
We get the employee names sorted in descending order, without affecting the header, as shown below. Unlike how we saw in example 1, scenario 2, where the headers moved to the last row of the dataset, after sorting.
Example #4 – Alphabetized in Google Sheets by Filter option
The steps to Alphabetized in Google Sheets by Filter option are as follows:
Step 1: Select the column D and click the “More” option on the ribbon, as shown below.
Step 2: We get new tool options. Select the “Create a filter” option, as shown below.
Step 3: We will see filter icon on column D header, as shown below.
Step 4: Click the filter icon, to view the options available. Select “Sort A to Z”, as shown below.
We get the output shown below, where the dataset is arranged in ascending order according to the dates.
Important Things To Note
- The “Sort range” option in the “Data” tab will be available to use only if we select a cell range. If a cell or a column is selected, then, this option will be greyed-out.
- Before sorting or filtering, ensure to unhide the hidden data. And also unmerge the merged cells.
- The feature is case-sensitive.
- The blank or empty cells also get sorted during sorting and filtering.
Frequently Asked Questions (FAQs)
An alternate method to Alphabetize in Google Sheets byusing the Sort option are as follows:
Step 1: Hover around any column and we will get a drop-down arrow, as shown in the image below, within the red rectangle.
Step 2: Click the drop-down on the column required to sort and select from the two options, i.e, “Sort sheet A to Z” or “Sort sheet Z to A”, as shown below.
A few limitations to consider when using the Alphabetize in Google Sheets feature are as follows:
a. It is case-sensitive. Therefore, it distinguishes between the uppercase and lowercase letters.
b. It treats the numeric values as text, resulting in numbers being sorted alphabetically rather than numerically.
c. If the data range contains merged cells or hidden rows/columns, the sorting will be incorrect.
d. When dealing with complex datasets, sorting multiple columns, simultaneously, will be challenging and confusing.
e. If cells within a column have different formats, such as different font sizes or styles, it can result in unpredictable sorting outcomes.
f. Merged cells pose a problem as Google Sheets considers them as separate ranges instead of individual cells during the sorting process. It can lead to scrambled data and incorrect alphabetical order.
g. Including empty cells within the selected range for sorting can cause errors as Google Sheets treats them as having values rather than an absence of data, disrupting the correct alphabetical arrangement.
The hidden or merged data does not allow precise sorting to take place when we Alphabetize in Google Sheets. Therefore, ensure to unhide any hidden rows or columns, and unmerge any merged cells in the dataset before sorting. By doing so we will not miss any data and have the correct sorted data.
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