Xu Hướng 4/2023 # How To Filter And Sort Cells By Color In Excel 2022, 2013 And 2010 # Top 7 View

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From this short tip you will learn how to quickly sort cells by background and font color in Excel 2016, Excel 2013 and Excel 2010 worksheets.

Last week we explored different ways to count and sum cells by color in Excel. If you’ve had a chance to read that article, you may wonder why we neglected to show how to filter and sort cells by color. The reason is that sorting by color in Excel requires a bit different technique, and this is exactly what we are doing to do right now.

Sort by cell color in Excel

Sorting Excel cells by colour is the easiest task compared to counting, summing and even filtering. Neither VBA code nor formulas are needed. We are simply going to use the Custom Sort feature available in all modern versions of Excel 2016, 2013, 2010 and 2007.

Select your table or a range of cells.

In the Sort dialog window, specify the following settings from left to right.

The column that you want to sort by (the Delivery column in our example)

To sort by Cell Color

Choose the color of cells that you want to be on top

Choose On Top position

In our table, the “Past Due” orders are on top, then come “Due in” rows, and finally the “Delivered” orders, exactly as we wanted them.

Tip: If your cells are colored with many different colors, it is not necessary to create a formatting rule for each and every one of them. You can create rules only for those colors that really matter for you, e.g. “Past due” items in our example and leave all other rows in the current order.

If your cells are colored with many different colors, it is not necessary to create a formatting rule for each and every one of them. You can create rules only for those colors that really matter for you, e.g. “Past due” items in our example and leave all other rows in the current order.

Sort cells by font color in Excel

If you want to sort by just one font color, then Excel’s AutoFilter option will work for you too:

Apart from arranging your cells by background colour and font color, there may a few more scenarios when sorting by color comes in very handy.

Sort by cell icons

For example, we can apply conditional formatting icons based on the number in the Qty. column, as shown in the screenshot below.

As you see, big orders with quantity more than 6 are labeled with red icons, medium size orders have yellow icons and small orders have green icons. If you want the most important orders to be on top of the list, use the Custom Sort feature in the same way as described earlier and choose to sort by Cell Icon.

It is enough to specify the order of two icons out of 3, and all the rows with green icons will get moved to the bottom of the table anyway.

How to filter cells by color in Excel

If you want to filter the rows in your worksheet by colors in a particular column, you can use the Filter by Color option available in Excel 2010, Excel 2013, and Excel 2016.

The limitation of this feature is that it allows filtering by one color at a time. If you want to filter your data by two or more colours, perform the following steps:

Create an additional column at the end of the table or next to the column that you want to filter by, let’s name it “Filter by color”.

Enter the formula =GetCellColor(F2) in cell 2 of the newly added “Filter by color” column, where F is the column congaing your colored cells that you want to filter by.

Copy the formula across the entire “Filter by color” column.

Apply Excel’s AutoFilter in the usual way and then select the needed colors in the drop-down list.

As a result, you will get the following table that displays only the rows with the two colors that you selected in the “Filter by color” column.

And this seems to be all for today, thank you for reading!

Most likely this is going to be my last article in this year, so let me take a moment and wish you Merry Christmas and a very Happy New Year. We will be delighted to welcome you again here on this blog in the year of 2014!

How To Sort Data By Color In Excel?

How to sort data by color in excel?

When you using a worksheet, sometimes you may fill the rows or cells with various colors to make the worksheet much readable. And sometimes you want to sort the cells by color in Excel. In this case, you can use the sort function to sort the data by color quickly as follows:

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How To Sort And Filter Data In Excel 2022

Setting Up Data

When you sort and conditionally format data, usually it’s a large number of rows. The following examples use a set of data with 20 rows. The data represents a list of customers and the amount of revenue made from each sale.

(Data setup for sorting and formatting examples)

Notice that headers are used at the top of each column. This is important for sorting when you want to change the column to sort on. Excel’s sorting functionality is handy even when you only have a few rows. If you want to view a list of revenue numbers based on the highest value or lowest value, instead of eyeing values and determining the right one based on your own human review, Excel 2019 will ensure that you can sort values and find the ones that have the highest revenue.

Sorting Data

(Excel sort buttons)

Excel can identify if your data is a set of dates, textual values or numbers. The sort function then orders cells based on the detect data type. For instance, if you have a list of revenue sales, Excel knows to sort cells based on numeric values. If you have cells formatted as dates, Excel knows that these values should be ordered in chronological order. Cells that are text values such as customer names are ordered alphabetically.

(Sort configuration window)

The “Sort By” dropdown has the headers for each column listed. Since we have “Customer” and “Revenue” as a column header, these two values display in the “Sort By” dropdown. If you don’t have column headers, Excel lists the column letter labels. Should you have several columns, having only letter labels make it difficult to configure your sort order.

