How to sort or filter by color in Google Spreadsheets

In 2020, Google added one of the most useful features to Google Spreadsheets; the ability to sort or filter by color.

This is something that users have been able to do in Microsoft Excel for a long time. Having it available in Google Spreadsheets means making it even easier to migrate Excel sheets to an online spreadsheet.

If you’re wondering why you might want to sort or filter by color, consider the scenario in which you set the format based on conditions. Sorting this way allows you to do things like sort alarms or rankings by category or priority instead of based on individual numbers.

Sort by color in Google Spreadsheets

Let’s look at a spreadsheet with a list of student notes covering various intervals. In this spreadsheet we have set up a conditions-based format to assign the appropriate color code for each rating range.

With a sheet formatted in this way, if you sort by column B you will see the grades sorted from A to B, but you will not see clearly which grade blocks make up each letter grade group.

The best way to do this is by sorting by colors.

Do this:

1. Select Data from the menu, select Filter viewsand then select Create a new filter view.

2. To sort the list with all “A” ratings at the top, you can sort by Green. Select the filter icon at the top of the column and select Sort by color, select Filling colorand then select the color for which you want to sort. In this case, choose the light green color.

3. The color you select will be grouped and sorted at the top of the list.

You may notice that you can’t sort by all colors, and that makes sense, because colors have no order to sort them.

However, if you sort the column by numbers, the colors will also be arranged according to their numeric ranges. The main point of color sorting in Google Spreadsheets is to quickly identify a single group of items in a large list by cell format (which is usually based on a conditional format).

Filter by color in Google Spreadsheets

Another approach to grouping items by color is to use the filter function. Google Spreadsheets now lets you filter all other colors except what you’re interested in.

In larger lists, this is very useful for grouping all the items that interest you while removing clutter from the rest of the data.

To do this, select the filter icon at the top of the column and select Filter by color, select Filling colorand then select the color you want to filter by. In this case light green.

When you have filtered by a color, you will see all the rows where the column you filtered is the color you selected. All other rows with other colors will be filtered out of sight.

This is a useful way to focus on data groups, eliminating anything else that might make your analysis difficult.

Sorting or filtering by color in Google Spreadsheets is a less granular approach than sorting by numbers only, but sometimes it’s more valuable to display data in categories or groups like this.

Sort by text color in Google Spreadsheets

Just as you can sort or filter cell colors in Google Spreadsheets, you can do the same depending on the color of the text. This is useful for all of the above reasons, but you have created a conditional format for the color of the text instead of the color of the cell.

To sort by text color:

1. Select Data from the menu, select Filter viewsand then select Create a new filter view.

2. To sort the list with all “A” ratings at the top, you can sort by green text. Select the filter icon at the top of the column and select Sort by color, select Text colorand then select the color for which you want to sort. In this case dark green.

3. The color you select will be grouped and sorted at the top of the list.

As with fill sorting, the color of the text you selected will group all items with that text color at the top of the list. Not all items below this group are classified.

Again, it’s a good way to focus on specific groups or categories of data. But if you really want to sort by numeric order, you have to sort by cell contents (numbers) just as you normally would.

Filter by text color in Google Spreadsheets

You can also filter records that are of other colors, leaving only the group that is the color you want. Again, this is useful with very long lists in which you want to filter all other values ​​that are not in the range or category you are looking for.

To filter by text color:

1. Select Data from the menu, select Filter viewsand then select Create a new filter view.

2. To filter the list so that only “A” ratings are displayed at the top, you can filter by green text. Select the filter icon at the top of the column and select Filter by color, select Text colorand then select the color for which you want to sort. In this case, choose dark green.

3. The color you select will be grouped and displayed at the top without any other text color being displayed.

This is especially useful for very long lists where you have to filter out “noise” (all other data), so you can only focus on the data that interests you.

Sort or filter by color in Google Spreadsheets

Using the sorting or filtering feature in Google’s color-based spreadsheets allows you to group and organize your data. It’s not like sorting or filtering normally because it doesn’t organize the data by each row, but by blocks of rows. It is a good way to classify and organize information by blogs.

It has its uses if you use it correctly as long as you have conditionally formatted data.

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