Google Sheets allows you to sort data in ascending or descending order based on alphabets (alphabetize), numbers, colors, and more. All you need to do is apply filters and select the “Sort A to Z” or “Sort Z to A” feature.
There are a lot of powerful features in Google Sheets for organizing and visualizing datasets.
Numbers aren’t the only way to visualize data! Sometimes, you may wish to sort your spreadsheet by employee names, job titles, departments, products, categories, and more.
In this complete guide about sorting in Google Sheets, we will specifically focus on how to alphabetize in Google Sheets. Make sure to read the article until the end, as it includes useful functions and tools prebuilt into Google Sheets for sorting data alphabetically.
Below is a list of methods for sorting datasets in Google Sheets by alphabet. You can simply click on any link to jump to that particular section:
At the end of this article, we will also discuss sorting multiple columns alphabetically and the quickest method to sort an independent column by alphabet.
Copy the Example Google Sheet
You can copy the following Google Sheet to practice what we are discussing in this article. It will help you better understand the formulas and functions discussed in the following sections.
It is okay if you have your own Google Sheet with you. Open it and follow me along as we move through this article.
Now, without any further ado, let’s begin.
How to Sort Alphabetically in Google Sheets Using Filters
It is the fastest method of sorting any data in Google Sheets. You can sort by columns using the Filter option.
It doesn’t require any special skills or understanding of Google Sheet Formulas.
Let us see how we can sort the above table by Employee Names (Full Name). It contains 20 rows and three columns.
Here are the steps,
- Open the Google Sheet and go to the spreadsheet containing all the data
- Click on any cell of the table
- Hover to the toolbar section sitting below the main menu
- Click on the filter icon on the far right side of the screen
- It will enable the filter for every column of the table, as shown below,
- As we are planning to sort by Full Name, click on the funnel icon beside the full name column header
- You will see a range of options for filtering and sorting the data
- Choose the “Sort A to Z” option to sort the data in ascending order. You can also go for the “Sort Z to A” option in case of sorting the data in descending order
That’s it!
The Google Sheet will instantly sort the data alphabetically.
Filters are the most used feature in Google Sheets for sorting data alphabetically. If you need quick results, then look no further follow the above steps to sort data alphabetically.
What is another way to enable filters for a table?
You can go to the main menu and click on the “Data” tab, and from the available options, choose “Create a filter” to enable the filter for your table.
Main Menu > Data > Create a filter
Both are quick and convenient if you enable the filter using the Data tab or Toolbar section. So, you can choose them as per your preference.
How to Alphabetize in Google Sheets using the SORT Function?
The Sort is a powerful function in Google Sheets. It is an array formula with the following syntax:
=SORT(range, sort_column, is_ascending)
Each argument needs to be replaced with proper information,
- “range” needs to be replaced with table range or entire column
- “sort_column” needs to be replaced with the column number
- “is_ascending,” here put “TRUE,” if you wish to sort the column in ascending order
This method of sorting data alphabetically differs from the other two discussed in this article.
It requires an extra workaround. But it is worth it because you will create a dynamic table that updates automatically.
This functionality is helpful, as you may have noticed that whenever we change something or add new records to the table, the sorting is messed up, and you have to apply the sorting again.
As mentioned above, creating a dynamic table means each time you change something or add new rows to the main table, it will reflect in the newly created dynamic table, and the sorting is adjusted automatically considering these recent changes.
Let us divide the procedure for sorting the data alphabetically using the Sort function into two steps:
Step #1 – Create A New Table
You can choose to create a new table for the dynamic data in the same or a new spreadsheet.
All you need to do is add similar or related headers to avoid future confusion.
For the sake of this article, we will create a new table in the same spreadsheet. Here’s how our new and old tables look.
Step #2 – Sort by Alphabets using Sort Function
As discussed earlier, let’s create the dynamic data by following the steps below.
- Click on the first cell right below the first header, as shown in the following image
- Type “=sort”
- Choose the first option from the popup or press “Tab” on your keyboard
- Now, select the entire table and make sure you do not include headers, as shown below
- Press “,” on your keyboard to move to the next argument
- Put “1” to sort the employee names (Full Name column) alphabetically
- Press “,” on your keyboard
- As we plan to sort the data in ascending order, we will type “true.”
- Complete the bracket using “)”
- Press “Enter” on your keyboard
You will see that data is populated in the new table. This newly created dynamic table is sorted by Full Name in ascending order. However, if you wish to sort it in descending order, you may choose to type “false” to replace the “is_ascending” argument. After doing so, the final formula will be as follows,
=SORT(A2:C21,1,false)
Note that the Sort function is an array formula, so if you change something by typing or copy-pasting in the newly created dynamic table, the entire table will disappear instantly. Please avoid changing or adding records to the dynamic table.
