How to Sort in Excel


Home >> How to Use Excel Tutorial >> Excel Tips and Trick >> How to Sort in Excel



In this tutorial, we will learn about the process of data sort excel can do which can be divided into how to sort in excel based on the type of data that we have to deal with.


Why We Need to Learn About How to Sort in Excel?


In processing data, we usually want to make it become sequenced so the analysis for it can be done easier. Simple example is when we want to know who is the best sales person in the company to give that person some annual bonus or we want to know which product that must be improved in terms of performance so we can improve our business performance in general, we need to know about how to utilize the data sort excel can do. The main ones to be sequenced for those cases are the achievement from all sales person or the product sales numbers so that we can identify the result that we need.


What is Data Sort Excel?


Data sort excel is method execution to see data rank list based on criteria. That criteria can be alphabetical order from a to z, smallest to largest for number, rank based on cell color, and others.


How to Sort in Excel?


The fast process can be done by clicking on Data tab then choose Sort or Filter. These can be done depending on the kind of data where the process will be done, criteria, and how large data scope to process on a table where the process of the sort excel is done. Next parts will explain about the various kinds of and step by step of how to sort in excel.


How to Sort in Excel Based on Number, Text, or Date/Time


Following is the details on how to sort in excel based on number, text, or date/time

Data Sort Excel Using Sort

  1. To practice data sort excel based on number, text, or date/time, place the cursor in data column where you want it to be the order reference for other columns

    How to Sort in Excel - Screenshot of Step 1-a-1

  2. Click Data tab on the top and click Sort Smallest to Largest for process to make order of number from smallest to largest (The name becomes Sort A to Z for text and Sort Oldest to Newest for date/time) or Sort Largest to Smallest from large to small (The name becomes Sort Z to A for text and Sort Newest to Oldest for date/time)

    How to Sort in Excel - Screenshot of Step 1-a-2

  3. The process of data sort excel based on number, text, or date/time is done with other columns on the left and right of the reference column are ordered to based on what you have done to the reference column!

    How to Sort in Excel - Screenshot of Step 1-a-3



Data Sort Excel Using Filter

  1. To practice data sort excel based on number, text, or date/time using filter, place the cursor in data columns where you want to do order process

    How to Sort in Excel - Screenshot of Step 1-b-1

  2. Click Data tab on the top and click Filter

    How to Sort in Excel - Screenshot of Step 1-b-2

  3. Click white box with arrow pointing to bottom beside cell header in the data column where you want to make order reference from

    How to Sort in Excel - Screenshot of Step 1-b-3

  4. From the menu shown up, click Sort Smallest to Largest for process to make order of number from smallest to largest (The name becomes Sort A to Z for text and Sort Oldest to Newest for date/time) or Sort Largest to Smallest from large to small (The name becomes Sort Z to A for text and Sort Newest to Oldest for date/time)

    How to Sort in Excel - Screenshot of Step 1-b-4

  5. The process of data sort excel based on number, text, or date/time is done with other columns on the left and right of the reference column are ordered to based on what you have done to the reference column!

    How to Sort in Excel - Screenshot of Step 1-b-5




How to Sort in Excel Based on Cell Color, Font Color, or Cell Icon


A little different method must be done if you want to make order based on cell color, font color, or cell icon compared to the steps of how to sort in excel based on number, text, or date/time previously

Data Sort Excel Using Sort

  1. Place cursor on one of the place in columns where you want to do order process

    How to Sort in Excel - Screenshot of Step 2-a-1

  2. Click Data tab on the top and click Sort

    How to Sort in Excel - Screenshot of Step 2-a-2

  3. Choose column which will be the order reference using dropdown below Column header from the dialog box shown

    How to Sort in Excel - Screenshot of Step 2-a-3

  4. Choose order criteria based on cell color/font color/cell icon by using dropdown below Sort On from the dialog box shown

    How to Sort in Excel - Screenshot of Step 2-a-4

  5. Choose cell color/font color/cell icon for top/bottom order by using dropdown below Order column from the dialog box shown

    How to Sort in Excel - Screenshot of Step 2-a-5

  6. Click OK

    How to Sort in Excel - Screenshot of Step 2-a-6

  7. The process is done with other columns on the left and right of the reference column are ordered to based on the cell color/font color/cell icon criteria!

