ONLYOFFICE Spreadsheet Editor · Data management · Intermediate
Sort Whole Records and Filter Data in ONLYOFFICE
Sort complete records with tie-breakers, combine value and numeric filters, and restore the full dataset safely.
Documentation-qualified; native execution and save/reopen checks pending · Editorial standards
Quick answer
Select the entire record rectangle, including its headers, before Data → Custom Sort. Add explicit tie-breakers, then use header filters to narrow the visible records. Clear filters and check complete ID-to-field pairs before saving.
Sorting rearranges records; filtering temporarily limits which records you see. A six-order register makes both operations auditable by keeping a unique ID attached to each region, amount and status.
Version and practice file
These instructions target ONLYOFFICE Desktop Editors 10.0.0 on Linux with an English interface and a local XLSX workbook. The desktop changelog records that release on 13 October 2026. The release announcement identifies Linux support but says updated Snap, Flatpak and AppImage packages would follow later; check your installed version rather than assuming every distribution package has updated.
The menu names below were checked against current first-party help on 19 October 2026. This example has not been executed in the native application, and there are no application screenshots or verified save/reopen results. Expected results are independent checks for you to perform. Hosted collaboration, mobile interfaces and other desktop builds are outside this guide’s tested scope.
Enter a register with deliberate ties
Create a worksheet named Orders in sort-filter.xlsx. Enter the following ordinary range at A1:D7:
| ID | Region | Amount | Status |
|---|---|---|---|
1001 |
East |
120 |
Open |
1002 |
West |
85 |
Closed |
1003 |
East |
120 |
Closed |
1004 |
North |
100 |
Open |
1005 |
West |
140 |
Open |
1006 |
North |
70 |
Open |
Keep amounts numeric and headers in row 1. Do not insert blank separator rows, merged cells, or a total inside this block. In F1 enter All-record total and in F2 enter =SUM(C2:C7); expect 635. This is an integrity check, not a visible-only total. Save before sorting.
Sort the entire record set
Select A1:D7 on Orders. Open Data → Custom Sort. In Options, use top-to-bottom sorting and enable My data has headers. Set the first level to Region, Values, A to Z. Add a level for Amount, Values, Descending. Add a third for ID, Values, Ascending, then confirm. The sorting and filtering help documents these controls.
The expected ID order is 1001, 1003, 1004, 1006, 1005, 1002. The third key makes the East tie deterministic; with only two keys, do not assume which equal-amount East record appears first. Check that 1003 still has East, 120, Closed, and 1005 still has West, 140, Open. The total alone cannot detect regions or statuses detached from amounts.
If you accidentally select just Amount, cancel rather than sorting that column in isolation. If an expansion prompt appears, include the adjacent record columns. An existing backup is the recovery route if fields have already been separated and their original associations are unknown.
Combine value and numeric conditions
With A1:D7 selected, enable Data → Filter. In the Status header’s dropdown retain only Open. Four IDs should remain: 1001, 1004, 1006, 1005, in their sorted order.
In Amount’s dropdown, use Number filter → Greater than and enter 100. With the Status filter still active, expect only 1001, 1005. 1004 is excluded because its amount equals the boundary; 1003 is excluded because its status is Closed. Change the number condition to Greater than or equal to 100: now expect 1001, 1004, 1005.
A text-filter menu where you expected numeric conditions is a reason to inspect the source cells. Do not patch the filter to compensate for imported amounts stored as text. Filtering hides records; it does not delete them or make this ordinary local view private to a collaborator. For that separate deployment-dependent topic, see personal sheet views and shared filters.
Color and empty-result checks
Clear all filter conditions using Data → Clear filter while the data range is selected. After clearing, locate IDs 1001 and 1006; give only their Amount cells the same yellow background. With the order above, these are C2 and C5. In Amount’s dropdown choose Filter by cells color, then that yellow. Expect exactly 1001, 1006. Color describes formatting, not a numeric condition, so avoid using it as the only lasting business-status field.
Clear again. Apply an Amount condition greater than 1000: expect zero records, with headers remaining. This is a valid empty result, not missing data. Clear the condition to restore all six. If your real data contains blanks, review the separate blanks option rather than equating blank with numeric zero.
Finish in a reproducible state
Clear all filters, then sort the full block by ID ascending to restore input order. Remove Filter if you no longer want header dropdowns. Check all six original ID-to-field combinations and F2 = 635. Save, close and reopen sort-filter.xlsx; verify all six rows remain visible and the same tuples survive. Sorting back by a unique ID is reproducible after reopening; it does not depend on an old Undo history.