HOW TO ALPHABETIZE DATA IN GOOGLE SHEETS?

HOW TO ALPHABETIZE COLUMNS IN GOOGLE SHEETS

INTRODUCTION

The need to alphabetize any column in google sheets is quite frequent and very easy to handle.

ALPHABETIZING ANY COLUMN IN GOOGLE SHEETS IS THE PROCESS OF ARRANGING THE TEXT IN THE ALPHABETICAL ORDER.

Alphabetizing the data in google sheets is required mostly in the cases of reports where Textual portion is in the column of importance such as a Telephone directory , employee details, student details etc.

These are the situations where we want to search for any particular details with respect to the name of the employee or student.

Alphabetizing is a specific case of SORTING IN GOOGLE SHEETS with respect to the text given in a column.

In this article, we’ll learn to alphabetize any data in google sheets with the help of examples and understand the logic behind the steps.

BUTTON LOCATION TO ALPHABETIZE DATA IN GOOGLE SHEETS

The picture below shows the button location for DATA SORTING in  GOOGLE SHEETS

SORTING OPTION is found under the MENU DATA.

BUTTON LOCATION FOR SORT IN GOOGLE SHEETS

WHEN DO WE NEED TO ALPHABETIZE IN GOOGLE SHEETS

We might need to alphabetize the data as per a specific column under the following circumstances

  • Dealing with the reports where the major column contains text and we want the text entries to be alphabetical.
  • Any report containing the phone or mobile numbers of people.
  • Any list containing the Employee details where the major column is the name of the employees.
  • Any list containing the first name or last name and other details of the employees.

STEPS TO ALPHABETIZE THE DATA IN GOOGLE SHEETS

For understanding and learning the steps to alphabetize the data in various useful ways, we need to take up an example.

Here is an example of a telephone directory simply containing the random first names, last names, addresses and telephone numbers.

The data is given as a table in the sheet. The table is given below.

TELEPHONE DIRECTORY- GYANKOSH.NET
FIRST NAMELAST NAMEADDRESSPHONE NUMBER
ALFREDDANIELSWASHINGTON990390790
DOMINICCRONJENEWYORK918184902
AMARTORTOROPARIS991011637
BERNARDSNIDERCANBERRA956632193
FRIDRICHKIRKNEW DELHI921936008
BARBARAGARRETTNEWYORK919598646
BRADSNIDERNEWYORK904704323
HADWINMACYWASHINGTON936110349
MichaelAndersonCANBERRA920589487
DanAndersonNEWYORK916531800
MargaretAshworthNEWYORK960298347
GraceAveryCANBERRA980977697
PaulBakerWASHINGTON913922672
JonathanBatesCANBERRA987091867
YvonneBromleyNEWYORK983574740
RubyBrownNEW DELHI996626948
ChristopherBushCANBERRA959501693
LouiseButtWASHINGTON947383001
FionaCarterNEW DELHI987011991
LaurenceCheethamCANBERRA923705298
JohnCherryWASHINGTON953082632
AndersClausenNEW DELHI910624376
JohnEdmondsNEW DELHI988926494
DaveFarrNEW DELHI966129703
NormanFeerickPARIS958026512
DavidFitzpatrickPARIS996849973
JohnFosterWASHINGTON932191161
VanessaFrankNEW DELHI994978083
JosephGillWASHINGTON944120663
WarrenGleesonWASHINGTON910600116
MartynHarrisNEW DELHI900923966
DonnaHighamPARIS942199956
BettyHurdNEW DELHI995184516
PatriciaJonesWASHINGTON929112679
StephenKershawPARIS918792042
DeanKitchingWASHINGTON999750154
JeannetteKnightNEWYORK969154279
ManjinderLalPARIS946744543
WilliamMatthewsWASHINGTON900955821
BernadetteMcGowanPARIS969534392
MichaelNorrisPARIS971782377
RosannaRansomWASHINGTON902701569
DavidRawlinsonPARIS923181747
ClaireRobinsonWASHINGTON967465655
MichaelaRockWASHINGTON935653890
TerenceRowleyCANBERRA978627963
RjScoreNEW DELHI966280807
EmilyShelleyNEW DELHI970965503
LaraineTaitNEW DELHI979913709
MustafaTanWASHINGTON990203631
CarwynThomasCANBERRA991784227
AlanThomsonNEWYORK913404554
DavidTuckerCANBERRA962914456
KennethWainwrightCANBERRA912620710
TraceyWatersNEWYORK905646436
IngeWilliamsCANBERRA971261575
JohnWilliamsWASHINGTON929936688
IanYuleNEWYORK973658150
EXAMPLE DATA

EXAMPLE DATA TABLE

WE’LL FIND ALPHABETIZE THE DIFFERENT COLUMNS OF THE GIVEN TABLE.

