Sorting data by last name in Google Sheets is a common task that can be accomplished using various methods. In this comprehensive guide, we will walk you through the steps to sort data by last name in Google Sheets, including the use of formulas, filters, and the SORT function. We will also discuss some advanced techniques and tips to help you master this skill.
The importance of sorting data by last name cannot be overstated. In many cases, such as in contact lists, employee directories, or student records, sorting by last name is a crucial step in organizing and analyzing data. It allows you to quickly and easily identify patterns, trends, and relationships within the data, making it easier to make informed decisions or take action.
Google Sheets is a powerful tool that offers a range of features and functions to help you manage and analyze data. One of the most useful features is the ability to sort data, which can be done using various methods, including the SORT function, filters, and formulas. In this guide, we will explore each of these methods in detail, providing you with the knowledge and skills you need to sort data by last name in Google Sheets with ease.
Method 1: Using the SORT Function
The SORT function is a powerful tool in Google Sheets that allows you to sort data based on one or more columns. To sort data by last name using the SORT function, follow these steps:
1. Select the range of cells that contains the data you want to sort.
2. Go to the “Data” menu and select “Sort range.”
3. In the Sort dialog box, select the column that contains the last name data.
4. Click on the “Sort” button to apply the sort.
Alternatively, you can use the SORT function in a formula to sort data by last name. The syntax for the SORT function is:
SORT(range, column, sort_order)
Where:
- range is the range of cells that contains the data you want to sort.
- column is the column number that contains the last name data.
- sort_order is the sort order, which can be either “ASC” (ascending) or “DESC” (descending).
For example, to sort data by last name in ascending order, you can use the following formula:
SORT(A2:A10, 1, “ASC”)
Where A2:A10 is the range of cells that contains the data, and 1 is the column number that contains the last name data.
Sorting Multiple Columns
You can also sort data by multiple columns using the SORT function. To do this, you need to specify multiple columns in the column argument. For example:
SORT(A2:A10, {1, 2}, “ASC”)
Where A2:A10 is the range of cells that contains the data, and {1, 2} is an array of column numbers that contains the last name and first name data, respectively.
Sorting in Descending Order
You can also sort data in descending order using the SORT function. To do this, you need to specify the sort order as “DESC” in the sort_order argument. For example:
SORT(A2:A10, 1, “DESC”)
Where A2:A10 is the range of cells that contains the data, and 1 is the column number that contains the last name data.
Method 2: Using Filters
Filters are another way to sort data in Google Sheets. To sort data by last name using filters, follow these steps:
1. Select the range of cells that contains the data you want to sort.
2. Go to the “Data” menu and select “Create a filter.”
3. In the Filter dialog box, select the column that contains the last name data.
4. Click on the “Sort” button to apply the sort.
Alternatively, you can use the FILTER function in a formula to sort data by last name. The syntax for the FILTER function is:
FILTER(range, condition)
Where:
- range is the range of cells that contains the data you want to sort.
- condition is the condition that you want to apply to the data.
For example, to sort data by last name in ascending order, you can use the following formula:
FILTER(A2:A10, A2:A10>=”A”)
Where A2:A10 is the range of cells that contains the data, and A2:A10>=”A” is the condition that sorts the data by last name in ascending order.
Creating a Custom Filter
You can also create a custom filter to sort data by last name. To do this, follow these steps:
1. Select the range of cells that contains the data you want to sort.
2. Go to the “Data” menu and select “Create a filter.”
3. In the Filter dialog box, select the column that contains the last name data. (See Also: How to Cut and Paste in Google Sheets? Mastering the Basics)
4. Click on the “Sort” button to apply the sort.
5. In the Sort dialog box, select the sort order as “Custom.”
6. In the Custom sort order dialog box, select the last name column and click on the “Add” button.
7. Click on the “OK” button to apply the custom filter.
Method 3: Using Formulas
Formulas are another way to sort data in Google Sheets. To sort data by last name using formulas, follow these steps:
1. Select the range of cells that contains the data you want to sort.
2. Go to the “Formulas” menu and select “Sort & Filter.”
3. In the Sort & Filter dialog box, select the column that contains the last name data.
4. Click on the “Sort” button to apply the sort.
Alternatively, you can use the SORT function in a formula to sort data by last name. The syntax for the SORT function is:
SORT(range, column, sort_order)
Where:
- range is the range of cells that contains the data you want to sort.
- column is the column number that contains the last name data.
- sort_order is the sort order, which can be either “ASC” (ascending) or “DESC” (descending).