PRECAUTION: The common mistake while using the Sort function
It is not keeping all the cells empty in the newly created table.
Note that it is crucial to make sure that all where the new dynamic table will be created are empty.
For example, look at the following image. We have a false entry “asd$” in one of the cells of the new table.
After using the Sort function will display the error “Array result was not expanded because it would overwrite data in E11.”
What is another way to insert the Sort function?
If you don’t prefer manually typing the Google Sheet formulas, follow the steps below to insert the Sort function.
- Go to the main menu and click on the “Insert” tab
- Choose the “Function” option from the popup
- Next, click on “Filters.”
- Select the “SORT” from the popup
How to Sort Alphabetically in Google Sheets using the Sort Range Tool?
This method is very similar to the first method we discussed above.
If you don’t wish to create a separate dynamic table for your data using the SORT function, then you can use the Sort Range tool.
Let’s begin,
- Open the Google Sheet and go to the spreadsheet containing all the data
- Click on any cell of the table
- Select the entire table by pressing “CTRL + A” on your keyboard
- Hover to the main menu and click on “Data” tab
- Choose the second option, “Sort range,” from the popup
- Click on the “Advanced range sorting options.”
- You will see a new dialog box on the screen
- Tick the box before “Data has header row.”
- Click on the dropdown beside the “Sort by” option and choose “Full Name.”
- Next, you have two options: “A to Z” and “Z to A.” Choose the A to Z option to sort the data in ascending order and the Z to A option to sort data in descending order
- The circle before the “A to Z” option is ticked by default; we will keep it as is because we wish to sort the data in ascending order
- Click the “Sort” button in the green
Note that Sort Range will only work if you select the entire table or at least the entire column in case of a single column. Otherwise, the Sort Range option will be grayed out and won’t be clickable. Refer to the following image.
Another thing is to avoid selecting a single column while using the Sort Range tool for a table. It will only sort the data in that particular column, and the remaining columns won’t be sorted.
Sorting Multiple Columns Alphabetically using the Sort Range Tool
Let us sort the table by Full Name and Department column. The steps are very similar to the above.
- Open the Google Sheet
- Go to the main menu and click on the “Data” tab
- Choose “Sort range” from the popup
- Next, click on “Advanced range sorting options.”
- Tick the box before “Data has header row.”
- Let us start with the Department of the employees; click on the dropdown beside “Sort by” and choose the “Department” column
- Tick the circle before “A to Z,” as we are planning to sort this column in ascending order
- Now, for the next column, click on the button “Add another sort column” as shown below
- Click on the dropdown beside “then by” and choose the “Full Name” column
- Tick the circle before “A to Z” to sort the Full Name column in ascending order
- Click on the “Sort” button in green
The Best Method to Sort the Single Column
Here is an example of a single independent column that is not part of any table.
In this case, the above methods will work but are pretty lengthy.
The Sort Sheet feature is the fastest method for sorting a column’s data alphabetically.
Here’s how to use the Sort Sheet feature,
- Open the Google Sheet and go to the spreadsheet containing the data
- Click on any cell of the column
- Hover to the main menu and click on the “Data” tab
- Choose the first option, “Sort sheet”
- A new popup will open with two options: Sort sheet by column A (A to Z) and Sort sheet by column A (Z to A)
- As we need to sort the data in ascending order, let’s select the first option, “Sort sheet by column A (A to Z).”
Data > Sort sheet > Sort sheet by column A (A to Z)
This feature is not helpful in the case of tables as it doesn’t take into account the Table Headers. In other words, it sorts the data from the column, including the header, as shown below.
Final Words on How to Sort Alphabetically in Google Sheets
Google Sheets works almost similar to Microsoft Excel when it comes to sorting and filtering datasets.
Both are convenient options to sort the data alphabetically. It depends on your requirements.
- If you wish to do it quickly, then go for Filter.
- The SORT function is useful when you plan to preserve the main data and create dynamic tables that update automatically.
- The Sort Range Tool is handy when you are planning to sort multiple columns.
Google Sheets is the best spreadsheet software for data organization and management.
Various other features for filtering and sorting the data in Google Sheets exist. Don’t forget to explore our blog section for more useful tips and tricks to master both Google Sheets and Microsoft Excel.
I hope this article helped you learn to sort data by alphabet. In case you are stuck somewhere and have any doubts, feel free to comment below.