WE’LL FIND OUT THE DATA WITH

  1. ALPHABETICAL FIRST NAMES.
  2. ALPHABETICAL ADDRESS FOLLOWED BY ALPHABETICAL LAST NAMES.

ALPHABETIZE THE DATA AS PER THE FIRST NAME COLUMN

We’ll need to sort the FIRST NAME column alphabetically.

Follow the steps to sort the data as per the first name column.

Select the complete data [ Except Headers ].

IF THE DESIRED COLUMN TO BE ALPHABETIZED IS THE FIRST COLUMN

Go to DATA MENU > Sort Range by column D, A –>Z [ The column is mostly opted as the first column. Choose this option only if it suits our need ]. For our example, first name column is in the COLUMN D which satisfies our requirement.

The data will be sorted.

The following figure shows the steps.

SELECT THE DATA AND CHOOSE SORT OPTION

 After sorting the data looks like the following picture

ALPHABETIZED DATA AS PER COLUMN FIRST NAME

We can see that the data has been sorted or alphabetized as per the first column i.e. FIRST NAME.

Now, if we want to track a particular person’s phone number, we can simply search and scroll down the first name column which is in alphabetical order and easily find out the number.

These steps can be used easily to put the data as per the alphabet easily in google sheets.

Let us now put two columns in alphabetical order i.e. the ADDRESS COLUMN and LAST NAMES.

PUTTING THE MULTIPLE COLUMNS IN ALPHABETICAL ORDER IN GOOGLE SHEETS

EXAMPLE 2: ALPHABETICAL ADDRESS FOLLOWED BY ALPHABETICAL LAST NAMES.

In this example , we will put two columns under the alphabetical order.

In other words , this is a multistep sorting case in which the first sort will be on the basis of the ADDRESS whereas the second sort is on the basis of LAST NAME.

Let us find out the steps to perform the operation on the given data.

STEPS TO PUT ADDRESS COLUMN IN ALPHABETICAL ORDER FOLLOWED BY LAST NAME

Select all the data except headers.

The above example is for a very simple case. In practical world, we’ll always have many columns on which we’ll be needing to be sorted. GOOGLE SHEETS gives us the option of giving many sorting operation simultaneously.

MULTILEVEL SORTING MEANS TO SORT THROUGH MULTIPLE COLUMNS.

Lets try with an example.

DATA SAMPLE:

The data is same as used in the previous example.

An excerpt from the phone directory has been taken.

The directory has the numbers in a random fashion which we will be putting in the required order.

EXAMPLE DATA

STEPS TO PUT ADDRESS COLUMN IN ALPHABETICAL ORDER FOLLOWED BY LAST NAME COLUMN

Select the complete data. [ Always select the complete data in sorting procedures to keep the data integral. ] You can include or exclude the headers. For our example, we have excluded the headers from selection.

Go to DATA MENU and choose SORT RANGE.

SELECT SORT RANGE OPTION

A small dialog box will open.

Click on the SORT BY DROPDOWN and select the column on the basis of which sorting will take place. For our example, it is the ADDRESS COLUMN i.e. COLUMN F.

After selecting COLUMN F, choose A–>Z which means put it in alphabetical order.

Now, we have set the path for COLUMN F.

In order to add the next level for sorting, click ADD ANOTHER SORT COLUMN.

A new similar line of options will appear as shown in the third small picture in the picture below.

Again select the SECOND LEVEL SORT COLUMN from the SORT BY DROPDOWN. For our example , the second level sorting is on the basis of column LAST NAME i.e. COLUMN E.

Again choose A–> Z which means that we want to put the COLUMN E in alphabetical order.

STEPS TO ADD MULTILEVEL SORTING

After setting the rules and options, click SORT.

The data will be sorted as we required that is , the data will be sorted with the addresses in alphabetical order followed by the last name in the alphabetical order.

The following picture shows the results.

RESULT WITH ALPHABETICAL ADDRESSES AND LAST NAMES