How To Sort Data In Excel

Learning how to sort data in Excel is crucial for anyone working with spreadsheets. Like most other Excel functions, it has helped me organize information during data analysis because it makes data easier to understand. When done efficiently, sorting reveals patterns and outliers, aiding decision-making.

Sorting data has numerous benefits: it improves clarity, makes information easier to spot, and reduces errors. Once you learn how to sort in Excel with functions can enhance your ability to manage data effectively.

This is why I have created this step-by-step guide to help you out. All steps are easy to follow and you will have a comprehensive understanding of numerous processes like sorting data in alphabetical order or how to arrange numbers in ascending order in Excel and the like.

Step 1: Understanding the Data

Before you start sorting data, it's important to analyze it first. Look for patterns, outliers, and errors that could affect how you sort it. This helps you decide the best way to organize the data for meaningful results. Data can be anything from numbers to text or dates, so make sure to examine it carefully before sorting.

Sorting data in Excel is crucial for organizing information effectively. Learning how to arrange alphabetically in Excel makes referencing easier, while sorting by date aids in chronological sequencing for time-based analysis. This can help identify top-performing products or regions.

Step 2: Selecting the Data Range

Any professional Excel course will teach you how to arrange in Excel. But first, you need to make sure that the data is accurate and efficient when you select a data range for sorting. To do so:

• Click on the column header letter to select a single column.
• Hold the “Ctrl” key for multiple columns and click on every column header.
• Click on the top left corner where the row and column headers meet to select the overall table.

Knowing how to sort by a column in Excel makes tasks easier and less stressful. It's important to select the column headers to maintain data integrity. Headers provide context and allow us to sort information in each column accurately. This ensures data accuracy and delivers the best results.

Source: Microsoft Excel

Step 3: Accessing the Sort Function

In Excel, you can find the sort function in the "Data" tab. Simply click on it to reveal options like ascending and descending arrows. Clicking on the button opens a sort dialogue box where you can specify the sorting criteria based on your data.

Alternatively, you can access the sort function by right-clicking anywhere within the data range. From the menu that appears, select the "Sort" option. This will also open the sort dialogue box, allowing you to choose the sorting methods that suit your needs.

This process provides a quick and convenient way to access the sort function with ease.

Step 4: Sorting Data

Sorting in Ascending Order

Follow the below-mentioned step to learn how to arrange in ascending order in Excel:

• Open the spreadsheet containing the data you want to sort.
• Click on the ‘Data” or “Sort” tab.

• Select the primary column containing the most important data for analysis. Ensure you know how to sort data in Excel, and that the selected columns have consistent data types to prevent sorting errors.

• Then, choose additional columns for secondary sorting to enhance organization and facilitate comparison between values.

Sorting in Descending Order

Here’s a step by step guide on how to sort data in Excel in descending order:

• Open your Excel spreadsheet.
• Choose the column you want to sort by clicking on its header.
• Navigate to the "Data" tab.
• Look for the option to sort in descending order, typically indicated by a "Sort ZA" button.
• Click on the "Sort ZA" button.
• If prompted, select whether to sort the entire selection or just the chosen column.
• Your data will now be sorted in descending order based on the values in the selected column.

You can refine data order with secondary sorting criteria, useful for sorting with multiple elements. Hold the Shift key and select additional columns for sorting. This organizes data in a detailed manner.

Sorting with Custom Criteria

Source: Microsoft Excel

Follow the steps below to learn how to sort data in Excel with custom criteria:

• Open your Excel file and select the data range you want to sort.

• Go to the "Data" tab and click "Sort" to open the sorting options.

• Choose the column you want to sort by from the dropdown menu.

• Select "Custom List" from the sorting options. In the “Custom List’s” dialog box, create your custom sorting order or choose from predefined lists.

• Click "Add" to include the custom list in the sorting criteria. If needed, add additional sort criteria by clicking "Add Level" and repeat the process.