    How to Sort in Excel - Screenshot of Step 2-a-7



Data Sort Excel Using Filter

  1. Place cursor on one of the place in columns where you want to do order process

    How to Sort in Excel - Screenshot of Step 2-b-1

  2. Click Data tab on the top and click Filter

    How to Sort in Excel - Screenshot of Step 2-b-2

  3. Click white box with arrow pointing to bottom beside cell header in the data column where you want to make order of cell color/font color/cell icon from

    How to Sort in Excel - Screenshot of Step 2-b-3

  4. Place your pointer on Sort by Color from the menu shown

    How to Sort in Excel - Screenshot of Step 2-b-4

  5. Pick cell color/font color/cell icon for top order in the reference column

    How to Sort in Excel - Screenshot of Step 2-b-5

  6. The process is done with other columns on the left and right of the reference column are ordered to based on the cell color/font color/cell icon criteria of the reference!

    How to Sort in Excel - Screenshot of Step 2-b-6




How to Sort in Excel Based on Criteria from More than One Columns

This how to sort in excel method can be used if you want to do order based on more than one cell icon/font color/cell icon or if you want to do sort excel based on number or other kind of data with the criteria of more than one column

  1. Place cursor on one of the place in columns where you want to do order process

    How to Sort in Excel - Screenshot of Step 3-1

  2. Click Data tab on the top and click Sort

    How to Sort in Excel - Screenshot of Step 3-2

  3. Choose column which will be the order reference using dropdown below Column header from the dialog box shown

    How to Sort in Excel - Screenshot of Step 3-3

  4. Choose order criteria based on cell color/font color/cell icon by using dropdown below Sort On from the dialog box shown

    How to Sort in Excel - Screenshot of Step 3-4

  5. For cell value, choose the kind of sort you want using the dropdown below Order column from the dialog box shown

    How to Sort in Excel - Screenshot of Step 3-5

  6. For cell color/font color/cell icon, choose cell color/font color/cell icon for top/bottom order by using dropdown below Order column from the dialog box shown

    How to Sort in Excel - Screenshot of Step 3-6

  7. If you want to add criteria, click Add Level and redo steps 3-6 for new criteria row in the dialog box

    How to Sort in Excel - Screenshot of Step 3-7

  8. In this dialog box, you also can click Delete Level to remove criteria row; Copy Level to add new criteria row with the same initial content from the criteria row which is being highlighted; Options if you want to use capital letter as criteria and/or making order horizontally; “My data has headers” checklist if you want to confirm whether the data columns which you want to order have header/not

    How to Sort in Excel - Screenshot of Step 3-8

  9. If all criterias have been inputted, click OK

    How to Sort in Excel - Screenshot of Step 3-9

  10. The process is done with other columns on the left and right of the reference column are ordered to based on the cell color/font color/cell icon criteria!

    How to Sort in Excel - Screenshot of Step 3-10



Exercise


Now after you finish learning how to sort in excel where you understand about how to sort in excel based on numbers and other criterias, it is time to do test about the process of data sort excel can do that you have learned in this tutorial!

Download the file from the link below and answer the questions. Please download the answer to check if you have already done the exercise and sure about the result you get!

File download link to train your skill in how to sort in excel:
Download here

Questions

  1. What is the row detail at the very top if you do how to sort in excel steps for the highest sales?
  2. What is the row detail at the very bottom if you do data sort excel for the newest sales?
  3. What is the row ranked five from above if you do data sort excel with green colored cell as the first priority and red font as the second priority?

Link to download answer:
Download here


Additional Notes

  • Make sure the table where you practice how to sort in excel has header (one row at the very top of your table filled with the title of the content in each of your column) for the ordering process with one column criteria. If there is no header, then the process will not include your very top row!
  • If a dialog box like this shown up when you practice how to sort in excel:

  • How to Sort in Excel - Screenshot of Step Additional Note

    You have three choices:
    • Cancel to abort the process
    • Expand the selection then Sort to include the row(s) and column(s) beside the row(s) and/or column(s) where you do the sorting process. Order criteria will be based on the cell where you have your cursor on
    • Continue with the current selection then Sort to do the ordering process only on the row(s) and/or column(s) that you have your cursor on




Want to Learn More About Excel?


Get updated excel info from Compute Expert by registering your email. It's free!


Want to Learn More About Excel?


Get updated excel info from Compute Expert by registering your email. It's free!



Follow our tutorial content also on


CONTACT US PRIVACY POLICY TERMS AND CONDITION AFFILIATE DISCLOSURE @Compute Expert