Sort data in a range or table

1. Select a cell in the column you want to sort.

2. On the Data tab, in the Sort & Filter group, do one of the following:

   • To quick sort in ascending order, select  (Sort A to Z).

   • To quick sort in descending order, select  (Sort Z to A).

1. Select a cell in the column you want to sort.

2. On the Data tab, in the Sort & Filter group, do one of the following:

   • To sort from low to high, select  (Sort Smallest to Largest).

   • To sort from high to low, select  (Sort Largest to Smallest).

1. Select a cell in the column you want to sort.

2. On the Data tab, in the Sort & Filter group, do one of the following:

   • To sort from an earlier to a later date or time, select  (Sort Oldest to Newest).

   • To sort from a later to an earlier date or time, select  (Sort Newest to Oldest).

You may want to sort by more than one column or row when you have data that you want to group by the same value in one column or row and then sort another column or row within that group of equal values. For example, if you have a Department column and an Employee column, you can first sort by Department (to group all the employees in the same department together) and then sort by name (to put the names in alphabetical order within each department). You can sort by up to 64 columns.

1. Select any cell in the data range.

   

2. On the Data tab, in the Sort & Filter group, select Sort.

   

3. In the Sort dialog box, under Column, in the Sort by box, select the first column that you want to sort.

   

4. Under Sort On, select the type of sort. Do one of the following:

   • To sort by text, number, or date and time, select Cell Values.

   • To sort by format, select Cell Color, Font Color, or Cell Icon.

5. Under Order, select how you want to sort. Do one of the following:

   • For text values, select A to Z or Z to A.

   • For number values, select Smallest to Largest or Largest to Smallest.

   • For date or time values, select Oldest to Newest or Newest to Oldest.

   • To sort based on a custom list, select Custom List.

6. To add another column to sort by, select Add Level, and then repeat steps three through five.

   

7. To copy a column to sort by, select the entry and then select Copy Level.

8. To delete a column to sort by, select the entry and then select Delete Level.

   : You must keep at least one entry in the list.

9. To change the order in which the columns are sorted, select an entry and then select the Up or Down arrow next to the Options button to change the order.
   
   Entries higher in the list are sorted before entries lower in the list.

If you have manually or conditionally formatted a range of cells or a table column by cell color or font color, you can also sort by these colors. You can also sort by an icon set that you created with conditional formatting.

1. Select a cell in the column you want to sort.

2. On the Data tab, in the Sort & Filter group, select Sort.

   

3. In the Sort dialog box, under Column, in the Sort by box, select the column that you want to sort.

   

4. Under Sort On, select Cell Color, Font Color, or Cell Icon.

   

5. Under Order, select the arrow next to the button and then, depending on the type of format, select a cell color, font color, or cell icon.

6. Next, select how you want to sort. Do one of the following:

   • To move the cell color, font color, or icon to the top or to the left, select On Top for a column sort, and On Left for a row sort.

   • To move the cell color, font color, or icon to the bottom or to the right, select On Bottom for a column sort, and On Right for a row sort.

     : There is no default cell color, font color, or icon sort order. You must define the order that you want for each sort operation.

7. To specify the next cell color, font color, or icon to sort by, select Add Level, and then repeat steps three through five.

   Make sure that you select the same column in the Then by box and that you make the same selection under Order.

   Keep repeating for each additional cell color, font color, or icon that you want included in the sort.

You can use a custom list to sort in a user-defined order. For example, a column might contain values that you want to sort by, such as High, Medium, and Low. How can you sort so that rows containing High appear first, followed by Medium, and then Low? If you were to sort alphabetically, an “A to Z” sort would put High at the top, but Low would come before Medium. And if you sorted “Z to A,” Medium would appear first, with Low in the middle. Regardless of the order, you always want “Medium” in the middle. By creating your own custom list, you can get around this problem.

1. Optionally, create a custom list:

   1. In a range of cells, enter the values that you want to sort by, in the order that you want them, from top to bottom as in this example.

