SharePoint Online List Column Sorting [With Various Data Types]

In this SharePoint Online tutorial, we will discuss what is SharePoint Online list column sorting and how to sort a SharePoint Online list column in different ways.

Also, we will discuss below topics such as:

• Sort a SharePoint Online list column by quick sort
• Sort a SharePoint Online list column in a list view
• SharePoint Online list column Sorting Limitations

Also, Read: SharePoint Online List Number Without Comma

Sort a SharePoint Online list Column

In this section will see exactly what is meant by sorting in a SharePoint list column.

• Sorting is an option in a SharePoint list that organizes list columns into a specific order based on column data. It rearranges the displayed data in a particular format.
• Sorting does not add or deletes data that is displayed in a view.
• The SharePoint Online list Column sorting option is also available in a document library.

Sort a SharePoint Online list column by quick sort

In this section, we will discuss how to sort an Online SharePoint list column by quick sort. Below are the columns that we can sort in the SharePoint List:

• Single lines of text
• Number
• Currency
• Date and Time
• Yes or No column
• Calculated column

SharePoint Online list column by quick sort [Using Number Column]

• Here, we will see how we can do a sort in a SharePoint Online list column by quick sort (using the Number column).
• We are taking One of our lists (ex: Mercy Health Donors) that has columns of different data types i.e,
  • Payment Mode= Choice column
  • Amount Paid = Choice Datatype
  • Donated Date= Date and Time column
  • Availability of Appreciation Certificate= Date and Time column
  • Donated Amount= Currency Datatype
  • Used Amount= Currency Datatype
  • Remaining Amount= Calculated column

In the SharePoint Online List Number column, there are two types of sorting options available i.e.

1. Smaller to larger
2. Larger to smaller

Smaller to Larger:

• Now we will take the currency column i.e. Used Amount and we will sort it from Smaller to Larger.
• To work around this, expand the Used Amount column -> Click on Smaller to Larger as shown in the below image.

• Then the list column (Used Amount) will appear in the format of Smaller to Larger.

Larger to Smaller:

• Now we will take the currency column i.e. Donated Amount and we will sort it from Larger to Smaller.
• To work around this, expand the Donated Amount column -> Click on Larger to Smaller.

• Then the list column (Donated Amount) will appear in the format Larger to Smaller as shown in the below image.

• There are 3 more number columns in a SharePoint Online list that can be sorted according to number.
  • Number Column
  • Currency Column
  • A calculated column based on the number

SharePoint Online list column by quick sort [Using Alphabetical order]

Next, we will see how to sort a SharePoint Online list column by quick sort [Using Alphabetical order]

• We are taking One of our lists (ex: Mercy Health Donors)that has columns of different data types i.e,
  • Donor Id= Title column (Renamed to Donor ID)
  • Donor First Name= Single line of Text
  • Donor Last Name = Single line of Text
  • Donor Full Name= Calculated Column Datatype
  • Donor Email address= Single line of Text
  • Donor country and Area code= Look Up column Data type

• Now we will take a calculated column i.e. Donor Full Name and we will sort it in Alphabetical order.
• To work around this, expand the Donor Full Name column -> Click on A to Z or Z to A as per our need.
• We have Selected A to Z orders as per our requirements.

• We can see the updated column(Donor Full Name) in the format of A to Z from the below figure.

• The format of A to Z and Z to A supports the datatypes with a Single line of text and Calculated column-based single line of text.

SharePoint Online list column by quick sort [Using Date]

Here, we will see how to sort a SharePoint Online list column by quick sort [Using Date order]

• We are taking One of our lists (ex: Mercy Health Donors)that has columns of different data types i.e,
  • Payment Mode = Choice column
  • Amount Paid = Choice column
  • Donated Date = Date and time column
  • Availability of Appreciation Certificate = Date and time column
  • Donated Amount = Currency Datatype
  • Used Amount = Currency Datatype

• Here, we will take a Date and Time column i.e. Donated Date and we will sort it by using the Date format.
• To work around this, expand the Donated Date column -> Click on older to Newer or Newer to older as per our need.
• We have Selected Newer to Older orders as per our requirements.

• Then the SharePoint list column (Donated Date) will appear in the format of Newer to Older as shown in the below figure.

• There are 2 more SharePoint Online list columns that support Sorting by using Date:
  • Date and Time Column
  • Calculated Column reference with a Date column

This is how to sort out a list column based on the requirement by using Numerical order, Alphabetical order, and Date order.

Check out: SharePoint Online Team Site Vs Microsoft Teams

Sort a SharePoint Online list column in a list view

In this scenario, we will see how to sort a SharePoint Online list column in list view.

• we are taking One of our lists (ex: Mercy Health Donors)that has columns of different data types i.e,
  • Donor Id= Title column (Renamed to Donor ID)
  • Donor First Name= Single line of text
  • Donor Last Name = Single line of text
  • Donor Full Name= Calculated column
  • Donor Email address = Single line of text
  • Donor country and Area code= Single line of text
  • Donor Phone number= Look up Datatype

• Expand the All items in the menu bar on the top right side -> Select Edit current view as shown below.

• On the Edit view page, scroll down to the sort.
• Here, we are changing Donor’s Full Name from Ascending to Descending order.
• Select the First sort by the column drop-down and choose a field.
  • Here, we are taking the Donor Full Name column with Descending Order.
  • Then sort by the column: we are selecting Donor Phone Number with Descending Order.
• Scroll down to the bottom and click on Ok.

• Then SharePoint list columns (Donor Full Name and Donor Country and Area code) appear concerning the changes we made in the sort column.

This is how to Sort a SharePoint Online list column in a list view.

Read: SharePoint Online list vs document library

SharePoint Online list column Sorting Limitations

In this section, we will discuss some of the limitations regarding sorting.

• Below are columns that can’t be sorted out in a SharePoint Online list such as
  • Multiple lines of text Column
  • Choice Column
  • Hyperlink Column
  • Image Column
• We can only sort only one column at a time.
• The list will return to its default view order if we haven’t saved the view.
• We can not able to sort multiple columns at a time in SharePoint List
• We can only select up to two columns to determine the order in which the items in list views are displayed.

Conclusion

From this SharePoint online tutorial, we have learned what is SharePoint Online list column sorting and how to sort a SharePoint Online list column in different ways. Also, we saw the topics below:

• Sort a SharePoint Online list column by quick sort
• Sort a SharePoint Online list column in a list view
• SharePoint Online list column Sorting Limitations

Furthermore, you may like some more SharePoint Online tutorials:

• Create, Update, and Delete SharePoint Online List Items
• SharePoint Online List Permissions
• Add Planner to SharePoint Online Team site
• Add Discussion Board to SharePoint Online
• How to Customize SharePoint Online Team Site