How to Mastering Alphabetization in Google Sheets | Learn: Days Between Two Dates in Excel

Alphabetizing data in Google Sheets is the process of sorting entries in a column or row into alphabetical order. This organizing method is useful for making data easier to browse, search, and analyze.

For example, let’s say you have a Google Sheet with hundreds of customer names. Alphabetizing the names would arrange them from A to Z, allowing you to quickly scan for a specific customer. Or if you have product codes that are a mix of numbers and letters, alphabetizing puts them into a logical sequence.

In this guide, we’ll cover different ways to alphabetize your data in Google Sheets using built-in sorting functions and filters. Whether you need to alphabetize a whole column or just selected cells, we’ll show you how to:

• Use the SORT function to instantly alphabetize data
• Sort cells by clicking the toolbar icon
• Filter a column to view it alphabetically
• Avoid common alphabetizing mistakes like case sensitivity
• Re-alphabetize your data after making changes

With these tips, you’ll be able to organize your Google Sheet data from A to Z with just a few clicks. This will make your info easier to understand and work with. Let’s get started!

Open your Google Sheet

To get started alphabetizing in Google Sheets, you’ll first need to open or create a Sheet. There are a couple ways to do this:

Access Google Sheets via desktop or mobile

• On desktop, navigate to sheets.google.com and login to your Google account. This will open the Sheets homescreen where you can access existing Sheets or create a new one.
• On mobile, download the Google Sheets app and login. Tap the “+” icon to create a new Sheet or select one of your existing Sheets.

Create a new Sheet vs use existing

• To alphabetize data in an existing Sheet, simply open it from the Sheets homepage.
• To create a new Sheet to alphabetize data, click the “+” in the bottom right and select Blank.
• Give your new Sheet a name at the top and enter the data you want to alphabetize.

Now that you’ve opened a Sheet with data, you’re ready to alphabetize!

Select the data to alphabetize

To alphabetize your data in Google Sheets, you first need to select the cells that contain the data you want to sort. Here are some tips for selecting data to alphabetize:

• Use your mouse or touchpad to click and drag to highlight the cells you want to sort. You can select entire columns, rows, or a block of cells.
• To select an entire column, click the column letter at the top. To select an entire row, click the row number on the left side.
• Use keyboard shortcuts like Shift + Arrow keys or Ctrl/Cmd + A to select data. Ctrl/Cmd + A selects all data in the sheet.
• Consider if you need to sort by first name or last name. If your data has both, select both columns to sort by last name first.
• Be careful not to include any cells you don’t want re-ordered when selecting data to alphabetize. Only select the cells containing data to sort.
• Double check that your selection highlights the appropriate cells before sorting to avoid sorting unintended data.
• For large sheets, apply filters first or freeze panes to keep headers visible when scrolling.

The key is to carefully select only the cells containing data you want to alphabetize before applying the sort. Take your time to ensure the proper data is included in your selection.

Use the SORT Function

The SORT function in Google Sheets allows you to quickly alphabetize your data with just a simple formula. Here’s how to use it:

Finding the SORT Function

The SORT function is available under the Insert > Function menu in Google Sheets. You can also just start typing =SORT( into any cell and it will appear in the autocomplete dropdown.

SORT Syntax

The basic syntax for SORT is:

=SORT(range, sort_column, is_ascending)

Where:

• range is the data you want to sort
• sort_column is the number of the column you want to sort by
• is_ascending is TRUE for ascending or FALSE for descending

For example:

=SORT(A2:B10, 1, TRUE)

This would sort the data from A2 to B10 based on the values in column A in ascending order.

Sort by One or Multiple Columns

You can sort by just one column, or by multiple columns. To sort by multiple columns, provide the column numbers in an array format like this:

=SORT(A2:C10, {1,3}, TRUE) 

This would sort the data first by column A, then by column C.

Ascending vs Descending Order

The default is ascending order (A to Z). To sort in descending order, set the last argument to FALSE:

=SORT(A2:B10, 1, FALSE)

Sort using the toolbar

One easy way to alphabetize in Google Sheets is by using the sort icons in the toolbar. Here’s how to use the toolbar sorting feature:

• Locate the sort icons in the toolbar. There are two: one for sorting A to Z, and one for sorting Z to A. They look like a triangle pointing up or down.
• Click the sort A to Z icon to rearrange your data alphabetically from A to Z. Click the sort Z to A icon to rearrange alphabetically from Z to A.
• You can also select which column to sort if your data has multiple columns. Click the drop down arrow next to the sort icons and choose which column to sort by.
• For example, if you have a sheet with a name column and a date column, you could sort just by the name column to arrange alphabetically by name.

Here’s an example of the sort icons in the toolbar:

Using the built-in sort icons in the toolbar provides a quick and easy way to alphabetize your Google Sheet data with just a few clicks.

