Easy and Detailed Guide on Using SORT and FILTER Functions in Google Sheets

Each SORT and FILTER function has its own purpose. Besides using each of these functions individually, users can also apply the combined SORT and FILTER function to conveniently and easily manage data. Let's explore the unique combination of these two functions through this article with FPT Shop.

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The combination of SORT and FILTER functions in Google Sheets helps users filter and sort data quickly and easily, even in large datasets. This function is a combination of both SORT and FILTER functions and is widely used in data management. Explore this combination with FPT Shop through this article.

How to use the SORT function in Google Sheets

Before we get into the instructions on how to use the combination of SORT and FILTER functions in Excel software, let’s explore the function and usage of the SORT function separately.

What does the SORT function do?

The SORT function is used to sort the rows of a given range of cells by a value that can be from one or more columns. The SORT function helps users sort data in ascending or descending order.

Understand the general usage of the SORT function

The formula of the SORT function is:

=SORT(range; sort_column; ascending; [sort_column_2; …]; [ascending_2; …])

Explanation of the SORT function formula:

  • The range is the area containing the values that the user wants to sort.
  • The sort_column is the column of data or calculation column outside the range of cells containing the values to be sorted.
  • Ascending, with the symbol TRUE: Sort the column to be sorted in ascending order. And vice versa, FALSE is sorting the calculation column in descending order.
  • [sort_column; …]; [ascending_2; …]: Indicates the same for other sort_column and ascending arguments and also in ascending order.

For example, let’s illustrate the SORT function:

With the given data table that includes information such as Quantity, Product, and Supplier. Requirements: Apply the SORT function to sort the data table in alphabetical order with the Supplier column.

Syntax: =SORT(A2:C15;2;TRUE)

Explanation of the above syntax:

  • A2:C15: The data range (data table) containing the information to be sorted.
  • 2: The data column with the value that the user wants to sort, which is the Supplier column.
  • TRUE: The symbol represents sorting the characters in ascending order.

How to use the FILTER function in Google Sheets

Learn about and understand the function and usage of the SORT function separately. To get to the instructions on how to use the combination of SORT and FILTER functions in Excel software, in the next section.

What does the FILTER function do?

The FILTER function helps users filter data that meets the required conditions. When filtering data, the function does not affect other data, but only considers and selects data according to the user’s preferences.

Understand the general usage of the FILTER function

The formula of the FILTER function in Google Sheets is:

= FILTER(range; condition 1; [condition 2; condition 3; …])

Explanation of the FILTER function formula:

  • Range is the data range containing the values you want to filter.
  • Condition 1; condition 2; condition 3; … are the required conditions for the value to be filtered.

For example, let’s take an example of how to use the FILTER function:

Still using the data table from the SORT function section. The requirement is to apply the FILTER function to filter products for each supplier.

The formula is: =FILTER(A2:A15;B2:B15=F1).

Explanation of the above formula:

  • A2:A15 is the range that contains the Product column values that need to be filtered.
  • B2:B15=F1 represents the condition of the problem to filter the products for each supplier.

Combining SORT and FILTER functions in Google Sheets

The formula for the combination of SORT and FILTER functions is as follows:

=SORT(FILTER(range; condition 1; [condition 2; …]); sort_column; ascending; [sort_column; …]; [ascending 2; …])

The components are:

  • FILTER(range; condition 1; [condition 2; …]): The filtered data range through the FILTER function to perform sorting.
  • sort_column: Indicates the data column located in or out of the range of cells containing the values that the user wants to sort.
  • ascending: With the symbol TRUE, it represents sorting the column in ascending order. And with the symbol FALSE, it represents sorting the column in descending order.
  • [sort_column; …]; [ascending 2; …]: Indicates the same meaning as the other sort_column and ascending arguments mentioned above.

Consider the following example:

Continue using the data table provided in the SORT function section. Apply the combination of SORT and FILTER functions to filter products for each supplier and sort them in descending order.

=SORT(FILTER(A2:A15;C2:C15=F1);1;FALSE).

Explanation of the SORT and FILTER functions:

  • FILTER(A2:A15;C2:C15=F1): The FILTER function filters the product values for each supplier.
  • 1: Represents the column of data with the value that needs to be sorted, which is the Product column.
  • FALSE: The symbol represents sorting the values in descending order.

Conclusion

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Frequently asked questions

To sort data in Google Sheets, simply select the range of cells you want to sort, then go to the Data menu and choose the ‘Sort range’ option. You can sort by a single column or multiple columns, in ascending or descending order. If your data has headers, make sure to check the ‘Sort by header row’ box so that your headers remain intact.

Google Sheets offers two main ways to filter data: basic filtering and advanced filtering. Basic filtering allows you to quickly hide rows that don’t meet your criteria, while advanced filtering gives you more control and flexibility. To use basic filtering, select the range of cells you want to filter and go to the Data menu, then choose ‘Create a filter’. You’ll see dropdown arrows in your header row that you can use to filter by that column. For advanced filtering, use the ‘Filter by condition’ option in the Data menu.

Yes, you can sort or filter data that contains formulas in Google Sheets. Just be aware that sorting or filtering may impact the calculations in your formulas. If you sort a column with formulas, the formulas will move with the cells, and the references within the formulas will adjust accordingly. For filtering, if you hide rows that contain formulas, those formulas will not be calculated until the rows are unhidden.

Sorting data by cell color or font color is possible in Google Sheets. First, format the cells with the colors or fonts you want to use as sorting criteria. Then, select the range of cells and go to the Data menu. Choose ‘Sort range’, and in the sorting dialog box, select the ‘Sort by color’ option. You can then choose to sort by the cell’s fill color, text color, or both.

Yes, there are keyboard shortcuts for both sorting and filtering in Google Sheets. To sort data using the keyboard, select the range of cells and use the shortcut Alt + A + S (on a PC) or Option + Command + S (on a Mac). This will open the sorting dialog box. For basic filtering, you can use the shortcut Ctrl + Shift + L (PC) or Command + Shift + L (Mac) to create a filter in your selected range.

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