Excel Tips: How to Sort Data in Excel

If you have ever tried to make sense of a large amount of data in Excel, then you know how important it is to be able to sort it. Whether you are trying to organize a list of names, dates, or values, being able to sort data efficiently is a crucial skill for making sense of any spreadsheet. However, for many beginners, sorting in Excel can feel like a daunting task. That is why we have put together this beginner-friendly guide to sorting in Excel, including tips and techniques to help you make the most of this powerful data organization tool.

The Basics of Sorting in Excel: A Beginner’s Guide

When we talk about sorting in Excel, we are referring to the process of reordering rows of data based on a set of criteria. This can include sorting data in ascending or descending order based on values in a certain column, or sorting data based on multiple criteria, such as grade and GPA for a list of students.

Sorting in Excel is a straightforward process. Simply select the column of data you want to sort by clicking on the column header. Then, click on the “Sort A to Z” or “Sort Z to A” button in the “Sort & Filter” section of the “Data” tab.

For example, if you are trying to alphabetize a list of names, you could select the column of names and click the “Sort A-Z” button to sort them in ascending order. Alternatively, if you want to see the names in reverse order, you could click the “Sort Z-A” button instead.

When sorting data in Excel, it is important to pay attention to which column you are sorting by. If you have data in multiple columns, you may need to sort each column separately to ensure that your data remains properly sorted.

Sorting with Multiple Criteria in Excel: A Step-by-Step Guide

While sorting in Excel is useful for basic data organization, sometimes you need to sort data using multiple criteria to make sense of complex data sets. For example, if you are trying to create a roster of students with different grade levels and GPAs, you might want to sort your data first by grade and then by GPA.

To sort data using multiple criteria in Excel, you can use the “Sort” feature. This feature allows you to sort by up to three different criteria, such as grade, GPA, and age in the student roster example. To use this feature, click on the “Sort” button in the “Sort & Filter” section of the “Data” tab.

From there, you can select which columns to sort by, as well as specify whether to sort in ascending or descending order. You can also add additional sort criteria by clicking the “Add Level” button and specifying the columns, sorting order, and numbers of the data.

5 Time-Saving Tips for Sorting in Excel

Sorting large sets of data in Excel can be a time-consuming process, especially if you are working with multiple columns or complex data sets. Here are some tips that can help you streamline your sorting process:

Use keyboard shortcuts: By pressing “Alt + D + S” in sequence, you can quickly access the “Sort” feature without using your mouse.
Use the “Sort by Color” feature: If you have color-coded data in Excel, you can use the “Sort by Color” feature to sort your data based on color coding. This feature can be found in the “Sort & Filter” section of the “Home” tab.
Use the “Sort by Column” feature: This feature can help you sort data more efficiently based on how you enter your data. The “Sort by Column” feature automatically detects columns based on your data and sorts them accordingly with one click.
Use the “Custom Sort” feature for non-standard sorting: If you need to sort data in a non-standard way, such as sorting a list of states according to their postal abbreviations, you can use the “Custom Sort” feature. This feature allows you to create your own custom sorting criteria based on the values in a given column.
Use filtering to sort data: While filtering does not technically sort data, it can help you extract specific data from a larger data set. By using the filtering tool, you can specify which rows of data you want to keep visible, while hiding all other rows.

Advanced Sorting in Excel: Using Custom Lists to Sort Data

Sometimes you may need to sort data in a non-standard way, such as alphabetizing a list of states according to their postal abbreviations. In situations like these, using custom lists can be incredibly helpful.

Custom lists allow you to define your own sorting order based on a list of specific values. For example, you could create a custom list of postal abbreviations to sort a list of states in alphabetical order based on their abbreviations, rather than their names.

To create a custom list, go to the “File” menu and click “Options.” From there, select the “Advanced” tab and scroll down to the “General” section. There you can create new custom list rules, customize existing rules, and import or export lists.

Sorting in Excel: Don’t Forget About Secondary Sorting

In some cases, you may need to sort data using multiple criteria to make sense of your data set. For example, if you are trying to track data related to various cities over time, you may want to sort your data first by state, and then by population.

To sort data with multiple criteria, simply select the columns you wish to sort by in the “Sort” feature, in the specific order in which you want the sorting criteria to apply.

Sorting Dates in Excel: Tips and Tricks

Sorting data by date can be tricky, due to the unique syntax and formatting of dates in Excel. However, with a few simple tricks, you can easily sort dates in Excel.

To sort dates in Excel, it is important to format dates correctly, using the “Date” format option in the “Number” tab. Additionally, you can sort data by month by using the “Sort by Month” option in the drop-down menu. This will sort your dates in chronological order within each month.

Sorting and Filtering in Excel: What’s the Difference?

While sorting and filtering are often used together in Excel, they are not the same thing. Sorting changes the order of your data based on specific criteria, while filtering limits the data that is shown by hiding rows that do not meet specific criteria.

To filter data in Excel, simply select the column you wish to filter, then click the “Filter” button in the “Sort & Filter” section of the “Data” tab. From there, you can choose which values to display in your filtered data set.

Conclusion

Sorting data in Excel is a powerful tool for making sense of large sets of data. By using the tips and techniques provided in this guide, you can sort data quickly and efficiently. Whether you are a beginner or an advanced user, these tips and tricks will help you make the most of this powerful feature.