How to Sort Multiple Columns in Excel

Sorting data in Microsoft Excel is a basic function that every user should know how to use. Often, spreadsheets contain multiple columns that need to be sorted together in a certain order. This can be a tedious and time-consuming task if done manually. Luckily, Excel offers a simple solution that can help you sort multiple columns quickly and efficiently, saving you time and effort. In this blog post, we will walk you through the steps to sort multiple columns in Excel, including how to sort by different criteria and how to customize your sorting options. So, let’s get started!

Step 1: Select the Data Range to Sort

The first step to sorting multiple columns in Excel is to select the data range you want to sort. To do this, click on any cell within the data range, and then drag the cursor to select all the cells you want to sort. Make sure to include all the columns that need to be sorted together.

Step 2: Open the Sort Dialog Box

Once you have selected the data range, the next step is to open the sort dialog box. To do this, go to the Data tab on the Excel ribbon and click on the ‘Sort’ button. Alternatively, you can right-click on any cell within the selected data range and choose ‘Sort’ from the context menu.

Step 3: Choose the Sort Order for Each Column

Once you have opened the sort dialog box, you will see a list of all the columns in your selected data range. You can choose the sort order for each column by clicking on the corresponding drop-down menu. You can choose to sort by values, cell color, font color, or cell icon. You can also choose whether to sort in ascending or descending order.

Sorting by Multiple Columns

If you want to sort by multiple columns, you can add more levels to your sort criteria. To do this, click on the ‘Add Level’ button on the sort dialog box. You can then select the column you want to sort by and choose the sort order, as described above. You can add as many levels as you need to sort the data range to your liking.

Step 4: Customize the Sort Options

If you want to customize the sort options further, you can click on the ‘Options’ button on the sort dialog box. This will open up a new dialog box where you can choose to sort the data range based on specific options such as case sensitivity, orientation, and data type. You can also choose to sort only a specific range within the selected data range.

Step 5: Apply the Sort

Once you have chosen the sort order and customized the sort options, you can apply the sort by clicking on the ‘OK’ button on the sort dialog box. Excel will then sort the selected data range according to the criteria you have specified. Congratulations, you have successfully sorted multiple columns in Excel!

Sorting Tips

Sorting data in Excel can be a very useful tool to help you analyze your data more efficiently. Here are some tips to help you make the most out of sorting:

• Always make sure to select the entire data range you want to sort, including any empty cells or rows. Otherwise, you may end up with unexpected results.
• When sorting data that contains numbers and text, make sure to choose the correct data type in the sort options dialog box. Otherwise, Excel may not sort the data correctly.
• If you want to retain the original order of your data, make sure to add a unique identifier column before sorting. You can then sort the data based on the identifier column to retrieve the original order.
• You can sort data by more than three columns by using the custom sort option in Excel. This can be accessed from the Options button in the Sort dialog box.

Sorting Alternatives

While sorting is a powerful tool, it may not always be the best way to analyze your data. Here are some alternative methods you can use to analyze large data sets:

• Filtering: You can use the filter option in Excel to filter your data based on certain criteria. This can be very useful if you are working with large data sets.
• Pivot Tables: Pivot tables can help you summarize and analyze large data sets quickly. You can use them to group data by different criteria and create customized reports.
• Conditional Formatting: You can use conditional formatting to highlight specific data points based on certain criteria. This can help you identify patterns and trends in your data more easily.

Sorting data in Excel is a powerful tool that can help you analyze and organize your data more effectively. Whether you need to sort by multiple columns or use custom sorting options, Excel has everything you need to get the job done. By following the steps outlined in this blog post, you can be confident in your ability to sort and analyze your data like a pro.

FAQ

Here are some frequently asked questions about sorting multiple columns in Excel:

Can I sort data by more than three columns?

Yes, you can sort data by more than three columns by using the Custom Sort option. Click on the Options button in the Sort dialog box, and then select the Custom Sort option. You can then add as many sort levels as you need.

Can I sort data from left to right instead of top to bottom?

No, Excel always sorts data from top to bottom in a column. However, you can transpose your data so that it reads from left to right, and then sort it as usual. To transpose data, select the entire data range, right-click, and choose Copy. Right-click again, choose Paste Special, then select the Transpose option.

Can I sort data based on cell color?

Yes, you can sort data based on cell color using the Sort dialog box. Choose the column you want to sort by, and then select the Cell Color option from the Sort On drop-down list. You can then select the color you want to sort by from the drop-down list next to the Order option.

What is the difference between sorting and filtering?

Sorting and filtering are two different ways to analyze data in Excel. Sorting rearranges data in a specific order based on certain criteria, while filtering shows only the data that meets certain criteria. Sorting is useful when you want to arrange your data in a specific way, while filtering is useful when you want to view a subset of your data that meets certain criteria.

Can I undo a sort in Excel?

Yes, you can undo a sort in Excel by using the Undo command. Press the Ctrl + Z keys or click on the Undo button on the Quick Access Toolbar to undo your last action. You can also use the Redo command to reverse an undo action.