Sorting is the process of re-arranging data in ascending or descending order. There are three types of sorting in OpenOffice Calc. They are,
(1) Simple Sorting
(2) Multi Sorting
(3) Sort by selection
Arranging data using single column is known as simple sorting. For sorting the data, calc provide two icons on the standard tool bar viz. (1) Sort Ascending (2) Sort Descending.
• Sort Ascending – Arrange data in alphabetical order (A to Z / Small to Large)
• Sort Descending – Arrange data in reverse order (Z to A / Large to Small)
Step 1: Place cell pointer in the field (column) to be sorted
Step 2: Click Sort Ascending or Sort Descending icon
OpenOffice Calc, sort the data of selected column and its corresponding values present in other columns are also arranged simultaneously. Refer Figure 11.6.
Sorting data based on more than one field (column) is known as multi sorting . For example, the worksheet containing data of 20 students belongs to different groups and classes. To rearrange this data alphabetically by name and group code, multi sorting is used. Refer Figure 11.6.
Step 1: Select Data → Sort
Step 2: Sort dialog box appears. (Refer Figure 11.7).
Step 3: Select the field name (Student name) in which you want to sort from the “sort by” dropdown list box and then choose order of sorting i.e. Ascending or Descending. Ascending is the default selection.
Step 4: Select another field name (Group Code) from the “Then by” dropdown list box and choose the order of sorting to this column.
Step 5: Click “OK” button.
In OpenOffice Calc, multi sort can be done only for three fields.
In Calc sorting can be done on selected range. But this kind of sorting is generally not recommended, because the other relevant data are also not sorted. Therefore, OpenOffice Calc displays a warnning message for this type of sorting. Refer Figure 11.9..
Sorting data by selection:
Step 1: Select any particular field in which you want sort.
Step 2: Click required Sort icon from standard tool bar or Data → Sort command.
Calc, display a “Sort Range” warning message as shown in the Figure 11.9 “Sort Range” message box has two options, viz. (1) Extend selection (2) Current selection.
Step 3: “Extend Selection” – Sort all the data based on the selection. “Current Selection” – Sort only the selected range of data, remaining data are not sorted.