Sort Data
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Sort Data

Abstract

Sort a cell range by one criterion in ascending, descending numeric order, ascending, descending alphabetic order

Sorting a range of cells is a straight forward process involving the following steps:

  1. Highlight the range of cells to be sorted.

  2. Data->Sort

  3. Set the criteria in the Sort dialogue.

  4. Click OK.

[Important] Important

Select the entire block to be sorted. If columns are omitted, the resulting data could become a meaningless jumble.

Numeric sorts

Suppose we have the following spreadsheet displayed on our screen. We wish to sort the data on this in the order of the points with the lowest at the top. Here we wish to sort according to values, hence this is a numeric sort.

In this case, the data is located in the range A4:F36. We call each row between columns A and F a record and each column a field.

  • Highlight the range A4:F36

If we omitted any rows, the records would not be sorted. If we omitted any columns, the values in the omitted fields would be associated with the wrong records.

  • Data->Sort

In the Sort by window select Column F. This is the column that contains the values that we wish to sort according to.

  1. Check the adjacent Ascending radio button.

  2. Click OK.

If you wished to sort the data by points in descending order, that is with the highest number first, you would have checked the Descending radio button.

Alphabetic sorts

Suppose we had wished to sort the data in the previous example in alphabetic order of name you would proceed as follows:

  1. Highlight A4:F36

  2. Data->Sort

  3. Select Column A in the Sort by window. This is the column containing the name field.

  4. Check the Ascending radio button.

  5. If you wished to sort with the names sorted in reverse order from Z to A, you would check the Descending radio button.

  6. Click OK.

Multiple sort criteria

If you look at the above screen you will see that there are two names Andiswa. The first has higher points than the second. You can sort on multiple criteria so that, where there are multiple occurrences of the first sort criteria, these can then be sorted according to the second criteria. The following screen shows how to do this in the Sort dialogue.

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