How to Sort a Google Sheets by Date

Mastering Date Sorting in Google Sheets

Google Sheets is a powerful tool for organizing and analyzing data. Whether you’re managing a project timeline, tracking inventory, or keeping up with important deadlines, sorting your data by date can help you stay on top of your tasks and make informed decisions. In this article, we’ll dive deep into the process of sorting dates in Google Sheets, ensuring that you can efficiently organize your data for maximum clarity and productivity.

Understanding Date Formats in Google Sheets

Before we begin sorting, it’s crucial to understand how Google Sheets interprets dates. Dates in Google Sheets are essentially numbers formatted to display as dates. This means that when you enter a date, Google Sheets stores it as a serial number representing the number of days since December 30, 1899, which is considered day zero.

For example, January 1, 1900, is serial number 2 because it’s two days after December 30, 1899. This system allows Google Sheets to perform calculations with dates just as it would with any other number.

Common Date Formats

Google Sheets supports various date formats, such as:

• MM/DD/YYYY (e.g., 12/31/2023)
• DD/MM/YYYY (e.g., 31/12/2023)
• YYYY-MM-DD (e.g., 2023-12-31)
• Month Day, Year (e.g., December 31, 2023)

It’s important to maintain consistency in date formats within your sheet to avoid confusion and ensure accurate sorting.

Preparing Your Data for Sorting

Before sorting your data by date, ensure that all dates are in a recognized format and that the column containing the dates is formatted as a date column. To format a column as a date:

1. Select the column containing your dates.
2. Click on Format in the menu bar.
3. Choose Number and then select Date from the dropdown menu.

This will ensure that Google Sheets treats the content of the cells as dates, which is essential for accurate sorting.

Sorting by Date: The Basics

Once your data is properly formatted, sorting by date is a straightforward process. Here’s how to do it:

1. Click on the column header of the date column you want to sort.
2. Click on the Data menu in the top toolbar.
3. Select Sort sheet by column A-Z to sort dates from oldest to newest or Sort sheet by column Z-A to sort dates from newest to oldest.

This will rearrange your entire sheet based on the selected date column.

Sorting a Range by Date

If you don’t want to sort the entire sheet, you can sort a specific range of cells:

1. Highlight the range of cells you want to sort, including the date column.
2. Click on Data and then Sort range.
3. Choose whether your range has a header row or not.
4. Select the column with your dates from the dropdown menu.
5. Choose A-Z or Z-A to sort by oldest to newest or newest to oldest, respectively.
6. Click Sort.

This will sort the selected range without affecting the rest of your data.

Advanced Sorting Techniques

For more complex datasets, you may need to use advanced sorting techniques. Here are a few scenarios where advanced sorting can be useful:

Sorting by Multiple Columns

If you have a dataset with multiple columns and you want to sort by date and then by another column (e.g., by date and then by priority), follow these steps:

1. Highlight the range of cells you want to sort.
2. Click on Data and then Sort range.
3. Click on Add another sort column.
4. Select your date column and choose A-Z or Z-A.
5. Add another column to sort by and choose the order.
6. Click Sort.

This will first sort your data by date and then by the secondary column you selected.

Sorting by Day, Month, or Year

Sometimes you may want to sort your data by a specific part of the date, such as by day, month, or year. To do this, you’ll need to use formulas to extract the desired part of the date:

=DAY(A2)
=MONTH(A2)
=YEAR(A2)

After applying the formula to extract the desired part of the date, you can sort the new column as you would with any other data.

Using Filters to Sort by Date

Filters are another powerful feature in Google Sheets that allow you to sort and analyze data without altering the arrangement of your dataset. Here’s how to use filters to sort by date:

1. Click on the column header of the date column you want to filter.
2. Click on the Data menu and select Create a filter.
3. Click on the filter icon that appears in the column header.
4. Choose Sort by color, Sort A-Z, or Sort Z-A as needed.

This will sort your data by date while keeping the filter active, allowing you to easily switch between different sorts or apply additional filters.

Automating Date Sorting with Google Apps Script

For those who need to sort data by date on a regular basis, automating the process with Google Apps Script can save time and reduce errors. Google Apps Script is a JavaScript-based language that allows you to extend the functionality of Google Sheets. Here’s a simple script to sort a range by date:

function sortSheetByDate() {
  var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
  var range = sheet.getRange("A2:B10"); // Adjust the range accordingly
  range.sort({column: 1, ascending: true}); // Sort by the first column in the range (A)
}

To use this script:

1. Open your Google Sheet.
2. Click on Extensions > Apps Script.
3. Paste the script into the script editor.
4. Adjust the range and column index as needed.
5. Save and run the script to sort your data by date.

This script can be triggered manually or set to run automatically at intervals or upon certain events.

Frequently Asked Questions

How do I ensure that all my dates are recognized by Google Sheets?

Make sure that your dates are entered in a format that Google Sheets recognizes and that the column is formatted as a date column. If you’re importing data, check that the date format matches the locale settings of your Google Sheets.

Can I sort by date while keeping rows together?

Yes, when you sort by date, Google Sheets will keep row data together by default. If you’re sorting a range, make sure to include all the columns in the range to maintain row integrity.

What if my dates are in different formats within the same column?

It’s best to standardize the date formats in your column before sorting. You can use the DATEVALUE function to convert text to dates or change the format of the entire column to a consistent date format.

Can I undo a sort in Google Sheets?

Yes, you can undo a sort immediately after performing it by pressing Ctrl + Z (or Cmd + Z on a Mac). However, if you’ve made changes after sorting, you may not be able to undo it.

Is it possible to sort by date in descending order?

Yes, you can sort by date in descending order by choosing the Z-A option when sorting.

Conclusion

Sorting by date in Google Sheets is a fundamental skill that can greatly enhance your ability to manage and analyze time-based data. By understanding date formats, preparing your data, and utilizing the various sorting methods available, you can efficiently organize your spreadsheets. Whether you’re a beginner or an advanced user, mastering date sorting will help you unlock the full potential of Google Sheets for your personal and professional projects.

Remember to use filters for non-destructive sorting and consider automating repetitive tasks with Google Apps Script. With these tools at your disposal, you’ll be well-equipped to handle any date-related challenges in your spreadsheets.