The “Sort On” dropdown defaults to “Cell Values,” which means that the value is used for the sort. This is the typical configurations, but you can also sort on cell color or font color. This is useful when you set conditional formatting, which is covered in the next section.

The “Order” dropdown indicates if you want to sort data in ascending or descending order. The “A to Z” option means that you want to sort data in ascending order. The “Z to A” option means that you want to sort data in descending order.

(Data sorted by “Revenue”)

Notice that names still match up with revenue values. This is because the “Sort” functionality knows to keep rows aligned even though you’re ordering data by one column. If you decide to change the order to customer names, repeat these steps and choose “Customer” from the “Sort By” dropdown. Columns are still aligned properly but rows are ordered again based on the customer’s name.

Conditional Formatting

Sorting data doesn’t highlight certain cells that might need to stand out among the others. For instance, you might want to know which customers had revenue within a specified range. You might want to know which customers had revenue under or over a certain threshold. You can sift through all of your records, but conditional formatting that changes the font or background makes these cells stand out much more and makes them easier to find. With a short customer revenue list that contains only 20 rows, you can easily find the customers that bought and added revenue to your income, but if you had thousands of records even a sorted list would make it difficult to find specific records.

Excel has a function called “conditional formatting” that changes the color of a cell’s font or the background color of a cell to make it stand out and easy to find when you’re looking for certain values that meet a condition.

(Conditional Formatting button)

The “Conditional Formatting” button is found in the “Home” ribbon tab. The image above shows the Conditional Formatting button, which is also in the “Styles” category.

(Conditional formatting dropdown options)

With conditional formatting, you aren’t limited to just one color with one condition. You can set multiple colors using multiple conditions. For instance, you might want to know which customers brought in revenue under $100 and which customers brought in over $1000. You can then take this data and use it for reporting and product information. Using revenue charts and conditional formatting, you then know which customers are the best (or worst) to market to and upsell additional product.

From the “Highlight Cells Rules” dropdown options, choose the “Greater Than” option. This opens a new configuration window.

(Greater than conditional formatting configuration window)

(Conditional formatting set on cells greater than $1000)

With conditional formatting, you can now quickly see which customers brought in revenue over $1000. This formatting persists even when you sort cells again using the “Sort” option. Should you decide to use other conditions, you can make them other colors to make it easy to distinguish between the two conditions.

Once you understand the way conditional formatting and sorting works, you can make it much easier to work with large data sets that must be evaluated each month, especially revenue sheets.

How To Randomize A List In Excel: Sort Randomly Cells, Rows And Columns

The tutorial will teach you two quick ways to randomize in Excel: perform random sort with formulas and shuffle data by using a special tool.

Microsoft Excel provides a handful of different sorting options including ascending or descending order, by color or icon, as well as custom sort. However, it lacks one important feature – random sort. This functionality would come in handy in situations when you need to randomize data, say, for an unbiased assigning of tasks, allocation of shifts, or picking a lottery winner. This tutorial will teach you a couple of easy ways to do random sort in Excel.

How to randomize a list in Excel with a formula

Although there is no native function to perform random sort in Excel, there is a function to generate random numbers (Excel RAND function) and we are going to use it.

Assuming you have a list of names in column A, please follow these steps to randomize your list:

Insert a new column next to the list of names you want to randomize. If your dataset consists of a single column, skip this step.

In the first cell of the inserted column, enter the RAND formula: =RAND()

Either way, Excel automatically expands the selection and sorts the names in column A as well:

Tips & notes:

Excel RAND is a volatile function, meaning that new random numbers are generated every time the worksheet is recalculated. So, if you are not happy with how your list has been randomized, keep hitting the sort button until you get the desired result.

To prevent the random numbers from recalculating with every change you make to the worksheet, copy the random numbers, and then paste them as values by using the Paste Special feature. Or, simply delete the column with the RAND formula if you don’t need it any longer.

The same approach can be used to randomize multiple columns. To have it done, place two or more columns side by side so that the columns are contiguous, and then perform the above steps.

How to shuffle data in Excel with Ultimate Suite

If you don’t have time to fiddle with formulas, use the Shuffle Cells tool included in our Ultimate Suite for Excel to do a random sort faster.

The Shuffle pane will appear on the left side of your workbook. You select the range where you want to shuffle data, and then choose one of the following options:

Cells in each row – shuffle cells in each row individually.

Cells in each column – randomly sort cells in each column.

Entire rows – shuffle rows in the selected range.

Entire columns – randomize the order of columns in the range.

All cells in the range – randomize all cells in the selected range.

In this example, we need to shuffle cells in column A, so we go with the third option:

And voilà, our list of names is randomized in no time:

If you are curious to try this and explore a lot more fascinating features included with Ultimate Suite for Excel, you are welcome to download a 14-day trial version.