How to Sort by Alphabetical Order in Excel

Sorting a column in alphabetical order is a common task when working with data in Microsoft Excel. Whether you’re managing a list of names, products, or any other data type, being able to sort alphabetically can be incredibly useful. Excel offers several ways to sort data in your spreadsheet, allowing you to quickly and easily organize your information. In this blog post, we’ll explore how to sort by alphabetical order in Excel, so you can save time and keep your data well-organized.

Introduction

Sorting by alphabetical order is a quick way to organize your data in Microsoft Excel. In this blog post, we’ll explore several ways to sort your data alphabetically in Excel.

Sorting by a Single Column

If you need to sort your data by a single column, such as a list of names or products, Excel makes it easy. Here’s how:

Step 1:

Select the column you want to sort by clicking on the column header. For example, if you’re sorting by a list of names, click on the header for the “Name” column.

Step 2:

Click on the “Data” tab in the top menu, and then click on the “Sort A to Z” button in the “Sort & Filter” group. Excel will automatically sort your column in alphabetical order.

Sorting by Multiple Columns

If you’re working with data that needs to be sorted by more than one column, such as a sales report that needs to be sorted by product name and then by date, Excel can handle that too. Here’s how:

Step 1:

Select the data range you want to sort by clicking and dragging your mouse over the cells. Make sure to include the column headers.

Step 2:

Click on the “Data” tab in the top menu, and then click on the “Sort” button in the “Sort & Filter” group.

Step 3:

In the “Sort” dialog box, you’ll see a list of the columns in your data range. Choose the column you want to sort by first, and then choose whether you want to sort in ascending or descending order. Click “Add Level” to add another column to sort by.

Step 4:

Continue adding columns to sort by until you’ve sorted your data in the order you want. Click “OK” to sort your data.

Sorting by alphabetical order in Excel is a useful and quick way to organize your data. Whether you’re sorting by a single column or multiple columns, Excel has the tools you need to get the job done.

Sorting with Custom Lists

Custom lists can be created by Excel users to quickly sort data in a specific way, especially when dealing with non-standard formats like months, days of the week, and other user-defined formats. To create a custom list:

Step 1:

Click on the “File” tab in the top menu, and then select “Options”.

Step 2:

In the “Excel Options” dialog box, click on “Advanced” in the left menu.

Step 3:

Scroll down to the “General” section, and click on the “Edit Custom Lists” button.

Step 4:

In the “Custom Lists” dialog box, you can either add items one by one or import a list from an external file. Click “OK” to save your custom list.

Step 5:

To use your custom list to sort data in Excel, select the column you want to sort and click on the “Data” tab in the top menu. Click on the “Sort” button in the “Sort & Filter” group and choose the custom list you created from the “Order” drop-down menu.

Sorting by Format

If you want to sort data in Excel based on cell formatting such as color or font, Excel has got you covered. Here’s how to do it:

Step 1:

Select the column you want to sort by formatting.

Step 2:

Click on the “Data” tab in the top menu, and then click on the “Sort” button in the “Sort & Filter” group.

Step 3:

In the “Sort” dialog box, select the “Sort by” drop-down menu and choose “Cell Color” or “Font Color”, whichever you want to sort by.

Step 4:

Choose the color you want to sort by from the “Color” drop-down menu, and then choose whether you want to sort in ascending or descending order.

Step 5:

Click “OK” to sort your data by cell formatting.

Sorting data in Excel by alphabetical order is a valuable tool that can be used for a wide range of functions. Whether you’re sorting by a single or multiple columns, custom lists, or cell formatting, Excel provides an array of features to organize your data with speed and ease.

FAQ

Here are answers to some frequently asked questions that may arise when sorting data alphabetically in Excel:

Can I sort data on more than one worksheet in the same workbook?

Yes, you can sort data on multiple worksheets in the same workbook. Simply select the appropriate worksheet before proceeding with the sort function. Alternatively, you can select multiple worksheets by holding down the “Ctrl” key and clicking on each worksheet you want to select, then perform the sort.

Can I undo a sort?

Yes, you can undo a sort by pressing “Ctrl + Z” immediately after the sort. This will undo the last action, which is usually the sort. Alternatively, you can use the “Undo” button in the top-left corner of the Excel window. Keep in mind that undoing a sort will also undo any other changes you made prior to the sort.

Can I create a custom sort order?

Yes, you can create a custom sort order using the “Custom Lists” feature. This is especially useful when working with data that doesn’t follow standard formats. Follow the same steps as creating a custom list in the blog post above, and then choose the custom list from the “Order” drop-down menu when sorting data.

Can I sort data in reverse alphabetical order?

Yes, you can sort data in reverse alphabetical order by clicking on the “Sort Z to A” button in the “Sort & Filter” group after selecting the appropriate column. This will sort data in reverse alphabetical order, with the “Z” items appearing at the top of the column.

Can I sort data in other languages or character sets?

Yes, you can sort data in other languages or character sets by selecting the appropriate language or character set in the “Sort” dialog box. Excel uses the Unicode Standard to sort characters, so you can sort data in most languages and character sets supported by Unicode.