How to Sort in Excel

If you use Microsoft Excel regularly, you know how crucial it is to keep your data organized. One of the essential features of Excel is sorting, which allows us to organize data quickly and effectively. Sorting in Excel is a versatile function, and it can be used in many ways to simplify analyzing and arranging data. In this blog post, we will cover the basics of how to sort in Excel and highlight some of the key features that make it such a powerful tool. Whether you’re a seasoned Excel user or just starting, this guide will help you become proficient in sorting data in Excel.

Introduction

If you’re new to Excel, sorting data in Excel might be a daunting task. However, it is a fundamental skill that you must master if you want to work efficiently with Excel. Fortunately, with this step-by-step guide, you’ll be able to sort data in Excel seamlessly in no time. First, it’s essential to understand what sorting means and why it’s important.

What is Sorting in Excel?

Sorting in Excel is a process of rearranging data based on specific criteria. For example, you can organize a list of names alphabetically or by the date they were added. Sorting allows you to arrange data into a more meaningful way so that you can quickly analyze it or find specific data.

How to Sort in Excel

Now, let’s dive into the steps involved in sorting data in Excel.

Step 1: Select the Data Range

The first step is to select the data range that you want to sort. You can do this by clicking and holding your mouse on the first cell in the range and dragging it to the last cell.

Step 2: Open the Sort Dialog Box

Next, you need to open the Sort dialog box by clicking on the “Sort & Filter” button in the Home tab’s Editing group. Alternatively, you can right-click on the selected data range and select “Sort” from the shortcut menu.

Step 3: Choose the Sorting Order

In the Sort dialog box, you can select the sort order. You can sort the data in ascending or descending order. Ascending order means from A to Z or from the smallest number to the largest number, while descending order means the opposite.

Step 4: Select the Column to Sort

Select the column you want to sort. If your data range has a header row, make sure to check the “My data has headers” box so that Excel knows not to include it in the sorting.

Step 5: Add Additional Sorting Levels

If your data range has multiple columns, you can add additional sorting levels. To do this, click the “Add Level” button in the Sort dialog box and follow the same steps you used to sort the first column.

Step 6: Apply the Sort

Once you’ve set up your sorting criteria, click the “OK” button to apply the sort.

Sorting is a simple and powerful tool that can make your life a lot easier when working with Excel. By following these easy steps, you can sort your data quickly and efficiently. With this skill under your belt, you’ll be able to work with Excel like a pro!

Sorting Numerical Data

Sorting numerical data in Excel is similar to sorting text data with the only difference being that Excel sorts them based on numbers’ value instead of the alphabetical order of text. Sorting numerical data can be done by clicking on the “Sort Largest to Smallest” or “Sort Smallest to Largest” options in the Sort dialog box.

Sorting Data in Tables

If you’re working with tables, you can quickly sort your data by clicking on the “sort” button in the dropdown menu from the column headers. This will sort your data by the selected column in ascending order. You can sort in descending order by clicking on the same column header a second time.

Sorting Data by Color

If you’ve color-coded your data for various reasons and want to sort it based on color, you can do this in Excel by using the “Sort by Color” option. You can find the “Sort by Color” option in the Sort dialog box by clicking on the “Options” button. You can select the cell color or font color and choose between sorting them to the top or bottom of the list.

Sorting Data with Formulas

You can sort data in Excel using the “Sort” function to follow a specific formula. In this way, you can sort your data based on specific computations or operations that you’ve applied. To sort data using a formula, select the data range you want to sort, and in the Sort dialog box, select “Values” from the “Sort On” dropdown, then choose “Custom List” from the “Order” dropdown. Enter the formula in the “List Entries” section, then click “OK.”

Sorting data in Excel is a crucial skill to have when working with this powerful data management tool. Whether you’re sorting text, numbers, or even data by color, using the sorting function in Excel can help you organize, analyze, and present your data more effectively and efficiently. With the steps highlighted in this article and a little practice, you’ll be able to sort your data like a pro in no time.

FAQ

Here are answers to some frequently asked questions about sorting in Excel:

Can I sort data in Excel alphabetically?

Yes, you can sort data in Excel alphabetically or in reverse alphabetical order. To do this, select the column you want to sort and open the Sort dialog box. Choose “A to Z” to sort in ascending order or “Z to A” to sort in descending order.

What happens if I try to sort a table row instead of a column?

If you try to sort a table row instead of a column, Excel will display an error message indicating that it can’t sort that row. In Excel, tables can only be sorted by columns.

Can I sort data based on specific date and time ranges?

Yes, you can sort data based on specific date and time ranges. In Excel, dates and times are treated as numerical values, so you can sort them just like you would sort any other numerical data.

Can I sort data without affecting the surrounding cells?

Yes, you can sort data in Excel without affecting the surrounding cells by using the “Sort Range” feature. This feature allows you to sort a specific range of cells without altering the data in the surrounding cells.

What is the maximum number of sorting levels that I can use in Excel?

You can use up to 64 sorting levels in Excel. This will allow you to create complex sorting criteria to sort your data.