How to Sort Data in Excel

If you’re dealing with a large amount of data in Microsoft Excel, you’ll know that organizing it can be a time-consuming task. But one of the most effective ways to simplify and condense your data is by sorting it. Sorting data in Excel is a powerful feature that can help you streamline your workflow and make data analysis much easier. By arranging your data in a specific order based on criteria that you choose, you can quickly isolate important information and remove clutter. In this blog post, we’ll guide you through the steps you need to take to sort data in Excel, so you can get a quick and direct answer to this common issue.

Select the Range you Want to Sort

The first step to sorting data in Excel is selecting the range you want to sort. To do this, click and drag your cursor over all the cells you want to include in your sort. You can select entire columns or rows by clicking on the column or row header.

Choose Your Sorting Criteria

Next, you need to choose your sorting criteria. Decide which column you want to sort your data based on. You can sort by values, date, text, or color—among other criteria.

Sorting Values

If you choose to sort by values, you can select ascending or descending order. Ascending order will arrange the data from smallest to largest, while descending order will arrange it from largest to smallest.

Sorting Dates

When sorting by date, you can select the oldest or newest date first.

Sorting Text

Sorting by text will arrange text alphabetically from A to Z or from Z to A.

Sorting by Color

Sorting by color is useful if you have color-coded data. To sort by color, click the “Sort by Color” option in the Sort & Filter menu, and choose the color you want to sort by.

Access the Sort & Filter Menu

Now that you’ve selected the range and sorting criteria, you can access the Sort & Filter menu. To do this, click the “Data” tab in the ribbon at the top of the screen and click on the “Sort” button.

Select Your Sort Options

In the Sort & Filter menu, you’ll see several options. First, choose if you want to sort by columns or rows. Next, specify whether you want to sort the data in ascending or descending order, based on your chosen criteria. Finally, click the “OK” button to complete your data sort.

Color-Coding Your Sorted Data

If you have color-coded data, you may be wondering how to preserve the color scheme you worked so hard to establish. Don’t worry! When you sort data in Excel, the color scheme you established for each cell in the range being sorted will remain intact. It’s just that the order will change based on the criteria you chose in the Sort & Filter menu.

Sorting data in Excel is a powerful tool that can save you time and make your data analysis process much smoother. By following these simple steps, you’ll be able to quickly organize your data based on specific criteria, making it easier to find and analyze the information you need.

Sorting Specific Columns

In some cases, you may only want to sort a specific column in your Excel sheet. To do this, select the column you want to sort by clicking on the column header letter. Then, access the Sort & Filter menu and select which column to sort by. The rest of the data in your sheet will remain untouched, keeping your information organized while sorting only the desired column.

Sorting Multilevel Data

If you have multilevel data and want to sort it, Excel makes it easy to do so. You can sort data by more than one column, allowing you to sort by primary and secondary criteria. To do this, you’ll need to add levels to your Sort & Filter menu. When you apply a multilevel sort, Excel sorts the primary column first and then moves on to the secondary column, third column, and so on.

Filtering Sorted Data

If you are dealing with a larger dataset and only want to view specific information, you can filter your sorted data. Excel makes this easy with a filter option in the Sort & Filter menu. When you apply a filter to your sorted data, you can select which data to display, hiding all other information and making it easier to extract the information you need.

Finding Duplicates

When you’re working with a lot of data, you might find that there is some duplicate data. Fortunately, Excel has a feature that can help. First, select the range of data where you want to find duplicates. Choose “Conditional Formatting” from the “Home” tab in the ribbon at the top of your screen, then select “Highlight Cells Rules” followed by “Duplicate Values.” Excel will highlight all the duplicate values in your selected range, making it easy for you to clean up your data and eliminate any duplicates.

Navigating Sorting Errors

While sorting data in Excel can make your data analysis more manageable, there are some errors that can occur. Common errors include cells being hidden, merged cells, or blank cells. Excel can also confuse text and numerical values, leading to confusion in your sorted data. If you encounter any of these issues, review your data and adjust it accordingly to ensure accurate sorting.

Sorting data in Excel doesn’t have to be difficult, and it can save you time and effort when working with a large amount of data. By selecting your sorting criteria, accessing the Sort & Filter menu, and applying your sort, you’ll be able to organize and analyze your data efficiently. By utilizing the additional tips and tricks presented here, you’ll be able to navigate common errors and get the most out of sorting data in Excel.

FAQ

Here are some of the most commonly asked questions about sorting data in Excel:

Can I undo a sort in Excel?

Yes, you can undo a sort in Excel by pressing “Ctrl” + “Z” after completing the sort. Alternatively, you can use the “Undo” button in the Quick Access Toolbar located in the top left of your screen.

Can I sort data in Excel based on custom criteria?

Yes! One way to sort data based on custom criteria is to use a formula. Create a formula that will generate a sorting score for each row of data, and then sort the data based on this score.

Can I sort data in multiple sheets in Excel?

Yes, you can sort data in multiple sheets in Excel. To do this, select all the sheets you want to sort, and then follow the steps to sort data as you would for a single sheet.

How can I sort data based on color?

You can sort data based on color by accessing the “Sort & Filter” menu and choosing “Sort by Color.” From here, you can select which color you want to sort your data by.

Can I sort data in Excel without changing the original data?

Yes, you can sort data in Excel without changing the original data. To do this, simply copy the data you want to sort and paste it into a new worksheet. From here, you can complete the sorting process without modifying the original data.