• Click "OK."

It is important to notice what colors must be present in the cells to get the value needed.

Sorting with Multiple Levels

Once you master how to sort data in Excel, one key thing you will learn is that Excel allows us to select multiple columns for sorting quickly. To sort data in Excel with multiple levels, follow these steps:

• Open your Excel spreadsheet and select the range of desired cells.

• Go to the "Data" tab on the Excel ribbon and click on the "Sort" button to open the Sort dialog box.

• In the dialog box, specify the first column you want to sort by from the "Sort by" dropdown menu. Choose the desired sorting order (ascending or descending).

• If you have multiple columns and want to add additional sort criteria, click on the "Add Level" button.

• In the newly added sort level, specify the next column you want to sort by from the "Then by" dropdown menu. Choose the sorting order for the second column.

• Repeat steps 7-9 for each additional sorting level you want to add.

• Once you have added all the desired sort criteria, click "OK" to apply the multiple-level sorting to your data.
  

Step 4: Handling Sorted Data

Now that you know how to sort data in Excel, you should also know that accuracy and efficiency is key in every step of the process. Here’s how you can maintain them to manage data effectively:

• Double-check the sorting criteria to reduce the errors in data arrangement to help save time and prevent potential mistakes.

• Filtering is the best way to narrow down the information that is needed. You can apply the filters and focus on specific criteria and values in the sorted data.
  

In Conclusion

Learning how to sort data in Excel can help you organize and analyse data professionally and efficiently. Sorting data aids in better decision-making and is considered a crucial part of the data analysis procedure as it improves data accuracy.

Take it from an expert, but, once you master Excel and similar functions like sorting, you can perform complex calculations, create insightful visualizations, and generate accurate reports with ease. If you're passionate about data analysis, consider enrolling in a professional course from upGrad. Their accredited online courses, in collaboration with top-tier universities worldwide, provide unparalleled learning opportunities tailored to your career aspirations.

Frequently Asked Questions

1. What are the 3 ways you can sort data in Excel?

In Excel, you can alphabetically sort data with "Sort A to Z" or "Sort Z to A," numerically with "Sort Smallest to Largest" or "Sort Largest to Smallest," and by color and icon criteria using "Sort by color.

2. How do I sort data in Excel without mixing data?

Even if you master how to sort data in Excel, you will encounter data mixing at one point. To ensure that you've selected the data range to keep related information together and prevent it altogether. Also, make sure there are no merged cells or hidden rows, as these can disrupt the sorting process and cause data mix-ups.

3. How do I sort data in Excel and keep rows together?

You can use the sort function with Expand the selection option. The feature helps us to sort the selected column to keep the entire data row intact.

4. How do I sort and filter data in Excel?

You can easily sort and filter data in Excel when you select the data range you need. Go on to the “data” tab on the Excel ribbon and choose the “sort and filter” option..

5. How do I sort 3 columns in Excel?

To sort columns in Excel, select the entire range containing the data, then click the "Sort" button in the "Data" tab. Specify the first column to sort by, followed by any subsequent columns. Excel sorts each column, helping organize information effectively.

6. What are two ways to sort data?

Two common ways of sorting data in Excel come up with “sort” under the “data” tab. This offers you the best ways to sort data in descending and ascending order. You can use the “custom sort” option to specify multiple levels of sorting criteria.

7. How do I sort 1 2 3 in Excel?

To sort numbers in Excel, select the column containing the numbers, then choose "Sort Smallest to Largest" or "Sort Largest to Smallest" from the "Sort and Filter" option. This rearranges the numbers, allowing you to view them in ascending or descending order.

8. What is data sorting?

Excel data sorting is the process of arranging data in a specific order according to defined criteria, facilitating structured organization and analysis.

9. What is a sort filter in Excel?

A sort filter in Excel is a feature that allows you to rearrange data based on specified criteria, such as alphabetical or numerical order, making it easier to analyze and interpret information.