How do I sort database entries in Notion?

Sorting database entries in Notion is straightforward and can be accomplished through multiple approaches depending on your specific needs. You can sort by a single property for basic organization, apply multi-level sorting for complex data arrangements, or even use formula-based sorting for advanced workflows. The key is accessing the Sort button located in the top-right corner of any database view, which opens up all sorting options and gives you complete control over how your data appears.

For basic sorting, simply hover over any property header in your database and click it to reveal quick sorting shortcuts. You can choose "Sort ascending" or "Sort descending" directly from the dropdown menu. This works perfectly for straightforward organization like alphabetizing names or arranging dates chronologically. Different data types sort logically—text properties arrange alphabetically, numbers order numerically from lowest to highest or vice versa, and dates organize from oldest to newest or the reverse.

Multi-property sorting becomes invaluable when you need layered organization. Click the Sort button, select your first property and direction, then click "Add a Sort" to include additional criteria. The order matters here—properties listed first take priority, with subsequent sorts acting as tie-breakers. For example, sorting first by "Status" then by "Due Date" will group all items by their status, then arrange items within each status group by their deadlines. You can drag properties within the sort dialog to adjust their priority levels.

One important limitation to understand is that sorting only affects your current view. Each database view maintains independent sorting settings, so changes won't impact other views of the same database. When working in shared databases, you'll need to click "Save for Everyone" after sorting to apply your changes to all team members; otherwise, the sort remains private to your session. This view-specific behavior offers flexibility but requires attention when collaborating.

Advanced users can leverage formula properties for sophisticated sorting scenarios. Create a formula that calculates values like "days until due" or "priority scores" based on multiple factors, then sort by these computed results. This approach enables dynamic ranking systems that automatically adjust as your data changes. While Notion's sorting capabilities are robust and intuitive, remember that some view types like Boards have limited sorting options, focusing primarily on arranging cards within existing columns rather than comprehensive database-wide organization.