For example, to sort data by last name in ascending order, you can use the following formula:
SORT(A2:A10, 1, “ASC”)
Where A2:A10 is the range of cells that contains the data, and 1 is the column number that contains the last name data.
Sorting Multiple Columns
You can also sort data by multiple columns using formulas. To do this, you need to specify multiple columns in the column argument. For example:
SORT(A2:A10, {1, 2}, “ASC”)
Where A2:A10 is the range of cells that contains the data, and {1, 2} is an array of column numbers that contains the last name and first name data, respectively.
Sorting in Descending Order
You can also sort data in descending order using formulas. To do this, you need to specify the sort order as “DESC” in the sort_order argument. For example:
SORT(A2:A10, 1, “DESC”)
Where A2:A10 is the range of cells that contains the data, and 1 is the column number that contains the last name data.
Advanced Techniques
In addition to the methods discussed above, there are several advanced techniques that you can use to sort data by last name in Google Sheets. These include:
1. Using the INDEX and MATCH functions to sort data by last name.
2. Using the VLOOKUP function to sort data by last name.
3. Using the FILTER function to sort data by last name.
4. Using the SORT function to sort data by multiple columns.
Using the INDEX and MATCH Functions
The INDEX and MATCH functions can be used to sort data by last name. To do this, follow these steps:
1. Select the range of cells that contains the data you want to sort.
2. Go to the “Formulas” menu and select “Sort & Filter.”
3. In the Sort & Filter dialog box, select the column that contains the last name data.
4. Click on the “Sort” button to apply the sort.
The syntax for the INDEX function is:
INDEX(range, row_num, col_num)
Where: (See Also: How to Expand Box in Google Sheets? Unlock More Space)
- range is the range of cells that contains the data you want to sort.
- row_num is the row number that contains the last name data.
- col_num is the column number that contains the last name data.
The syntax for the MATCH function is:
MATCH(lookup_value, lookup_array, [match_type])
Where:
- lookup_value is the value that you want to match.
- lookup_array is the range of cells that contains the data you want to sort.
- match_type is the type of match that you want to perform.
For example, to sort data by last name using the INDEX and MATCH functions, you can use the following formula:
INDEX(A2:A10, MATCH(“A”, A2:A10, 0), 1)
Where A2:A10 is the range of cells that contains the data, and A2:A10 is the column that contains the last name data.
Using the VLOOKUP Function
The VLOOKUP function can be used to sort data by last name. To do this, follow these steps:
1. Select the range of cells that contains the data you want to sort.
2. Go to the “Formulas” menu and select “Sort & Filter.”
3. In the Sort & Filter dialog box, select the column that contains the last name data.
4. Click on the “Sort” button to apply the sort.
The syntax for the VLOOKUP function is:
VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Where:
- lookup_value is the value that you want to match.
- table_array is the range of cells that contains the data you want to sort.
- col_index_num is the column number that contains the last name data.
- range_lookup is the type of match that you want to perform.
For example, to sort data by last name using the VLOOKUP function, you can use the following formula:
VLOOKUP(“A”, A2:A10, 1, 0)
Where A2:A10 is the range of cells that contains the data, and A2:A10 is the column that contains the last name data.
Using the FILTER Function
The FILTER function can be used to sort data by last name. To do this, follow these steps:
1. Select the range of cells that contains the data you want to sort.
2. Go to the “Formulas” menu and select “Sort & Filter.”
3. In the Sort & Filter dialog box, select the column that contains the last name data.
4. Click on the “Sort” button to apply the sort.
The syntax for the FILTER function is:
FILTER(range, condition)
Where:
- range is the range of cells that contains the data you want to sort.
- condition is the condition that you want to apply to the data.
For example, to sort data by last name using the FILTER function, you can use the following formula:
FILTER(A2:A10, A2:A10>=”A”)
Where A2:A10 is the range of cells that contains the data, and A2:A10>=”A” is the condition that sorts the data by last name in ascending order.
Sorting Multiple Columns
You can also sort data by multiple columns using the FILTER function. To do this, you need to specify multiple columns in the condition argument. For example:
FILTER(A2:A10, {A2:A10>=”A”, B2:B10>=”B”})
Where A2:A10 is the range of cells that contains the data, and {A2:A10>=”A”, B2:B10>=”B”} is the condition that sorts the data by last name and first name in ascending order, respectively.
