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Use these tips to prevent problems when sorting in Excel. How to sort two or more columns, sort by row, sort in a Custom Order. For Excel 2007 and later, see the Sorting Data Basics page
Using the Sort Buttons
In Excel, it’s easy to sort your data by using the Sort buttons on the toolbar. But, be careful, or one column may be sorted, while others are not.
Select one cell in the column you want to sort.
Sort Data by One Column
Select all the cells in the list. This is the safest approach to sorting. In most cases, you can select one cell and Excel will correctly detect the rest of the list — but it’s not 100% certain. Some of the data may be missed.
From the Sort by dropdown, select the column you want to sort.Note: If the dropdown is showing Column letters instead of headings, change the setting forMy list has, fromNo header row to Header row.
Select to sort in Ascending or Descending order
Sort Data by 2-3 Columns
Select all the cells in the list.
From the Sort by dropdown, select the first column you want to sort.
Select to sort in Ascending or Descending order
From the Then by dropdown, select the second column you want to sort.
Select to sort in Ascending or Descending order
From the Then by dropdown, select the third column you want to sort.
Select to sort in Ascending or Descending order
Sort Data by 4+ Columns
Occasionally, you may need to sort by more than three columns. For example, in a mailing list, you may want to sort by Country, Region, City, and Name. To do this, you can sort the list multiple times, starting with the least important sort.
In the mailing list, there are four columns to sort. Name and City are the least important fields in the sorting process, so they can be sorted first.
Excel will retain what it can of this sort while you sort by the remaining fields.
From the Sort by dropdown, select Country.
From the Then by dropdown, select Region.
After sorting, the list is sorted by Country, then by Region, then by City and finally by Name.
More Tutorials
Sort Data With Macros Sorting Data Basics Sort a Row in Excel Numbers Don’t Sort Correctly
How To Sort In Excel
You can sort your Excel data on one column or multiple columns. You can sort in ascending or descending order.
One Column
To sort on one column, execute the following steps.
Result:
Multiple Columns
To sort on multiple columns, execute the following steps.
The Sort dialog box appears.
2. Select Last Name from the ‘Sort by’ drop-down list.
4. Select Sales from the ‘Then by’ drop-down list.
Result. Records are sorted by Last Name first and Sales second.
How To Sort And Filter Data In Excel
Sorting and filtering data offers a way to cut through the noise and find (and sort) just the data you want to see. Microsoft Excel has no shortage of options to filter down huge datasets into just what’s needed.
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The first and most obvious way to sort data is from smallest to largest or largest to smallest, assuming you have numerical data.
We can apply the same sorting to any of the other columns, sorting by the date of hire, for example, by selecting the “Sort Oldest to Newest” option in the same menu.
How to Filter Data in Excel
Because our list is short, we can do this a couple of ways. The first way, which works great in our example, is just to uncheck each person who makes more than $100,000 and then press “OK.” This will remove three entries from our list and enables us to see (and sort) just those that remain.
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We can also combine filters. Here we’ll find all salaries greater than $60,000, but less than $120,000. First, we’ll select “is greater than” in the first dropdown box.
In the dropdown below the previous one, choose “is less than.”
Next to “is greater than” we’ll put in $60,000.
Next to “is less than” add $120,000.
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How to Filter Data from Multiple Columns at Once
In this example, we’re going to filter by date hired, and salary. We’ll look specifically for people hired after 2013, and with a salary of less than $70,000 per year.
Add “70,000” next to “is less than” and then press “OK.”
Type “2013” into the field to the right of “is after” and then press “OK.” This will leave you only with employees who both make less than $70,000 per year who and were hired in 2014 or later.
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Excel has a number of powerful filtering options, and each is as customizable as you’d need it to be. With a little imagination, you can filter huge datasets down to only the pieces of information that matter.
How Do You Sort By Color In Microsoft Excel?
There are several ways to sort data in Microsoft Excel. Learn how to use conditional sorting in Excel to sort by font color, cell background color, or icon color.
Select a Range to Be Sorted in Excel
Before data can be sorted, Excel needs to know the exact range to sort. Excel can automatically include related data in a range so long as there are no blank rows or columns within the selected area. Blank rows and columns between areas of related data are okay. Excel then determines if the data area has field names and excludes those rows from the records to be sorted.
Allowing Excel to select the range to be sorted is fine for small amounts of data. However, for large areas of data, the easiest way to ensure that the correct range is selected is to highlight it before sorting.
If the same range is to be sorted repeatedly, the best approach is to give the range a name. If a name is defined for the range to be sorted, type the name in the Name Box, or select it from the associated drop-down list. This way, Excel automatically highlights the correct range of data in the worksheet.
Any sorting requires the use of sort order. When sorting by values, there are two possible sort orders: ascending and descending. However, when sorting by colors, no such order exists, so you must manually define the color sort order.
How to Sort by Cell Background Color in Excel
In the example below, the records of students age 20 and younger are highlighted in red. To sort the data by cell background color so that the red entries appear on top:
Select the Order drop-down arrow and choose Red.
When Excel finds different cell background colors in the selected data, it adds those colors to the Order drop-down list in the dialog box.
The four records with red backgrounds are grouped together at the top of the data range.
When working with calculations, you can make negative numbers in Excel appear red by default to help those numbers stand out more.
How to Sort by Font Color in Excel
In the example below, the records of students enrolled in nursing programs appear in red, and those enrolled in science programs are blue. To sort the data by font color:
How to Sort by Icon in Excel
Icon sets offer an alternative to regular conditional formatting options that focus on the font and cell formatting changes. The example below contains dates and temperatures that have been conditionally formatted with the stoplighticon set based on the daily maximum temperatures.
Follow these steps to sort the data so that records displaying the green icons are grouped first, followed by the yellow icons, and then the red icons:
Select Add to add a third sort level, then use the same settings as the first two levels, but this time select the Order drop-down arrow and choose Red.
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