Advantages of Sorting Data in Excel (All Features Included)

Excel data sorting allows users to sort data according to their requirements. Data can be sorted in a variety of ways, including alphabetical order, decreasing order, partial sorting, color sorting, left to right sorting, and more. In this tutorial, we will illustrate some of the notable advantages of sorting data in Excel.


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5 Noteworthy Advantages of Sorting Data in Excel

We’ve included a sample data set in the image below where we’ll use Excel’s Sort feature to describe the advantages. Sorting in Excel allows us to reorder, and show our data with better visualization based on cell values, color, or Conditional Formatting.

Sample Data

1. Arrange Data in a Systematic Representation

To begin, we can organize our data in a systematic manner, such as in alphabetical order (A to Z) or (Z to A) by Sort. To do so, follow the steps outlined below.

Noteworthy Advantages of Sorting Data in Excel

Step 1:

  • Firstly, select the data set.

Noteworthy Advantages of Sorting Data in Excel

Step 2:

  • Click on the Data tab.
  • Then, select the Sort command.

Noteworthy Advantages of Sorting Data in Excel

Step 3:

  • From the Sort by drop-down list, select the Sales Person.

Noteworthy Advantages of Sorting Data in Excel

Step 4:

  • In the Sort On box, select the Cell Values.

Noteworthy Advantages of Sorting Data in Excel

Step 5:

  • Then, select the A to Z option from the Order list.

Noteworthy Advantages of Sorting Data in Excel

  • Finally, press Enter and get the result in the image shown below. 
  • The Sales person’s names are rearranged in alphabetical order (A to Z).

Noteworthy Advantages of Sorting Data in Excel


2. Better Visualization and Understanding of Data

Sorting can be used to make data more visually appealing and intelligible. In this example, we’ll use Conditional Formatting to color a product (Burger) and then sort it by color to group all Burger-related entries together.

Step 1:

  • To apply Conditional Formatting in the Product column, select the column.

Noteworthy Advantages of Sorting Data in Excel

Step 2:

  • From the Home tab, click on the Conditional Formating.
  • Choose the Highlight Cells Rules option.
  • Then, select the Equal to option from the list.

Noteworthy Advantages of Sorting Data in Excel

Step 3:

  • Type Burger as you want to Format the cell values containing Burger.
  • For cell color, select the Light Red Fill with Dark Red Text.
  • Press Enter.

Noteworthy Advantages of Sorting Data in Excel

  • As a consequence, the cell values containing Burger will appear with the applied Conditional Formatting.

Noteworthy Advantages of Sorting Data in Excel

Step 4:

  • Select the Products from the Sort by list.

Noteworthy Advantages of Sorting Data in Excel

Step 5:

  • To sort by color, choose the Cell Color option from the Sort On list.

Noteworthy Advantages of Sorting Data in Excel

Step 6:

  • Then, select the preferred color.

Noteworthy Advantages of Sorting Data in Excel

Step 7:

  • Select the On Top to show the sorting from the top in the data set.
  • Finally, press Enter.

Noteworthy Advantages of Sorting Data in Excel

  • Therefore, the cell value will be sorted as in the image shown below.

Noteworthy Advantages of Sorting Data in Excel


3. Advantages of Analyzing Big Data by Sorting in Excel

While working with big data, you may need to analyze multiple relational columns. With the help of data Sorting, you can easily achieve it. For example, you want to find the data of Burger Sold over the price of $20. So, we will apply Sorting to get the values for the requirement.

Step 1:

  • Firstly, select the column Products.

Noteworthy Advantages of Sorting Data in Excel

Step 2:

  • Then, click on the Conditional Formatting
  • Select the Highlight Cell Rules option from the list.
  • Finally, click on the Equal to option.

Noteworthy Advantages of Sorting Data in Excel

Step 3:

  • Write Burger in the Format box.
  • Then, select the color format Light Red Fill with Dark Text.
  • Finally, press Enter.

Noteworthy Advantages of Sorting Data in Excel

  • Consequently, it will mark the Burger with the selected color format.

Noteworthy Advantages of Sorting Data in Excel

Step 4:

  • To apply Conditional Formatting to find the values of Prices greater than $20, select the Greater Than option as the image is shown below.

Noteworthy Advantages of Sorting Data in Excel

Step 5:

  • In the Box, type 20.
  • Then, select a different color Green Fill with Dark Green Text.
  • Then, press Enter.

Noteworthy Advantages of Sorting Data in Excel

  • Therefore, the Price greater than $20 is marked with Green color.

Sample Data

Step 6:

  • We must apply the Sorting twice since we must sort on two criteria. The products come first, followed by the price.
  • Apply Sort for the Products as shown in the image below.
  • Then, click on the Add Level to add a new level.

Sample Data

Step 7:

  • In the new Level, select Price as the Sort by element.
  • Choose the color as the screenshot shown below.
  • Finally, press Enter

Sample Data

  • As a result, the value will be sorted with the condition you have applied.

Sample Data


4. Reduce Huge Time Consumption in Research Surveys

For example, you might want to extract product names for research purposes while stock is still available. If you have a large amount of data to sort, the Sort feature will suffice. At a glance, you’ll see all of the items that are currently out of stock. It will reduce lots of time consumption.

Sample Data

Step 1: 

  • Firstly, select Status from the Sort by list.
  • Then, choose the applied color to mark the stock-out products.
  • Finally, press Enter.

Sample Data

  • Consequently, all the stock-out products will appear together.

Sample Data

5. Advantages of No Requirement for Additional Storage by Sorting Data in Excel

When we apply the Sorting, it sorts the data in place. So, there is no need for additional storage to keep or transfer the records.

  • The image below displays the sorted Products in the exact location as before.

Sample Data


Conclusion

To conclude, I hope this article has given you some useful advantages of sorting data in Excel. All of these procedures should be learned and applied to your dataset. Take a look at the practice workbook and put these skills to the test. We’re motivated to keep making tutorials like this because of your valuable support.

If you have any questions – Feel free to ask us. Also, feel free to leave comments in the section below. 

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Bhubon Costa

Bhubon Costa

Myself, Bhubon Costa, an engineer, is currently employed with Exceldemy as an Excel & VBA Content Developer. I appreciate solving analytical difficulties, finding practical answers, and, for the most part, I enjoy taking on new tasks. I write articles on Exceldemy about various ways to get out of Microsoft Excel's stuck conditions. My passion is to leave my mark on the world through my work and to have an impact on the community who benefit from it.

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