Numbers for iPhone: Sort data in a column in Numbers

Sort data in a column in Numbers

You can sort data in a column alphabetically or by increasing or decreasing values. When you sort by column, the rows of the table reorganize accordingly.

Note: If the sort options aren’t available, your table might have cells merged across adjacent rows. You need to unmerge the cells to sort. Tap the merged cells, tap the Cell Action menu button, then tap Unmerge Cell.

Text in column headers and footers isn’t sorted, but values in hidden rows and hidden columns are.

Sort data in a column

  1. Tap the table, then tap the letter above the column with the data you want to sort by.

  2. Tap the Column Action menu button at the bottom of the screen, then tap an option:

    • Sort Ascending: Sorts the table rows in alphabetical order (A to Z) or by increasing numerical values based on the data in the selected column.

    • Sort Descending: Sorts the table rows in reverse–alphabetical order (Z to A) or by decreasing numerical values based on the data in the selected column.

    Note: If your data is categorized, the data is sorted within the category groups. To sort the groups themselves, tap the column containing the group names, tap the Column Action menu button at the bottom of the screen, tap Sort Groups, then choose an option. To sort groups by summary row values, tap the column containing the summaries, tap the Column Action menu button, then tap Sort Summaries and choose an option.

In columns containing both text and numbers, ascending order sorts by numbers before text (for example, 1a, 1b, 2a, a1, b1). Ascending order also places Boolean (true/false) cells after cells sorted alphabetically or numerically, and places blank cells at the bottom of the column.

Create a sorting rule

You can sort a table by creating sorting rules, which allow you to specify multiple criteria for sorting and their order of importance. For example, you can sort a list of swimmers by age and then by their time in an event. The result will order the swimmers at each age level according to their speed.

Note: You can’t sort rows with merged cells.

  1. Select a table to sort, or select just specific rows in a column to sort.

  2. Tap the Sort, Filter, and Categorize button, tap the Sort tab, then tap Entire Table or Selected Rows.

  3. Tap Add a Column, then tap a column to sort by.

    By default, the column sorts in ascending order. To change this, tap the rule in green below the column name.

  4. To add more rules, tap Add a Column.

    Sorting rules are applied in the order they appear in the Sort menu.

  5. To reorder the rules, tap Edit above the list of rules, then drag the Reorder Rules button next to the rule name.

  6. Tap Done.

Delete a sorting rule

If you don’t need a rule, you can delete it.

  1. Tap the table.

  2. Tap the Sort, Filter, and Categorize button.

  3. Swipe left on the rule, then tap Delete.

Published Date: Jul 23, 2019
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