It’s easy to sort data in Excel alphabetically or numerically. But maybe you want to sort by color, format, or a list like months of the year. We will show you different ways to sort data in Excel.
You can use quick sort for these 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 different ways to sort it.
Sorting from A to Z
If you want to sort by text in alphabetical order or by numbers like currency or decimals in numerical order, you can do it in Excel with just a few clicks.
RELATED: How to Sort Values in Microsoft Excel
Select the data you want to sort and open the Sort tool in one of the following ways:
- On the Home tab, select “Sort and Filter” from the Edit section of the ribbon. At the top of the pop-up window, choose “Sort A to Z” or “Sort Z to A”.
- In 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 have chosen, either alphabetically from A to Z or vice versa. This option also sorts numbers the same way, from lowest to highest or vice versa.
You can also use A-Z sorting when creating a custom sort, which we’ll describe next.
Sorting rows
For more advanced options in Excel like sorting by row instead of column, you can create a custom sort.
Select your data, navigate 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, check the Sort Left to Right option, check the Case Sensitive box at the top if you want, then click “OK”.
You can then continue configuring your sorting by line using the drop-down lists. Depending on the options you choose in the first drop-down lists, you will be able to sort from A to Z, from 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 cell or by font color. Select your data, then “Sort” in the Data tab to open the sort box.
RELATED: How to Sort by Color in Microsoft Excel
Choose the following from the drop-down lists:
- sort by: Select the column or row.
- Sort by: Choose 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: Choose “Top” or “Bottom” according to your preference.
Click “OK” when you’re done, and you’ll see your data sorted by the chosen color.
Sorting Conditional Formatting Icons
If you enjoy displaying icons for your data in Excel based on conditional formatting, you can also use it as a sorting option. Select your data, then “Sort” in the Data tab to open the sort box.
RELATED: How to Use Icon Sets to Represent Values in Microsoft Excel
Choose the following from the drop-down lists:
- sort by: Select the column or row.
- Sort by: Choose “Conditional Formatting Icon”, then use the additional box that appears to select the icon.
- Order: Choose “Top” or “Bottom” according to your preference.
Click “OK” when you’re done, and you’ll see your data sorted by the conditional formatting icon you chose.
List sort
A handy sorting option that many don’t realize exists in Excel is list sorting. For example, you can sort by day of the week or month of the year. Select your data, then “Sort” in the Data tab to open the sort box.
Choose the following from the drop-down lists:
- sort by: Select the column or row containing the list items.
- Sort by: Choose “Cell Values”.
- Order: Choose “Custom list”. Then choose an existing list from the Custom Lists section and click “OK”.
You will see the list appear in the Order drop-down menu in the Sort box. Click “OK” to sort your data by the list.
You will then see your data sorted by the chosen list.
New list sort
Another way to sort using a list is to use a new custom list. This is handy if you haven’t had time to create the custom list in Excel yet, because you can do it with the sort tool. Select your data, then “Sort” in the Data tab to open the sort box.
RELATED: How to Create a Custom List in Microsoft Excel
Choose the following from the drop-down lists:
- sort by: Select the column or row containing the list items.
- Sort by: Choose “Cell Values”.
- Order: Choose “Custom list”. Select “New List,” click “Add,” then enter each list item in the List Entries box. Be sure to enter them in the order you want them. Click “OK” when finished.
You’ll see the list in the Sort Box Order drop-down menu. Click “OK” to sort your data according to this list.
Your data will then be sorted according to the new custom list you just created.
Sorting at several levels
If you want to sort by multiple columns or rows in Excel, you can add another level when you create a custom sort. For example, you can sort alphabetically by name first and color second. And, you can add levels to any of the above sorting methods if you wish.
RELATED: How to use Microsoft Excel’s SORT function
In the Sort area, configure your first sorting option with drop-down lists. Next, choose “Add Level” and configure the secondary sorting you want to use.
Keep in mind that Excel sorts your data according to this level list from top to bottom. So, if necessary, you can rearrange them. Select a level, then use the arrow buttons to move that level up or down.
When you’re done, click “OK” to apply the sort to your multiple levels.
Sorting your data in Microsoft Excel helps you see it the way you want for analysis or review. So keep these sorting methods in mind and also check out how to sort by date in Excel.
#Ways #Sort #Data #Microsoft #Excel