How to Alphabetize and Sort Data Columns in Google Sheets

When you are managing a large roster of employees, a list of inventory items, or a directory of client names in Google Sheets, finding a specific entry becomes nearly impossible if the data is entered randomly. Alphabetizing your data (sorting it from A to Z) is the fastest way to bring order to a chaotic spreadsheet.

How to Alphabetize a Single Column (Simple Sort)

If you have a very basic spreadsheet with only one column of data (for example, just a list of names with no other information attached), you can use the simple sheet-level sort.

1. Open your Google Sheets document.
2. Hover your mouse over the gray column header letter at the very top of the column you want to sort (e.g., Column A).
3. A small, downward-facing arrow will appear on the right side of the gray header box. Click this arrow to open the column menu.
4. Scroll down the menu and click Sort sheet A to Z.
5. Google Sheets will instantly reorganize every row in the entire spreadsheet based on the alphabetical order of that specific column.

How to Alphabetize Data While Keeping Rows Together (Advanced Sort)

The simple sort method above is dangerous if you have a “header row” (e.g., a row at the top that says “First Name | Last Name | Phone Number”) because the sorting tool will grab the word “First Name” and alphabetize it down into the middle of your data.

To alphabetize properly while ignoring headers and keeping all the data in a row firmly attached to each other, you must use the Range sort.

1. Click and drag your mouse to highlight all the data you want to sort. Make sure you highlight the header row as well. (Alternatively, you can just click the empty gray rectangle in the very top-left corner of the sheet, above Row 1 and next to Column A, to select the entire sheet).
2. Look at the menu bar at the very top of the screen and click Data.
3. Hover over Sort range in the drop-down menu, and then click Advanced range sorting options.
4. A new pop-up window will appear in the center of the screen.
5. Check the crucial box labeled Data has header row. This tells Google Sheets to ignore the first row when alphabetizing.
6. In the “Sort by” dropdown menu, select the specific column you want to alphabetize by (e.g., choose the “Last Name” column).
7. Ensure the radio button next to A → Z is selected.
8. Click the green Sort button.

How to Alphabetize in Reverse (Z to A)

If you need your list in reverse alphabetical order for filing purposes, you follow the exact same steps outlined above, but you select the opposite sorting direction.

In the column drop-down menu, choose Sort sheet Z to A. In the advanced range sorting menu, select the radio button next to Z → A instead.