      

   2. Select the range that you just entered. Using the preceding example, select cells A1:A3.

   3. Go to File > Options > Advanced > General > Edit Custom Lists, then in the Custom Lists dialog box, select Import, and then select OK twice.

      : 

      • You can create a custom list based only on a value (text, number, and date or time). You cannot create a custom list based on a format (cell color, font color, or icon).

      • The maximum length for a custom list is 255 characters, and the first character must not begin with a number.

2. Select a cell in the column you want to sort.

3. On the Data tab, in the Sort & Filter group, select Sort.

   

4. In the Sort dialog box, under Column, in the Sort by or Then by box, select the column that you want to sort by a custom list.

5. Under Order, select Custom List.

6. In the Custom Lists dialog box, select the list that you want. Using the custom list that you created in the preceding example, select High, Medium, Low.

7. Select OK.

1. On the Data tab, in the Sort & Filter group, select Sort.

   

2. In the Sort dialog box, select Options.

   

3. In the Sort Options dialog box, select Case sensitive.

   

4. Select OK twice.

It's most common to sort from top to bottom, but you can also sort from left to right.

1. Select any cell within the range you want to sort.

2. On the Data tab, in the Sort & Filter group, select Sort.

   

3. In the Sort dialog box, select Options.

   

4. In the Sort Options dialog box, under Orientation, select Sort left to right, and then select OK.

   

5. Under Row, in the Sort by box, select the row that you want to sort. This will generally be row 1 if you want to sort by your header row.

   

   : If your header row is text, but you want to order columns by numbers, you can add a new row above your data range and add numbers according to the order you want them.

6. To sort by value, select one of the options from the Order drop-down:

   1. For text values, select A to Z or Z to A.

   2. For number values, select Smallest to Largest or Largest to Smallest.

   3. For date or time values, select Oldest to Newest or Newest to Oldest.

7. To sort by cell color, font color, or cell icon, do this:

   1. Under Sort On, select Cell Color, Font Color, or Cell Icon.

   2. Under Order select a cell color, font color, or cell icon, then select On Left or On Right.

To sort by a part of a value in a column, such as a part number code (789-WDG-34), last name (Carol Philips), or first name (Philips, Carol), you first need to split the column into two or more columns so that the value you want to sort by is in its own column. To do this, you can use text functions to separate the parts of the cells, or you can use the Convert Text to Columns Wizard. For examples and more information, see Split text into different cells and Split text among columns by using functions.

Fortunately, Excel will warn you if it senses you are about to attempt this:

If you did not intend to sort like this, then press the Expand the selection option, otherwise select Continue with the current selection.

If the results are not what you want, select Undo .

If you get unexpected results when sorting your data, do the following:

Check to see if the values returned by a formula have changed    If the data that you have sorted contains one or more formulas, the return values of those formulas might change when the worksheet is recalculated. In this case, make sure that you reapply the sort to get up-to-date results.

Unhide rows and columns before you sort    Hidden columns are not moved when you sort columns, and hidden rows are not moved when you sort rows. Before you sort data, it's a good idea to unhide the hidden columns and rows.

Check the locale setting    Sort orders vary by locale setting. Make sure that you have the proper locale setting in Regional Settings or Regional and Language Options in Control Panel on your computer. For information about changing the locale setting, see the Windows help system.

Enter column headings in only one row    If you need multiple line labels, wrap the text within the cell.

Turn on or off the heading row    It's usually best to have a heading row when you sort a column to make it easier to understand the meaning of the data. By default, the value in the heading is not included in the sort operation. Occasionally, you may need to turn the heading on or off so that the value in the heading is or is not included in the sort operation. Do one of the following:

• To exclude the first row of data from the sort because it is a column heading, on the Home tab, in the Editing group, select Sort & Filter, Custom Sort, and then select My data has headers.

• To include the first row of data in the sort because it is not a column heading, on the Home tab, in the Editing group, select Sort & Filter, Custom Sort, and then clear My data has headers.