When you’re working with data in Microsoft Excel, there are a few things you can do to make it easier to work with. One way is to sort data by column. Another way is to group data by type. And another way is to group data by value. Here are seven ways to sort data in Microsoft Excel:
- Sort data by column: This is the simplest way to sort data in Microsoft Excel. Just drag and drop the columns you want to sorted into the desired order, and Excel will do the rest.
- Sort data by type: This option lets you group data by type, such as numbers or text values. You can also use this option to filter data so that only certain types of information are shown.
- Sort data by value: This option lets you group data by its values, such as money or products. You can also use this option to compare different values for the same item.
- Sortdata using a descending order: This option sorts items in ascending order, which makes it easier to find specific items when looking through your spreadsheet contents.
- Sortdata using a random order: This option sorts items in an unpredictable order, which can help you find specific items if they’re hidden among other entries!
You can use the quick sort for those basic options or create a custom sort that gives you more flexibility. Whatever your data, be it text or numbers, take a look at these various ways you can sort it.
A to Z Sorting
If you want to sort by text in alphabetical order or numbers like currency or decimals in numerical order, you can do this in Excel in just a few clicks.
RELATED: How to Sort Values in Microsoft Excel
Select the data you want to sort and open the Sort tool one of these ways:
On the Home tab, select “Sort & Filter” in the Editing section of the ribbon. At the top of the pop-up box, choose “Sort A to Z” or “Sort Z to A. ” On the Data tab, select “A – Z” or “Z – A” in the Sort section of the ribbon.
Your data is then sorted in the order you picked, either alphabetically from A to Z or the reverse. This option also sorts numbers the same way, from lowest to highest or the opposite.
You can also use the A to Z sorting when you create a custom sort which we’ll describe next.
Row Sorting
For more advanced options in Excel like sorting by row instead of column, you can create a custom sort.
Select your data, go to the Data tab, and click “Sort” in the Sort & Filter section of the ribbon. Then, click “Options” at the top of the Sort box.
In the small pop-up box, mark the Sort Left to Right option, check the box for Case Sensitive at the top if you like, and click “OK.”
You can then continue setting up your sort by row with the drop-down boxes. Depending on the options you pick in the first drop-down boxes, you’ll be able to sort from A to Z, top to bottom, or another option.
Color Sorting
Also using the custom sort option in Excel, you can sort by color. This allows you to sort your data by the cell or font color. Select your data and then “Sort” on the Data tab to open the Sort box.
RELATED: How to Sort by Color in Microsoft Excel
Choose the following in the drop-down boxes:
Sort by: Pick the column or row. Sort on: Pick either “Cell Color” or “Font Color” depending on what you want to sort. Then, use the additional box that appears to select the color. Order: Pick “On Top” or “On Bottom” per your preference.
Click “OK” when you finish, and you’ll see your data sorted by your chosen color.
Conditional Formatting Icon Sorting
If you take advantage of displaying icons for your data in Excel based on conditional formatting, you can use this as a sort option too. Select your data and then “Sort” on the Data tab to open the Sort box.
RELATED: How to Use Icon Sets to Represent Values in Microsoft Excel
Choose the following in the drop-down boxes:
Sort by: Pick the column or row. Sort on: Pick “Conditional Formatting Icon” and then use the additional box that appears to pick the icon. Order: Pick “On Top” or “On Bottom” per your preference.
Click “OK” when you finish, and you’ll see your data sorted by your chosen conditional formatting icon.
List Sorting
One convenient sorting option many don’t realize exists in Excel is list sorting. For instance, you may want to sort by day of the week or month of the year. Select your data and then “Sort” on the Data tab to open the Sort box.
Choose the following in the drop-down boxes:
Sort by: Pick the column or row containing the list items. Sort on: Pick “Cell Values. ” Order: Pick “Custom List. ” Then choose an existing list in the Custom Lists section and click “OK. ”
You’ll see the list appear in the Order drop-down menu in the Sort box. Click “OK” to sort your data by the list.
You’ll then see your data sorted by your chosen list.
New List Sorting
Another way to sort using a list is with a new custom list. This is convenient if you haven’t had time to create the custom list in Excel yet, because you can make it with the sort tool. Select your data and then “Sort” on the Data tab to open the Sort box.
RELATED: How to Create a Custom List in Microsoft Excel
Choose the following in the drop-down boxes:
Sort by: Pick the column or row containing the list items. Sort on: Pick “Cell Values. ” Order: Pick “Custom List. ” Select “New List,” click “Add,” and then enter each list item in the List Entries box. Be sure to enter them in the order you want them. Click “OK” when you finish.
You’ll see the list in the Sort box’s Order drop-down menu. Click “OK” to sort your data by this list.
You’ll then have your data sorted by the new custom list you just created.
Multi-Level Sorting
If you’d like to sort by more than one column or row in Excel, you can add another level when you create a custom sort. For example, you might sort alphabetically by name first and color second. And, you can add levels to any of the above sorting methods if you like.
RELATED: How to Use the Microsoft Excel SORT Function
In the Sort box, set up your first sort option with the drop-down boxes. Then, choose “Add Level” and set up the secondary sort you want to use.
Keep in mind that, Excel sorts your data based on this list of levels from top to bottom. So if needed, you can rearrange them. Select a level and then use the arrow buttons to move that level up or down.
When you finish, click “OK” to apply the sort for your multiple levels.
Sorting your data in Microsoft Excel helps you see it the way you need to for analysis or review. So keep these sorting methods in mind and also look at how to sort by date in Excel.