Filter Data Alphabetically

Filtering is a quick and easy way to view your Google Sheet data in alphabetical order without actually rearranging anything.

To filter alphabetically:

1. Select the column you want to filter.
2. Click the funnel dropdown icon at the top of the column.
3. Select Sort A-Z from the dropdown menu.

This will hide any rows that don’t match the A-Z filter, allowing you to view the sheet as if the data was alphabetized. The row numbers will remain unchanged.

4. To return to the full data set, choose Clear filter from the same dropdown menu.

Some things to note about filtering:

• Filtering does not actually rearrange any data, it just hides non-matching rows.
• You can create custom filters like filtering by first letter.
• Filtering is fast and convenient but does not permanently alphabetize anything.
• To fully alphabetize data, you need to use sorting or formulas instead.
• Filtering is best for quickly scanning your sheet in alphabetical order without disturbing the original data.

Tips for alphabetizing

Proper formatting and preparation of your data can make sorting and alphabetizing in Google Sheets quicker and easier. Here are some tips:

• Format cells as plain text before sorting. This will remove any formatting that may interfere with sorting.
• Split full names into separate first and last name columns. You can then sort by last name to properly alphabetize.
• Merge cells that contain multiple words or values you want to sort together. Merged cells will sort as a single unit.
• Sort by multiple columns if you need secondary sorts. For example, sort first by last name, then by first name.
• Handle duplicate values by adding an extra column with a unique ID number to use for sorting.
• Add filters after sorting to easily search and find entries alphabetically.

For example, you may need to split a full name column into first and last names. Then sort the last name column alphabetically. This will properly sort by last name rather than first.

You could also merge address cells, then sort the merged cell to keep the address together. Adding a zip code column gives a secondary sort option.

Proper preparation using these tips will ensure your Google Sheet data sorts quickly and accurately.

Common alphabetizing mistakes

Alphabetizing data in Google Sheets seems straightforward, but there are some common mistakes to watch out for:

• Forgetting to re-sort after adding data – If you add new rows or columns of data, you need to re-run the sort function. Otherwise, the new data will be out of order.
• Sorting columns instead of rows – Double check that you are sorting the rows, not the entire column. Sorting the column will mix up your other data.
• Only sorting visible data – Sorts only apply to filtered or visible data. Make sure to remove filters to sort the entire data range.
• Not being case-sensitive – By default, sorts are case-insensitive. Use the case-sensitive option for proper alphabetical order.
• Typos in formulas – One incorrect character in a SORT formula can lead to errors or the wrong sort order. Double check for typos.

For example, you may accidentally type SORTT instead of SORT, causing the formula to fail. Or type A-Z instead of Z-A, resulting in reverse alphabetical order.

When to re-alphabetize

Keeping your Google Sheet properly alphabetized ensures you and others can easily find the data you need and analyze it properly. There are a few key times you’ll want to re-alphabetize your sheet:

• After entering new data – Any time you add new rows of data to your sheet, you’ll need to resort so the new information is in the correct alphabetical order along with the existing data. Don’t forget this step!
• If accidentally unsorted – Errors can happen, and you may find your perfectly alphabetized sheet is suddenly out of order. Sort it again as soon as you notice to restore the alphabetical organization.
• Before sharing or presenting – Double check the sort before sharing the sheet with colleagues or using it for presentations. It may have been edited since you last sorted, so verifying the alphabetical order guarantees others can use the sheet as intended.
• Automate with scripts – For large sheets you edit frequently, use Google Apps Scripts to run an automatic re-sort on a periodic basis or trigger. This saves you time while keeping things neat and ordered.

For example, you may want to resort your contact list spreadsheet before a big mailing. Or re-alphabetize product inventory before analyzing sales trends. Proper sorting helps you find contacts, products, or data faster.

Additional Resources for Alphabetizing in Google Sheets

Google Sheets provides some useful resources to help you master alphabetizing your data.

• Google Sheets Help – The official Google Help documentation includes step-by-step instructions for sorting and filtering data.
• YouTube Tutorials – There are many helpful video tutorials demonstrating how to alphabetize in Google Sheets.
• Excel vs Sheets Sorting – This guide compares the sorting features in Excel and Google Sheets.
• Alphabetize Add-ons – Add-ons like Autocrat provide additional ways to alphabetize data.
• Related Templates – Search for Google Sheets templates related to alphabetizing to find pre-made tools.
• Other Sorting Guides – There are many other guides with tips for sorting and alphabetizing in Sheets.
• Alphabetical Order Examples – View examples of properly alphabetized lists for reference.

With these additional resources, you should have all the information you need to alphabetize data in Google Sheets quickly and easily. The official help documentation and video tutorials are great places to start.