How to Put Numbers in Order in Excel

Microsoft Excel is a powerful spreadsheet software that is widely used for organizing and analyzing data. One of the fundamental tasks in Excel is sorting numbers in ascending or descending order. Whether you are working with a small or large dataset, sorting can help you quickly identify trends, outliers, and other patterns in your data. In this blog post, we will go through a step-by-step guide on how to put numbers in order in Excel, using both basic and advanced techniques.

Introduction

Whether you are working with a small or large dataset in Excel, sorting your numbers can help you analyze your data more efficiently. In this blog post, we will provide you with a step-by-step guide on how to put numbers in order in Excel so that you can quickly identify trends, outliers, and other patterns in your data.

Basic Sorting

The easiest way to sort numbers in Excel is to use the sorting tool that is available on the Data tab. Follow these steps:

Step 1: Select the range of cells

Highlight the range of cells you want to sort.

Step 2: Click the Sort tool

Go to the Home tab and locate the Sort & Filter group. Click the Sort button.

Step 3: Choose your sorting options

Under the Sort dialog box, choose the column that you want to sort by and select the order (ascending or descending). Click OK.

Sorting by Custom Values

If you want to sort your numbers by custom values, you can use the Sort dialog box:

Step 1: Select the range of cells

Highlight the range of cells you want to sort.

Step 2: Click the Sort button

Go to the Home tab and locate the Sort & Filter group. Click the Sort button.

Step 3: Click the “Custom List” option

Select the “Custom List” option under the “Order” menu in the Sort dialog box. This will open up the “Custom Lists” window.

Step 4: Enter your custom values

Enter the custom values that you want to sort by and click “Add >>” to add them to the list. You can add as many values as you like.

Step 5: Sort by the custom list

Choose the column that you want to sort by and select “Custom List” from the “Order” menu. Select your custom list from the “Custom Lists” window and click OK.

Advanced Sorting Techniques

If you need to perform more advanced sorting operations, Excel provides several tools to help you do this:

The Filter Tool

The Filter tool allows you to filter your data by certain criteria, which is useful for sorting large datasets. To use the Filter tool:

Step 1: Click the “Filter” button

Highlight the range of cells you want to filter and click the “Filter” button under the “Sort & Filter” group on the Home tab.

Step 2: Choose a filter option

Select the column header that you want to filter and choose a filter option from the drop-down menu.

Step 3: Apply the filter

Apply the filter by clicking on the checkbox next to the value you want to keep. Click OK when you are finished.

The PivotTable

The PivotTable tool allows you to summarize and aggregate data quickly. To use the PivotTable:

Step 1: Select your data

Select the data that you want to summarize.

Step 2: Click the “PivotTable” button

Go to the Insert tab and click the “PivotTable” button. In the “Create PivotTable” dialog box, select the location where you want to place your PivotTable

Step 3: Choose your fields

Click and drag the fields that you want to summarize into the appropriate areas. Select the field you want to sort and click the filter arrow. Choose how you want to sort the field.

Sorting numbers in Excel is essential for analyzing data quickly and efficiently. By following these step-by-step instructions, you can sort your numbers in a variety of ways and gain insights that would otherwise be hard to identify.

How to Sort by Multiple Columns

At times you might want to sort your data by more than one criterion. Fortunately, it’s easy to sort by multiple columns in Excel. Follow these steps:

Step 1: Select the range of cells to sort

Select the range of cells you want to sort by multiple columns. Alternatively, click any cell in the range, and Excel will detect it for you.

Step 2: Click the “Sort” button

Click the “Sort” button in the Editing group on the Home tab.

Step 3: Add Sort Levels

Select the “Add Level” button. Choose a column to use as your primary sort criterion and specify the order, then click “ok”.

Repeat the process of selecting a column, specifying the order and clicking “ok” until you have added all the sort levels you need.

Step 4: Click the “OK” button

Once you’re happy with your sort levels, click “OK” to apply them. Excel will sort your data by the primary criterion first, then by the secondary, and so on, until all the sort levels are complete.

Sorting by Cell Color or Font Color

In Excel, you can also sort your data by cell color or font color. This can be useful for visually identifying trends or data points that share a similar color. Follow these steps:

Step 1: Select the range of cells

Select the range of cells you want to sort by color.

Step 2: Click the “Sort & Filter” button

Click the “Sort & Filter” button in the Editing group on the Home tab.

Step 3: Select “Custom Sort”

Select “Custom Sort” from the shortcut menu.

Step 4: Choose Color Sort Options

Select the color you want to sort by and choose “On” in the “Sort On” dropdown. In the “Order” dropdown, select “Cell Color” or “Font Color” .

Step 5: Click “OK”

Click “OK” to apply the sorting to your data.

Sorting by Custom List

Excel provides you with an option to sort your data based on a custom list if you find that sorting by ascending or descending order doesn’t meet your preference. To sort by a custom list, follow these steps:

Step 1: Define Your List

You need to have your custom list defined already before applying it to sort your data. To do this, select the cells that contain your custom list.

Step 2: Open the Custom Lists Dialog Box

Click the “Sort & Filter” button in the Editing group on the Home tab. Choose the “Custom Sort” option. Click on the “Custom List” tab to open the Custom Lists dialog box.

Step 3: Import Your Custom List

Select the “Import” button, and Excel will display a prompt to select the range that contains your custom list. Once you choose the range of cells that contain your custom list, click “OK.”

Step 4: Select the Column with Values to Sort

In the “Sort” dialog box, select the column with the values you want to sort and click the “Custom List” option in the “Order” dropdown.

Step 5: Choose Your Custom List

In the Custom Lists section, select your custom list and click “OK.” Your data is now sorted according to your custom list.

Sorting data in Excel can help you quickly identify patterns and trends in your data, regardless of the size of your dataset. By using the above techniques, you can sort your data in ascending or descending order, by custom lists, cell color or font color. Excel provides several tools that you can use to sort data effectively and efficiently.

FAQs About Sorting in Excel

Here are some frequently asked questions about sorting in Excel:

Can I sort by more than one column in Excel?

Yes! Excel allows you to sort by multiple columns in ascending or descending order. Follow the steps provided in the “How to Sort by Multiple Columns” section of this blog post.

Can I sort by cell color in Excel?

Yes, you can sort by cell color in Excel. Follow the steps provided in the “Sorting by Cell Color or Font Color” section of this blog post.

Can I sort by font color in Excel?

Yes, you can sort by font color in Excel. Follow the steps provided in the “Sorting by Cell Color or Font Color” section of this blog post.

What is the difference between sorting and filtering in Excel?

Sorting in Excel arranges the data in a particular order based on the sorting criteria, while filtering allows you to show only the data that meets specific conditions or criteria. Though sorting and filtering both help you to visualize and analyze data better, they have distinct functions and can be used together.

Is it possible to sort by a custom list in Excel?

Yes, it is possible to sort by a custom list in Excel. Follow the steps provided in the “Sorting by Custom List” section of this blog post to sort your data using a custom list.