Category: Filter

The SORT function lets you sort a range (or array) of data. The function creates a new range of data with the new, sorted output from the function. SORT is often used with or instead of the FILTER function when widdling down large amounts of data. FILTER is for reducing data and SORT is for, well, sorting it.

The SORT function is typically accessed from the user menu, but it can also be typed into a cell just like any other function. Excel, the most popular spreadsheet program, only has it as a menu function so learning to use SORT as a function can be a new experience even to long-time spreadsheet users.

Video Explanation

Purpose

Returns sorted data from your specified source.

Syntax

=SORT(range,sort_column,is_ascending,[sort_column2, is_acending2,...])

• range – The entire range of data that is to be sorted
• sort_column – The column of data that contains the criteria that you are sorting. Can only be one column at a time.
• is_ascending – Two possible answers – TRUE for ascending (1,2,3), FALSE for descending (3,2,1)

Tip: When using SORT, start your formula in a cell that should be the upper left most cell for the output. This function writes the output in, below, and to the right of your starting point. The formula text will remain in the upper left cell and can be changed.

Examples

Example 1

Using a simple SORT function with one column of data to be sorted in ascending order. The first rows are your raw data, then the rows below the SORT formula are the output.

Example 2

Let’s look at an example now of sorting a table with two columns of data and sorting in descending order with the second column as the value to sort by.

Example 3

Two column SORT, sorted by only column 2 in ascending order.

Example 4

Two column SORT, sorted by column 2 in ascending order then by column 1 in ascending order. Now Dewey comes before Louie.

The SORTN function lets you sort a range of data and return the first n items from that range. The function creates a new range of data with the new, sorted output from the function. SORTN can significantly reduce the number of steps that it takes to get the data that you need out of a table.

SORTN is similar to FILTER, which filters a specified range, but SORTN returns the highest n amounts while FILTER returns the matching amounts.

Excel, the most popular spreadsheet program, does not have this function.

Purpose

Returns n number of rows from a range of data.

Video explanation

Syntax

=SORTN(range,[n],[display_ties_mode],[sort_column1, is_acending1], ...)

• range – The entire range of data that is to be sorted
• n – The number of items to return
• display_ties_mode [OPTIONAL] – An optional number designating the way to display ties.
  • 0: Show at most the first n rows in the sorted range.
  • 1: Show at most the first n rows, plus any additional rows that are identical to the nth row.
  • 2: Show at most the first n rows after removing duplicate rows.
  • 3: Show at most the first n unique rows, but show every duplicate of these rows.

  sort_column1 [OPTIONAL] – The column of data that contains the criteria that you are sorting. Can only be one column at a time. If this value is not specified, the lowest index column in the range will be used and subsequent columns will be used if a tie-breaker is needed.

• is_ascending1 [OPTIONAL] – Two possible answers – TRUE for ascending (1,2,3), FALSE for descending (3,2,1)
• sort_column2 - [OPTIONAL] – Add as many of these as you want. On and on….

Tip: When using SORTN, start your formula in a cell that should be the upper left most cell for the output. This function writes the output in, below, and to the right of your starting point. The formula text will remain in the upper left cell and can be changed.

Tip: If sort_column1 and is_ascending1 aren’t included, the sort is performed on the lowest-index column in range, with subsequent columns used to sort if there are ties.

Examples

Example 1

Using a simple SORTN function with one column of data and extracting the two highest values. The display_ties is set to 0 which means show two highest values regardless of ties. The zero isn’t specified, but it is the default. This is the same as typing “0”.

Example 2

The display_ties parameter has been changed to “1” in this example which tells Sheets to show the two highest values including any ties. The two first values are both 2, and it has included all three occurrences of 2.

Example 3

The display_ties parameter is set to 2 which means show at most only 2 rows but don’t show any duplicates

Example 4

The display_ties parameter is set to 3 which means show at most only 2 items but show all duplicates of these items. 2 and 3 are the two highest items so it is showing all 2s and 3s no matter how many there are. Note: It seems to me that this function should also be showing all of the threes, but it is not. I submitted this as a question on the Google Docs forum and will update this notes with what I find out.

Example 5

Two column SORTN, only sorted one column.

Example 6

Two column SORTN, specifying both columns in the range.

The FILTER function allows you to narrow down a range of data to include only items that meet the criteria that you specify. The function creates a new range of data with the new, smaller output from the function. FILTER is often used with or instead of the SORT function when whittling down large amounts of data. FILTER is for reducing data and SORT is for, well, sorting it.

The filter function is typically accessed from the user menu, but it can also be typed into a cell just like any other function. Excel, the most popular spreadsheet program, only has it as a menu function.

Video Explanation

Purpose

Returns data from your specified source with only the criteria that you selected. Yes, it gets rid of what you don’t want.

Syntax

=FILTER(range,condition1,[condition2...])

Basic information about the inputs:

• range – The entire range of data that is to be filtered
• condition1 – The criteria upon which the range is to be filtered
• condition2... – The optional additional criteria upon which the range is to be filtered

Examples

Tip: When using FILTER, start your formula in a cell that should be the upper left most cell for the output. This function writes the output in, below, and to the right of your starting point. The formula text will remain in the upper left cell and it can be changed.

Example 1

Using the FILTER function with one column of data. The first table is before the function is applied and the second is after.

Example 2

Let’s look at an example now of filtering a table with two columns of data using one condition.

Example 3

Three columns of data filtered by two conditions.

The UNIQUE function is a quick way to remove duplicate lines from a table of data in a spreadsheet. The function works from the top of your data down, discarding every row that is a repeat while keeping the first instance of each row in the order in which it originally occurred. When finished with the function, you end up with a new list of data with the duplicates removed.

Another way of removing duplicates is to create a pivot table. However, using the UNIQUE function is a faster and simpler method of removing duplicates and you aren’t left with the clutter of a pivot table. However, it less versatile as a pivot table has hundreds of other uses in addition to just removing duplicates. The UNIQUE function is a one-and-done function that does one thing but does it well.

When using UNIQUE, start your formula in a cell that will be the upper left most cell for the output. This function writes the output in, below, and to the right of your starting point. The formula text will remain in the cell where you typed it. If you place your cursor in that cell, the formula can be changed.

Video Explanation

Purpose

Removes duplicate rows in a specified range.

Syntax

=UNIQUE(range)

• range – The rows that are to be included in the function

Examples

Tip: The contents of every cell in a row have to match all of the contents in another row in order for the row to be considered a duplicate.

Example 1

A simple one-column list with two duplicates.

Example 2

Two-column list with two duplicates in first column, one pair of duplicates in the second column. Although Jed is a duplicate, Schmed is not. Both columns need to be duplicates.

Sheets offers functions for sorting and filtering data that are typically only found in the menu options of other spreadsheet programs, or not found at all in the cases of SORTN and UNIQUE. On the desktop version of Sheets, the SORT and FILTER functions are available through the menus as shown in the pictures below, while the tablet version has a ‘Create a filter’ option in the more (three circles in a vertical line) menu on the right hand side of the screen.

The UNIQUE function, which does not exist as a function in Excel, removes duplicate rows of data in a spreadsheet. Another Sheets-only function, SORTN, returns n number of items from a range of data.

All filter functions

The ability to use these as functions is what sets Sheets apart from the competition.