Sort & filter your data

Want to get more out of Google Docs for work or school?Sign up for a free G Suite trial.
Computer AndroidiPhone & iPad

You can sort data in alphabetical and numerical order, or use filters to hide data you don't want to see.

Sort data in alphabetical or numerical order

  1. On your computer, open a spreadsheet in Google Sheets.
  2. Highlight the group of cells you'd like to sort.
  3.  If your sheet includes a header row, freeze the first row.
  4. Click Data and then Sort range.
  5. If your columns have titles, click Data has header row.
  6. Select the column you'd like to be sorted first and choose a sorting order. 
    • To add another sorting rule, click Add another sort column.
  7. Click Sort. 

Filter your data

Important: When you add a filter, anyone with access to your spreadsheet will see the filter too. Anyone with permission to edit your spreadsheet will be able to change the filter.

  1. On your computer, open a spreadsheet in Google Sheets.
  2. Select a range of cells.
  3. Click Data and then Create a filter.
  4. To see filter options, go to the top of the range and click Filter Filter.
    • Filter by condition: Choose conditions or write your own. 
    • Filter by values: To hide data points, uncheck the box next to the data point and click OK. 
    • Search: Search for data points by typing in the search box. 
    • Filter by color: Choose which text or fill color to filter by. You can filter by conditional formatting colors, but not alternating colors. 
  5. To turn the filter off, click Data and then Turn off filter.



Editing Data

  1. 1
    Copy one or more cells. After selecting the cell(s) you wish to copy, right-click and select "Copy" from the menu that appears. Alternately press Ctrl+C (or ⌘ Command+C for Mac users). This will add the selected data to your clipboard.
  2. 2
    Cut one or more cells. After selecting the cell(s) you wish to cut, right-click and select "Cut" from the menu that appears. Alternately press Ctrl+X (or ⌘ Command+X for Mac users). This will add the selected data to your clipboard.
  3. 3
    Paste one or more cells. After selecting the cell(s) in which you wish to paste your data, right-click and select "Paste" from the menu that appears. Alternately, press Ctrl+V (or ⌘Command+V for Mac users). This will paste the contents of the copied or cut cell(s).
    • If your cell contains a formula, "Paste" will paste the formula not calculated value of the formula. In order to "Paste" cell values, use "Paste Special"
  4. 4
    Paste cell values instead of formulas. Begin by selecting "Edit" from the "Home" tab and clicking "Paste Special." Select "Values" from the list of attributes to paste.[4]
    • Depending on your version of Excel, other options in the "Paste Special" may include "Comments" (text comments which can be added to individual cells), "Formats" (all text formatting selections), or "All" to paste everything at once. [5]
  5. 5
    Delete cell content. Simply select the cell(s) in which you wish to delete text and press Del or right-click and select "Delete" from the menu that appears.
  6. 6
    Move cells, rows or columns. Highlight your chosen cells and activate the "move pointer" (appearing as four directional arrows for Windows users or as a hand icon for Mac users). Drag to your preferred location to replace any existing data there with the cells you've decided to move[6]
  7. 7
    Use a formula. Excel uses "formulas" to make calculations within a cell and can reference other cells as part of that calculation. Click the cell in which you wish to enter the formula and then begin by typing "=". Now type a mathematical formula and click "Enter". Excel will display the results (not the formula itself).
  8. 8
    Reference values from other cells. Formulas can reference other cells and their values. While typing a formula, simply click a single cell or a range of cells and Excel will automatically populate the cell's name (e.g. B2, D5) into your formula. Now your formula references that specific cell and will draw a value from it continuously. If the value in the referenced cell changes, the results of your formula will as well.
    • You can also reference values from other worksheets. Begin by selecting the cell in which you wish to reference a value, type an "=' in the formula bar and then type your desired formula immediately after the "=." After typing the formula, simply click on the tab for the worksheet you wish to reference and then select the desired data range that you want entered into the formula.
  9. 9
    Track your changes. You can track changes by selecting "Tools" from the menu bar and then clicking "Track Changes." Finally, select "Highlight Changes."
    • If this option is unavailable, you are in a Read-Only format. Under "Track Changes," check the option next to "Track changes while editing. This also shares your workbook." Once this option is selected, then you can make changes and view those changes by selecting this option again and checking the box next to "Highlight Changes."
  10. 10
    Add comments. This can be a useful way to discuss edits made on an Excel spreadsheet. Begin by selecting the cell(s) on which you wish to comment. Then select "Insert" from the menu bar and click "Insert Comment" from the menu that appears. A text box will appear in your desired location and allow you to leave a comment.
  11. 11
    Save your changes. Select "File" from the menu bar and click "Save." Then select the "Save In" drop-down list button and choose your preferred folder. If you attempt to exit Excel before saving your most recent changes, a dialogue box will appear and ask if you wish to save your changes. You may either click "Save" or "Don't Save" depending on your preference.