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8 views3 pages

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Uploaded by

प्रा युवराज वासुदेव खडके
Copyright
© © All Rights Reserved
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Sorting, filtering, and validating data in spreadsheets are crucial for organizing and analyzing

data efficiently. Here’s how to perform these tasks in both Microsoft Excel and Google Sheets:

1. Sorting Data

In Microsoft Excel:

1. Sort a Single Column:


o Select the column you want to sort.
o Go to the Data tab.
o Click Sort Ascending (A to Z) or Sort Descending (Z to A) to sort the selected
column.
2. Sort Multiple Columns:
o Select the range of cells or table you want to sort.
o Go to the Data tab.
o Click Sort to open the Sort dialog box.
o Choose the column to sort by, the sort order (A to Z or Z to A), and add levels if
sorting by multiple columns.
o Click OK to apply the sorting.
3. Custom Sort:
o In the Sort dialog box, click on Add Level to add more sorting criteria.
o You can sort by multiple columns and specify the order for each.

In Google Sheets:

1. Sort a Single Column:


o Click the letter at the top of the column you want to sort.
o Click Data > Sort sheet by column A (A to Z) or Data > Sort sheet by column A (Z
to A).
2. Sort a Range of Cells:
o Select the range you want to sort.
o Click Data > Create a filter to add filter buttons to your columns.
o Click the filter icon in the column header, then choose Sort A-Z or Sort Z-A.
3. Custom Sort:
o Click Data > Sort range.
o In the dialog box, choose Advanced range sorting options.
o Select the column to sort by, the order, and add additional sorting criteria if
needed.
o Click Sort to apply the sorting.
2. Filtering Data

In Microsoft Excel:

1. Apply a Filter:
o Select the range of cells or table where you want to apply the filter.
o Go to the Data tab.
o Click Filter to add filter dropdowns to your column headers.
2. Use the Filter:
o Click the filter dropdown arrow in the column header you want to filter.
o Choose filter criteria, such as specific values, text filters (e.g., contains), number
filters (e.g., greater than), or date filters.
o Click OK to apply the filter and show only the data that meets your criteria.
3. Clear Filters:
o Click the Filter button again to remove filters and show all data.

In Google Sheets:

1. Apply a Filter:
o Select the range or table you want to filter.
o Click Data > Create a filter to add filter buttons to your columns.
2. Use the Filter:
o Click the filter icon in the column header.
o Choose the filter criteria such as specific values, text conditions, number
conditions, or date conditions.
o Click OK or Apply to filter the data.
3. Clear Filters:
o Click the filter icon and select Clear to remove specific filters or click Data >
Remove filter to remove all filters.

3. Validating Data

Data validation helps ensure that the data entered into cells meets specific criteria, preventing
errors and maintaining consistency.

In Microsoft Excel:

1. Set Up Data Validation:


o Select the cell or range where you want to apply data validation.
o Go to the Data tab.
o Click Data Validation to open the Data Validation dialog box.
2. Choose Validation Criteria:
o In the Settings tab, select the type of validation criteria:
 Whole Number, Decimal, List (dropdown list), Date, Time, Text Length,
or Custom (using a formula).
o Define the criteria. For example, for a list, enter the items separated by commas
or refer to a range containing the list items.
3. Set Input Message and Error Alert:
o Input Message: Optionally, enter a message that will appear when a cell is
selected.
o Error Alert: Configure an error message to display if the entered data does not
meet the criteria.
4. Click OK to apply the validation.

In Google Sheets:

1. Set Up Data Validation:


o Select the cell or range where you want to apply data validation.
o Click Data > Data validation to open the Data validation dialog box.
2. Choose Validation Criteria:
o In the Criteria dropdown, select the type of validation:
 Number, Text, Date, List of items (dropdown list), or Custom formula.
o Define the criteria. For example, for a list, enter the items separated by commas.
3. Set Validation Options:
o Show dropdown list in cell: Displays a dropdown list for selection (if applicable).
o Reject input: Prevents entry of data that doesn’t meet the criteria.
o Show warning: Allows entry but shows a warning.
4. Click Save to apply the validation.
5. Add Input and Error Messages:
o Google Sheets doesn’t offer input messages directly but can show a validation
warning when invalid data is entered.

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