Sorting and Filtering Data
We learn to put data in order in a spreadsheet and to show only the rows we need.
All topics (4 of 11)
Chapter 1. Spreadsheets
Chapter 2. Databases
Chapter 3. Computer Networks and the Web
Chapter 4. Number Systems
When a table has hundreds of rows, finding the data you need is hard. Sorting puts the rows in order by the values of one column: numbers go in ascending or descending order and text goes in alphabetical order. For example, a table of students can be sorted alphabetically by surname or in descending order by mark.
When sorting, whole rows move together, so it is enough to select all the columns of the table or simply one cell inside it. If you select only one column and sort, the other columns stay in place and the data gets mixed up, so be careful.
Filtering temporarily hides the rows that do not meet a condition. After you turn on the filter, a drop-down list appears for each column in the header row: choose the value you need from it, for example “Class 8-A” or “mark ≥ 4”. The data is not deleted, only hidden; when the filter is removed, everything comes back.
Key takeaways
- Sorting puts rows in order by a column’s values.
- When sorting, the whole table must be included, otherwise the data gets mixed up.
- A filter temporarily hides rows that do not meet the condition.
- When the filter is removed, the data comes back.
Practice tasks
- Make a table of 10 students with a name, class and mark, then sort it by mark in descending order.
- In the same table, use a filter to show only students with a mark of 4 or higher, then remove the filter.
- Try sorting with only one column selected (on a copy!) and explain what goes wrong.
Review questions
Test yourself: think first, then reveal the answer.
1What is the difference between sorting and filtering?Show answerHide answer
Sorting puts rows in order, while filtering hides rows that do not match the condition.2Does a filter delete data?Show answerHide answer
No, it only hides them.
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