Sorting in Descending Order
You can also sort data in descending order using the FILTER function. To do this, you need to specify the sort order as “DESC” in the condition argument. For example:
FILTER(A2:A10, A2:A10<="A")
Where A2:A10 is the range of cells that contains the data, and A2:A10<="A" is the condition that sorts the data by last name in descending order.
Recap
In this comprehensive guide, we have discussed the various methods and techniques that you can use to sort data by last name in Google Sheets. We have covered the use of the SORT function, filters, and formulas, as well as advanced techniques such as using the INDEX and MATCH functions, the VLOOKUP function, and the FILTER function. We have also discussed how to sort data by multiple columns and how to sort data in descending order.
We hope that this guide has been helpful in providing you with the knowledge and skills you need to sort data by last name in Google Sheets with ease. Whether you are a beginner or an experienced user, we are confident that you will find this guide to be a valuable resource in your quest to master the art of data sorting in Google Sheets.
FAQs
How do I sort data by last name in Google Sheets?
To sort data by last name in Google Sheets, you can use the SORT function, filters, or formulas. The SORT function is the most straightforward method, but filters and formulas can also be used to sort data by last name.
What is the syntax for the SORT function?
The syntax for the SORT function is:
SORT(range, column, sort_order)
Where:
- range is the range of cells that contains the data you want to sort.
- column is the column number that contains the last name data.
- sort_order is the sort order, which can be either “ASC” (ascending) or “DESC” (descending).
How do I sort data by multiple columns in Google Sheets?
To sort data by multiple columns in Google Sheets, you can use the SORT function or the FILTER function. The SORT function is the most straightforward method, but the FILTER function can also be used to sort data by multiple columns.
What is the syntax for the FILTER function?
The syntax for the FILTER function is:
FILTER(range, condition)
Where:
- range is the range of cells that contains the data you want to sort.
- condition is the condition that you want to apply to the data.
How do I sort data in descending order in Google Sheets?
To sort data in descending order in Google Sheets, you can use the SORT function or the FILTER function. The SORT function is the most straightforward method, but the FILTER function can also be used to sort data in descending order.
What is the difference between the SORT function and the FILTER function?
The SORT function and the FILTER function are both used to sort data in Google Sheets, but they work in different ways. The SORT function sorts data based on a specific column or columns, while the FILTER function sorts data based on a specific condition.
Can I use the INDEX and MATCH functions to sort data by last name in Google Sheets?
Yes, you can use the INDEX and MATCH functions to sort data by last name in Google Sheets. The INDEX and MATCH functions can be used to create a custom sort order that is based on the last name data.
What is the syntax for the INDEX and MATCH functions?
The syntax for the INDEX function is:
INDEX(range, row_num, col_num)
Where:
- range is the range of cells that contains the data you want to sort.
- row_num is the row number that contains the last name data.
- col_num is the column number that contains the last name data.
The syntax for the MATCH function is:
MATCH(lookup_value, lookup_array, [match_type])
Where:
- lookup_value is the value that you want to match.
- lookup_array is the range of cells that contains the data you want to sort.
- match_type is the type of match that you want to perform.
Can I use the VLOOKUP function to sort data by last name in Google Sheets?
Yes, you can use the VLOOKUP function to sort data by last name in Google Sheets. The VLOOKUP function can be used to create a custom sort order that is based on the last name data.
What is the syntax for the VLOOKUP function?
The syntax for the VLOOKUP function is:
VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Where:
- lookup_value is the value that you want to match.
- table_array is the range of cells that contains the data you want to sort.
- col_index_num is the column number that contains the last name data.
- range_lookup is the type of match that you want to perform.
Can I use the FILTER function to sort data by multiple columns in Google Sheets?
Yes, you can use the FILTER function to sort data by multiple columns in Google Sheets. The FILTER function can be used to create a custom sort order that is based on multiple columns.
What is the syntax for the FILTER function?
The syntax for the FILTER function is:
FILTER(range, condition)
Where:
- range is the range of cells that contains the data you want to sort.
- condition is the condition that you want to apply to the data.
Can I use the SORT function to sort data in descending order in Google Sheets?
Yes, you can use the SORT function to sort data in descending order in Google Sheets. The SORT function can be used to create a custom sort order that is based on the last name data.
What is the syntax for the SORT function?
The syntax for the SORT function is:
SORT(range, column, sort_order)
Where:
- range is the range of cells that contains the data you want to sort.
- column is the column number that contains the last name data.
- sort_order is the sort order, which can be either “ASC” (ascending) or “DESC” (descending).