Spreadsheets and

Sorting and Filtering Data

7

Spreadsheets allow you to sort data so that it appears in a different order. For example,
you may want to list people alphabetically, or by age starting with the oldest. When you Aim: To learn how to
sort and filter data in
are sorting data, you can choose to order it in one of the following ways: Microsoft Excel and
Google Sheets.
Sort Ascending 1, 2, 3 a, b, c 1/3/16, 4/6/17, 7/9/18
Sort Descending 3, 2, 1 c, b, a 7/9/18, 4/6/17, 1/3/16

Note: These tasks can be completed in Excel or Google Sheets.

Task 1 – Sorting Task

Write out the following data in the order shown:

a. 7, 13, 2, 1, 11 Ascending ________________1, 2, 7, 11, 13________________

o
b. u, r, s, w, n Descending _________________n, r s, u, w_________________
c. Rita, Rich, Rick, Ralf Ascending _____________ralf, rich, rick, rita__________
d. 363, 636, 336, 663, 366 Descending ___________________________________________
e. 4/3/05, 8/7/05, 7/4/05 Ascending ___________________________________________

Task 2 – Sorting the Whole Set of Data

a. The table shows the top selling albums of 2016. Use your internet search skills to check the data and correct
any mistakes (a Google search for ‘4668000 2674000’ should locate a page with the data).

Artist Album Release Date Sold in 2016

1 Adele 25 20-Nov-15 4,668,000
2 Beyoncé Lemonade 23-Apr-16 2,674,000
3 Drake Views 29-Apr-16 2,650,000
4 Justin Bieber Purpose 13-Nov-15 2,227,000
5 Coldplay A Head Full of Dreams 4-Dec-15 2,182,000

b. Open a new workbook in Excel (or a new sheet in Google Sheets) and enter the data into the range A1:E6. If
you have the Word version of this resource, you should be able to copy and paste the data. Correct the
mistake in the data.

c. Select the whole worksheet by clicking the rectangle in the top-left, as shown.

Click on this
rectangle to
select all the
data.

CoP045 – Spreadsheets & Data  ORB Education. Visit www.orbeducation.com for a range of quality teaching resources.
Sorting and Filtering (page 2)

d. In Excel

Click on ‘Data / Sort’

and select Release
Date from the
Column menu.

In Sheets

Click on ‘Data / Sort range’

and select Release Date
from the sort by menu.

e. Make sure the My data has headers box is selected (Or Data has header row, in Sheets) otherwise your row of
headings will be included in the sorting process.

f. Click OK (or Sort) to sort the data and check the results.

Note: If you accidentally include the headings in a sort, it is best to Undo. If you have already made other
changes, then it is possible to cut and paste the row of headings so that it is returned to the top.

g. Name the worksheet “Albums” and save (or name) your workbook “07 Sorting Filtering”.

Shortcuts
 Try the keyboard shortcut ‘Ctrl + A’ to select all the data (or ‘⌘ + A’ on a Mac).

 In Excel, try placing the cursor in a cell and click the ‘Data / Sort Smallest to
Largest’ (as shown on the right). The first time you try this, you will be shown a
Sort Warning. Make sure Expand the Selection is selected and click Sort.

Note: A similar shortcut in Google Sheets will always include the row of
headings.

Sorting Problems in Excel

A spreadsheet is different to a database. A database will always assume that a row of data belongs
together. When you sort in a database, it will always shift whole rows (or records) up and down. Excel is
more complicated because it looks at each cell individually. It is possible to sort the data under one
column whilst leaving all the other columns untouched. If you are not careful, this can lead to the
devastation of data. Excel will warn you if you are about to do this. Sheets doesn’t give you the option.

CoP045 – Spreadsheets & Data  ORB Education. Visit www.orbeducation.com for a range of quality teaching resources.
Sorting and Filtering (page 3)

Task 3 – Sorting Selected Rows

Sometimes you may wish to sort only a selection of data. We will sort positions 2-5 by artist. (There is no real reason
to do this – we are just learning.)

a. Select rows 3 to 6 and click ‘Data / Sort’ (or ‘Data / Sort range’ in Sheets).

b. This selection of data doesn’t include the row of headings. The choices in the menu are therefore Column A,
Column B etc. Select Column B.

Excel Sheets

c. Make sure that the My data has headers / Data has header
row box is unchecked and click OK / Sort.

Task 4 – Filtering
Sometimes, you may want to view only part of the data in your spreadsheet. For example, you may need a list of
people who are aged 15 years old or a list of people from the same family. Filtering will allow you to view and print a
selection of data based on criteria. The filtered data below shows albums from the top five that were released in
2016. The ones released in 2015 have been filtered out.

Note: The data isn’t removed from the spreadsheet; it is simply hidden from view.

Look at the data in the picture below. Write down the number of rows displayed when each of the filters described
is applied. Assume that each filter is removed before the next one is set up.

a. Include only those with a last name of ‘White’. __2__

b. Include anyone whose first name begins with an ‘A’. _____
c. Exclude (miss out) anyone with the colour ‘Red’. __4__
d. Exclude 12 and 13 year olds. ___1____

CoP045 – Spreadsheets & Data  ORB Education. Visit www.orbeducation.com for a range of quality teaching resources.
Sorting and Filtering (page 4)

Task 5 – Filter on One Column

a. Using the spreadsheet from the last tasks, select the Release Date column by clicking on the ‘D’.

b. Select ‘Data / Filter’.

c. Click on the arrow that appears in cell D1.

Excel Google Sheets

Uncheck ‘2015’ from the list of values that It’s possible, but more difficult, to remove
appears. data from one year using Sheets. For now,
simply uncheck anything that isn’t 2016.

d. Click OK. How many rows of data are displayed? 2

e. To display all the records again, click on the arrow and choose Select All then OK.

f. To remove the filter, select ‘Data / Filter’ again (or ‘Data / Turn off filter’ in Sheets).

Task 6 – Place Filters on all Columns

a. Make any cell in the spreadsheet active and click ‘Data / Filter’. Each column heading should now have a filter.
In Excel, you may need to align your headings to the left or they will be partly hidden.

b. Click the arrow alongside the Sold heading and

select ‘Number Filters / Greater Than’ (or ‘Filter by
Condition / Greater than’ in Sheets).

c. Enter 2500000 in the box and click OK. How

many rows are displayed now?

Task 7 – Formatting and Filter Shortcut in Excel

In Excel, remove any filters by clicking ‘Data / Filter’.
Make any cell in your spreadsheet active again, then
select ‘Home / Format as Table’ and select a design.
Save your workbook.

CoP045 – Spreadsheets & Data  ORB Education. Visit www.orbeducation.com for a range of quality teaching resources.