How to Sort Rows in Excel

In Microsoft Excel, sorting rows is an essential task for organizing data efficiently. It allows you to re-arrange rows either in ascending or descending order based on the values in a single column or more, depending on your preference. Sorting rows in Excel is a straightforward process that can save you time and effort while working with large datasets. In this blog post, we will provide you with an easy-to-follow guide on how to sort rows in Excel effortlessly.

1. Open the Excel Workbook

The first step in sorting rows in Excel is to open the Excel Workbook that contains the data you want to sort. You can do this by double-clicking on the Workbook icon or searching for it in the Start menu.

2. Select the Rows to Sort

Next, select the rows that you want to sort. You can do this by clicking on the row number on the left side of the screen. You can also select multiple rows by holding down the Shift key while clicking on the row numbers.

3. Click on the Sort Button

Once you have selected the rows to sort, click on the Sort button. You can find this button in the Home tab of the Excel Ribbon, under the ‘Editing’ section. Alternatively, you can right-click on any of the selected rows, and choose ‘Sort’ from the drop-down list that appears.

4. Choose the Sorting Order and Criteria

After clicking on the Sort button, a dialog box will appear. This box allows you to choose the sorting order and the criteria for the rows to sort. You can sort the rows in ascending or descending order by selecting the appropriate option from the ‘Order’ drop-down list.

Sorting Based on a Single Column:

If you want to sort the rows based on values in a single column, select that column’s header from the ‘Sort by’ drop-down list.

Sorting Based on Multiple Columns:

If you want to sort the rows based on values in multiple columns, click on the ‘Add Level’ button. Then, select the column header and the sorting order for the next level. You can repeat this process to add more levels

5. Click OK to Sort Rows in Excel

Once you have selected the sorting order and criteria, click on OK to sort the selected rows in Excel. The selected rows will now be rearranged based on the sorting order and criteria you chose, making it easier for you to work with your data.

6. Save Your Sorted Workbook

Lastly, save your sorted Workbook, so you don’t lose your work. You can do this by clicking on the ‘Save’ button or using the keyboard shortcut Ctrl + S.

Tips for Sorting Rows in Excel

To make sorting rows in Excel more efficient, consider the following tips:

1. Always have a backup copy of your data

Before you sort your data, make sure you have a backup copy in case something goes wrong. You can create a copy of your Workbook by selecting ‘Save As’ from the File menu and choosing a new name for the copy.

2. Sort rows dynamically using Excel Tables

Excel Tables are a powerful way to organize and manage large datasets, including sorting rows. When you convert a range of cells into an Excel Table, you can sort the data dynamically by clicking on the column headers. To do this, select your data range and go to the ‘Insert’ tab. Click on the ‘Table’ button, and a dialog box will appear. Ensure the ‘My table has headers’ checkbox is selected and click on ‘OK.’

3. Use Custom Sort orders for Sorting Rows

Excel offers a feature called Custom Sort that allows you to specify the order in which you want to sort your data. For example, if you have an alphabetic list of names and want to sort them by the order of appearance in a different list, you can use Custom Sort. To do this, click on ‘Custom Sort’ in the Sort dialog box, then ‘Add a Level.’ Type or select your sort order list, and click on ‘OK.’

Conclusion

Sorting rows in Excel can be a time-saving and efficient way to organize your data. Whether you are working with large datasets or small ones, Excel makes it easy to sort your data in any order you want. Using the tips in this article, you can take full advantage of Excel’s sorting capabilities and make your work easier.

FAQs about Sorting Rows in Excel

Below are answers to common questions about sorting rows in Excel

Can I sort rows in Excel based on multiple criteria?

Yes, you can sort rows in Excel based on multiple criteria. In step 4 of the sorting process, click on the ‘Add Level’ button to add more sorting levels. This allows you to sort the data based on two or more criteria.

Can I undo a sort in Excel?

Yes, you can undo a sort in Excel by pressing the keyboard shortcut ‘Ctrl + Z’ or by clicking on the ‘Undo’ button in the Quick Access Toolbar.

What is the keyboard shortcut to sort rows in Excel?

The keyboard shortcut to sort rows in Excel is ‘Alt + A + S.’ This will open the Sort dialog box, where you can select the sorting order and criteria.

Can I sort rows in Excel alphabetically?

Yes, you can sort rows in Excel alphabetically in ascending or descending order. To sort alphabetically, select the column you want to sort by, then select ‘A to Z’ or ‘Z to A’ in the Sort dialog box.

Can I sort rows in Excel based on cell color or font color?

Yes, you can sort rows in Excel based on cell color or font color. To do this, go to the Sort dialog box, choose the ‘Sort On’ option, then select ‘Cell Color’ or ‘Font Color.’ Select the color you want to sort by, and click on ‘OK.’