Sort — reorder records by one or more keys
Sort reorders every record by the value in one or more columns (the sort keys) — no record is added, hidden or deleted. A single-level sort uses ONE key (e.g. Surname); a multi-level sort adds a primary key plus secondary keys to break ties (Surname, then First name). Ascending = smallest/earliest/A first; descending = largest/latest/Z first, and numbers, dates and text sort either way. Select the whole data range (headers included) so a record's fields move together.
Select a subset — show only matching records
Select a subset (a search or filter) displays only the records that meet a stated criterion, temporarily hiding the rest — no record is deleted, and clearing the filter restores them all. A criterion compares a column against a value using an operator: = equal to, > greater than, < less than, >= at least, <= at most, <> not equal to. Whether you pick > or >= decides if the boundary value is included, so match the operator to the wording.
Combine criteria: AND, OR, NOT, wildcards
Combine criteria with the logic words AND, OR and NOT. AND requires every condition true together and narrows the results; OR requires at least one and widens them; NOT (or <>) excludes a value. Wildcards fill in unknown characters inside a TEXT criterion only: * = any number of characters (S* finds names starting with S), ? = exactly one (S?ith matches Smith or Snith, not Smyth). Never use a wildcard in a numeric comparison.
Drawn from real examiner reports.
The > vs >= boundary trap
Mark > 50 selects only records STRICTLY greater than 50 — one with Mark = 50 is excluded. If the question means "50 or more", the criterion must be Mark >= 50. It runs the other way for dates: "born in 1975 or later" needs >= 1975, not > 1975. Read the wording: "more than", "over", "after" take >/<; "at least", "or more", "on or before" take >=/<=.
w23 P02 Q21/Q22, s23 P21 (digest §18 database search — same operator skill as 20.2): ">1975" is not "1975 and later" (use >=); don't confuse >/<.
AND narrows, OR widens
Mixing these up returns the wrong records. To EXCLUDE several named values (not "Sales" and not "Marketing"), both conditions must hold, so combine with AND. OR fails: each record fails only one condition, so almost all pass. To require two things together (Region "North" AND Sales over 1000), AND is right — OR would keep every Northern record and every high-sales record.
w23 P02 Q21/Q22, s23 P21 (digest §18 database search — same logic skill as 20.2): exclude multiple values with AND, not OR.
Sort ≠ select a subset
These are different operations and neither deletes data. SORTING reorders every record (ascending/descending) — all stay present, just repositioned. SELECTING A SUBSET (filtering/searching) shows only matching records and hides the rest, without reordering them. Describing either as "removing" records scores no credit, and calling a filter a "sort" loses the definition mark.
Sorting only one column scrambles rows
If only the sorted column is selected instead of the whole data range, its values are reordered on their own while every other column stays put — so a record's fields no longer line up (a mark ends up against the wrong name). Always select or expand to the ENTIRE data range, including the header row, before sorting, so each record's fields stay linked.
w23 P02 Q21/Q22 (digest §18 sorting, re-applied to 20.2): a mis-set sort field "jumps to the front" and multi-field sorts fail — the spreadsheet equivalent is sorting one column instead of the whole range.
Wildcards: * (many) vs ? (one)
* stands for ANY number of characters (including none); ? stands for EXACTLY one. "Mc*" finds every surname starting with "Mc" (McBride, McDonald); ? there would match only names one character longer. Position matters: "Mc*" STARTS WITH "Mc", "*Mc" ENDS WITH "Mc". Use wildcards in a text search only — never in a numeric comparison.
w23 P02 Q21/Q22, s23 P21 (digest §18 database search — same skill as 20.2): wildcards used for "contains" searches.
Secondary key, not a second sort
A tie-break in a multi-level sort is a SECONDARY KEY applied within the SAME sort, not a separate second sort afterwards. Sorting by Surname, then re-sorting the whole sheet by First name, destroys the surname order. Instead set Surname as the primary key and First name as the secondary key in one operation, so first names only order within each equal-surname group.
Match the operator to the wording
Decide from the wording whether the boundary is included. "At least", "no more than", "or later" include it → >= or <=. "More than", "over", "fewer than" exclude it → > or <. Quote the exact operator, not words alone — the operator earns the mark.
State AND or OR explicitly
Write out each condition in full and name the logic word joining them, not a vague "records that match". AND = every condition true together (narrows); OR = any one is enough (widens). Check which the scenario needs: "both / at the same time" → AND; "either / any of" → OR.
Select the whole range before sorting
Before Data > Sort, select every column and the header row so linked fields stay together; sorting a lone column mismatches records. For a tie-break, add a secondary sort key within the same sort, not a second sort. Confirm the tool expands the selection to the full range.
Name the skill; scope the wildcard
Use a wildcard only inside a TEXT criterion — * for any number of characters, ? for exactly one — never with a number. Name the operation correctly: "sort" reorders records; "select a subset" (search/filter) hides non-matching ones. The wrong term loses the definition mark.
Full notes, flashcards, Q&A and the topic quiz for every premium subject.
Premium plans are US$8.99/month or US$49.99/year — first month free.
Studying with a parent's blessing? Show them this.
