How to Undo Sort in Excel

Microsoft Excel is a powerful spreadsheet tool that can help to organize, analyze, and visualize data. One of the most common tasks in Excel is sorting, which enables users to quickly arrange data based on specific criteria. However, sorting can sometimes lead to unintended consequences, such as lost data or misplaced information. Fortunately, Excel provides several methods to undo a sort and restore your data to its original order. In this blog post, we will explore how to undo sort in Excel and recover your data in just a few simple steps.

Why undoing sort is important

Sorting data is a common task in Excel that can help in quickly finding the data that meets specific needs. However, sometimes unintentional sorts can happen, especially when working with large sets of data with multiple columns. This can result in lost data or misplaced information that can be hard to spot at first glance. That’s why it’s important to know how to undo a sort and recover your original data.

How to undo sort in Excel

Method 1: Using the undo button

The simplest way to undo a sort in Excel is to use the “Undo” button. This will revert your spreadsheet to its previous state, including the original order of the data. Here’s how:

1. Click on the “Undo” button in the Quick Access Toolbar or use the “Ctrl + Z” keyboard shortcut to undo the last action.
2. If you have done multiple sorts, you may have to undo several times to get back to your original sheet.

Method 2: Using the sort dialog box

If the undo button is not available, or you have made several changes since the sort, you can still retrieve your original data with this method:

1. Click anywhere within your sorted data range, and click on the “Sort” button in the “Data” tab of the ribbon.
2. In the dialog box that appears, select the original sort order by which you want to sort your data.
3. Click the “OK” button, and your data will restore to the original order.

Method 3: Retrieving the original sheet

If all else fails, you can retrieve the original sheet. When you sort data in Excel, the original data order is saved to the “Custom Views” list. Here’s how to retrieve it:

1. In the “View” tab in the ribbon, look for the “Custom Views” button.
2. In the “Custom Views” dialog box, select the “Original Sheet” view.
3. Click the “Show” button to retrieve your original sheet.

Closing thoughts

Knowing how to undo sort in Excel is a crucial skill that can come in handy when working with large data sets. By using the undo button, sort dialog box, or custom views, you can quickly restore your data to its original order and avoid the chaos that comes with a messed up Excel sheet.

Preventing unintentional sorts

While undoing a sort is a great way to recover your data, it’s always better to avoid unintentional sorts altogether where possible. Here are some tips to help you prevent an unintentional sort in Excel:

• Always double-check your data: Before sorting a range, always check that your data is accurate and in the correct format. A small mistake, such as a misplaced decimal point, can lead to incorrect results.
• Use tables: Converting your data range into a table can help to prevent unintentional sorts. When you click on the “Sort” button in a table, Excel will only sort the table, not the entire worksheet.
• Use filters: Excel filters can also be a great alternative to sorting. To filter data, click within your range and then click on the “Filter” button in the “Data” tab of the ribbon. You can then filter your data based on specific criteria without rearranging the order of the rows.

When undoing sort is not enough

Sometimes, sorting the wrong way can lead to significant errors in your data, and it can be tough to recover from a single undo. Fortunately, Excel provides a range of options for users to manage their data. The first step is to identify and understand the problem. Here are a few ways to recover data beyond undoing a sort:

• Restore a previous version of the file: Use the “File History” feature in Windows or Time Machine on Mac to restore a previous version of your spreadsheet.
• Manually rearrange the data: If you have only sorted the data once, you can manually rearrange it. Add a new column to your worksheet and assign a number to each row in the order that it should appear, then sort by the new column.
• Use a data recovery tool: If all else fails, a data recovery tool such as EaseUS or Recuva may be required to repair your data. These tools can help to repair corrupted Excel files, recover deleted sheets, and restore missing data.

Closing Thoughts

Excel is a powerful tool for managing and analyzing data. While sorting is a basic function in Excel, it can sometimes lead to errors and frustration. By understanding how to undo a sort and recover your original data, you can reduce the risk of losing your work and save time while working with large datasets. Remember to be cautious when sorting your data and consider using other Excel features such as tables and filters to help you manage your data more efficiently.

FAQs

Here are some frequently asked questions about undoing sorts in Excel:

Can I undo multiple sorts in Excel?

Yes, you can undo multiple sorts in Excel. Click on the “Undo” button multiple times, or use the “Ctrl + Z” keyboard shortcut repeatedly until you have undone all the sorts you wish to undo.

What happens if I accidentally save my sorted Excel sheet?

If you accidentally save your sorted Excel sheet and want to recover your data, you can use one of the methods mentioned above to undo a sort. If you cannot undo the sort, trying restoring a previous version of the file using Windows “File History” or Mac’s Time Machine feature.

Why should I convert data ranges into a table?

Converting data ranges into a table in Excel can help prevent unintentional sorts, as you can sort the table without affecting the rest of the worksheet. Tables can also make it easier to manage and analyze data, and they automatically provide filter buttons in the header row.

Is there a way to prevent undoing a sort in Excel?

No, there is no way to prevent someone from undoing a sort in Excel. However, you can use Excel’s “Protect Sheet” feature to prevent users from sorting and editing specific cells of your worksheet.

What is a custom view in Excel?

A custom view in Excel is a way to save and restore a specific view of your worksheet, including the location and size of windows, row and column widths, and filter settings. When you save a custom view in Excel, you can quickly restore your spreadsheet to that specific view from the “Custom Views” dialog box.