In this article, we will demonstrate some easy methods to sort data in Excel. Sometimes it’s difficult to find data of interest in a random dataset. Sorting data can be helpful to search for desired values in an Excel sheet.
Manually sorting a large worksheet is a tiresome job. Excel provides some useful tools and features that you can use to sort datasets with ease.
Knowing how to sort is essential for data analysis, as it helps you analyze data easily. Sorting can make data more visually appealing and intelligible.
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How to Sort in Excel (6 Use Cases)
1. Sort in Ascending Order
- To sort the dataset in Ascending order according to the Writer Names, select any cell in the Writer column and go to Data Tab > Sort & Filter Group > Sort A to Z.
- The dataset is sorted accordingly.
2. Descending Sort in Excel
- To sort the dataset in descending order according to Quantity Sold, select any cell in the Quantity Sold and go to Data Tab > Sort & Filter Group > Sort Z to A.
- You will notice that the dataset is sorted accordingly.
3. Custom Sorting
- We have created a column with the heading Characteristics next to the dataset.
- The books that have sold more than 25 copies are given the characteristic of Best Seller, the books that have sold more than 15 but less than 25 copies are given the characteristic of Midlist, and the books that have sold less than 15 copies are given the characteristic of Backlist.
- We will sort the books according to their Characteristics. To facilitate creating a custom list, we have kept the Characteristics in a separate column.
- Go to File > Options > Advanced. Scroll down and find the Edit Custom Lists.
- This will bring out the Custom Lists
- Click on the Import List button to import the custom list. The list will be shown in the List Entries Click on OK to add the list in the custom list options.
- Select any cell in the Characteristics column and go to Data Tab > Sort & Filter Group > Sort.
- Select Characteristics as Column Select Custom List from Order.
- Select the custom list that we created and click on OK.
- Click on OK in the sort window.
- The dataset is now sorted according to the custom list that we created.
4. Sorting with Multiple Levels
- To sort with multiple levels, go to Data Tab > Sort & Filter Group > Sort.
- Select Writer as Column input and the order is A to Z.
- Click on Add Level in the top left corner and select Book as Column input and the order is A to Z.
- Click on OK to sort the dataset.
- The dataset is now sorted according to multiple levels.
5. Using Filter to Sort Data
- Select any cell in the dataset and go to Data Tab > Sort & Filter Group > Filter. The headers will have a down arrow next to them indicating the filter is on.
- Select the down arrow next to the column header by the column you want to sort.
- We select Sort Z to A from the Book column down arrow. The dataset is now sorted.
6. Sort by Color
- The best-seller books are colored green and the backlist books are colored yellow.
- Select any cell from the books column and go to Data Tab > Sort & Filter Group > Sort.
- Select Book as Column input and Cell Color as the Sort On option.
- Select the color Green in the order panel and from the dropdown list, select On Top to show green colored books on top.
- Copy this level by clicking on Copy Level and for the color Yellow, select On Bottom.
- Click on OK to sort the dataset.
- The dataset is now sorted according to color.
Things to Remember
- Make sure there are no blank cells in the column that you want to sort by otherwise, you will get unwanted results.
- If the column headers are in the same format as the dataset, they are most likely to end up somewhere in the middle of the sorted data. You can prevent this by selecting only the data without headers.
- If there are any merged cells in the dataset, this may lead to unexpected results.
Frequently Asked Questions
- Can sort filtered data?
A: Yes you can sort filtered data, it is more easy to sort filtered data than unfiltered data.
- If I have any duplicate entries in my dataset, how will Excel sort those?
A: Excel does not sort duplicates in any particular order. The data that occurs first will be shown first after sorting.
- Can I sort data in Excel based on cell color?
A: Yes, you can sort data based on cell color by utilizing the custom sort feature.
How to Sort in Excel: Knowledge Hub
- Sort in Ascending Order
- Sort Data in Alphabetical Order
- Sort Data by Value
- Sort by Color
- Sort Data Using Formula
- Advantages of Sorting Data
- Sort Alphabetically and Keep Rows Together
- Sort Rows
- Sort Multiple Rows
- Sort Rows by Column
- Sort Rows by Date
- Sort Data by Row Not Column
- Sort Alphabetically with Multiple Columns
- Sort Column by Value
- Sort Columns Without Mixing Data
- Sort Data by Two Columns
- Sort Multiple Columns
- Sort Multiple Columns Independently of Each Other
- Sort by Column to Keep Rows Together
- Sort Two Columns to Match
- Sort by Column without Header
- Sort Numbers
- Sort by Number of Characters
- Sort by Date
- Sort Dates in Chronological Order
- Sort Excel Sheet by Date
- Sort by Month
- Sort by Date and Time
- Sort Dates by Month
- Sort Dates by Year
- Sort Dates by Month and Year
- Sort Birthdays by Month and Day
- Sort by Last Name
- Perform Custom Sort
- Create Custom Sort List
- Perform Random Sort
- Sort Unique List
- Sort Duplicates
- Sort and Filter Data
- Sort and Ignore Blanks
- Sort IP Address
- Sort Drop Down List
- Use Shortcut to Sort Data
- Sort Merged Cells
- Sort Merged Cells of Different Sizes
- Sort Alphanumeric Data
- Auto Sort Multiple Columns
- Auto Sort When Data Is Entered
- Auto Sort When Data Changes
- Auto Sort Table
- Auto Sort without Macros
- Add Sort Button
- Use SORT Function in Excel VBA
- VBA to Sort Column
- Sort Multiple Columns with VBA
- Sort Array with Excel VBA
- Sort Range Using VBA
- Sort ListBox with VBA
- VBA to Sort Table
- Sort Excel Tabs
- Perform Advanced Sorting
- Sort Not Working
- Sort by Date Not Working
- Sort and Filter Not Working
- Excel Not Sorting Numbers Correctly
- Excel Sort by Cell Color Not Working
- Sort by Name
We hope you find this article useful in solving your problems regarding sorting in Excel. Sorting is frequently used in Excel to make the dataset visually appealing. Go over the methods described here to get a better understanding of how to sort in Excel.
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