google sheets custom sort

3 min read 19-10-2024

Mastering the Art of Custom Sorting in Google Sheets

Google Sheets is a powerful tool for organizing data. But sometimes, the built-in sorting options just don't cut it. That's where custom sorting comes in handy. This technique allows you to define your own unique sorting rules, giving you complete control over how your data is arranged.

Why Use Custom Sorting?

Let's imagine you're working with a spreadsheet of customer data. You need to sort it based on their purchase history, but not just by total amount spent. You want to prioritize customers with the highest average purchase amount, even if they haven't made as many purchases as others. This is where custom sorting shines.

The Magic of Custom Sorting: A Step-by-Step Guide

Here's a breakdown of how to set up custom sorting in Google Sheets:

Select the Data: Start by selecting the range of cells you want to sort.
Access the Sort Options: Click on the "Data" menu at the top of the sheet. Then, choose "Sort range".
Define the Sorting Criteria:
- Sort by: Choose the column you want to use for your primary sorting criteria.
- Sort order: Select "Ascending" to sort from smallest to largest or "Descending" for largest to smallest.
- Add another sort column: Click the "Add another sort column" button to define additional sorting criteria. This allows you to establish a hierarchy for sorting. For example, you might sort first by purchase amount and then by the customer's name.
Customize with Custom Formulas:
- "Custom formula" option: This is where the real magic happens. It allows you to define your own sorting logic using formulas.
- Example: Let's return to our customer data example. We want to sort by average purchase amount. We could create a custom formula to calculate the average purchase amount for each customer and use that as our sorting criteria. This formula might look like this: =SUM(D2:D10)/COUNT(D2:D10). This would calculate the average purchase amount for each customer in column D, from rows 2 to 10.
Apply the Sorting Rules: Click "Sort" to apply your defined sorting rules.

Real-World Applications:

Here are some practical use cases for custom sorting:

Sales Analysis: Sort leads based on their engagement score or prioritize customers by their purchase frequency.
Inventory Management: Organize products by their stock level or by their sales velocity.
Project Management: Sort tasks by their priority level, deadline, or assigned team member.

Power Up Your Sorting with Scripting (Optional):

For more complex sorting needs, Google Apps Script can be your ally. This allows you to write custom functions and automate sorting tasks that would be tedious to perform manually. Here's an example script that sorts a spreadsheet based on multiple criteria (using a custom formula) from a GitHub thread by user javierlujan:

function sortSheet() {
  var sheet = SpreadsheetApp.getActiveSpreadsheet().getSheetByName('Sheet1');
  var data = sheet.getDataRange().getValues();
  data.sort(function(a, b) {
    // Sort by column 1 (ascending)
    if (a[0] < b[0]) return -1;
    if (a[0] > b[0]) return 1;

    // Sort by column 2 (descending)
    if (a[1] > b[1]) return -1;
    if (a[1] < b[1]) return 1;

    // Custom formula for sorting by column 3
    var aValue = a[2] * a[1]; // Example: multiplying values in column 2 and 3
    var bValue = b[2] * b[1];
    if (aValue < bValue) return -1;
    if (aValue > bValue) return 1;

    return 0;
  });

  sheet.getRange(2, 1, data.length, data[0].length).setValues(data);
}

This script sorts a spreadsheet by the values in column 1, then by column 2 (in descending order), and finally by a custom formula that multiplies values in column 2 and 3.

Key Takeaways:

Custom sorting unlocks the full potential of Google Sheets for organizing and analyzing data.
It's an essential tool for situations where built-in sorting options don't provide the granularity you need.
Explore using custom formulas and even scripting to create highly customized sorting rules for your spreadsheets.

By mastering custom sorting, you'll gain a significant advantage in working with data in Google Sheets. Your spreadsheets will become more dynamic, efficient, and insightful.