How to Sort Data in Excel: Easy Step by Step Process

Sorting data in Excel is a simple yet powerful way to organize your information, making it easier to analyze and interpret. Whether you're working with a small dataset or a large table, knowing how to sort data in Excel can help you find the information you need quickly. In this guide, we will cover the basics of sorting a single column in Excel, as well as how to sort multiple columns in Excel for more complex datasets.

Additionally, we’ll explore how to apply a custom sort in Excel, allowing you to order your data exactly the way you need it. By the end of this article, you’ll have the tools to sort and manage your data more efficiently.

How to Sort a Single Column in Excel

Sorting a single column in Excel is a basic operation that allows you to organize data in ascending or descending order based on the values in that column. Consider the Employee dataset depicted below. It has information about the employees, the Job Title, Department, Gender, and so on.

Let’s sort the data based on the Annual Salary of each Employee in descending order.

• You can choose the data and the shortcut key Ctrl + Shift + L to sort just one column.
• Select the List Annual Salary column's downward pointing arrow. From largest to smallest, choose.

How to Sort Multiple Columns in Excel

Most often, only one column needs to be sorted. However, there can be times when you need to sort across many columns. Data can be sorted by several columns using advanced sorting methods. Here's a step-by-step guide on how to do it:

Step 1: Select your data

Click anywhere within the data range you want to sort. Ideally, select the entire table, including any header row.

Step 2: Go to the Data tab

Navigate to the "Data" tab on the Excel ribbon and click on it.

Step 3: Click Sort in the 'Data tab'

In the "Data Tab" group, find the "Sort" button and click on it.

Step 4: Choose the first sort column

A "Sort" dialog box will appear. In the "Sort by" dropdown menu, select the first column you want to sort by. This is your primary sorting criteria.

Step 5: Add additional sorting levels (optional)

If you want to sort by more than one column, click the "Add Level" button. Then, choose the next column you want to sort by from the new "Then by" dropdown menu and set its order (ascending or descending). You can repeat this step for a third level of sorting.

Tip

Sorting happens sequentially. The data will be sorted by the first column first, then within those sorted groups, by the second column, and so on.

Step 6: Click 'OK'

Once you've defined your sorting criteria, click the "OK" button to execute the sort.

How to Apply a Custom Sort in Excel

You can create your custom order in Excel by using custom sorting. Data that cannot be sorted alphabetically or ascending may occasionally need to be sorted. To sort data, Excel enables you to make your unique lists. Suppose you want to sort the dataset based on Department in the following order - IT, Sales, Marketing. Follow the steps given below for your reference:

• Select the dataset > Click on the Sort option in the Data tab
• Choose the Department column to sort
• Under Sort On, select Cell Values
• Choose the Custom List, under Order
• In the Custom Lists dialog box, add the List entries separated by commas - IT, Sales, Marketing
• Click on Add > Select OK.

The result of the same is displayed below.

Data sorting using a single column was demonstrated. You were aware of how sorting functions when numerous columns are involved. Additionally, you learned about MS Excel's capability for custom sorting.

Addition Tip for sorting

• You can sort up to three levels in the basic sort and more using the custom sort.
• Sorting happens sequentially, so prioritize your most crucial sorting criteria first.
• For clarity, consider using a helper column with formulas to define your sorting logic before using the custom sort option.

Types of Sorting in Excel

Single Column Sorting

• You can sort data based on the values in a single column.
• For example, sorting a list of names alphabetically or sorting numbers from smallest to largest.

Multiple Column Sorting

• You can sort data based on multiple columns to prioritize sorting order.
• For example, first sorting by department and then by employee names within each department.

Conclusion

Now that you know how to sort data in Excel, you can apply these techniques to organize your spreadsheets and make your data easier to navigate. Whether you're sorting a single column, organizing multiple columns, or applying a custom sort for more specific needs, these methods will help you work more effectively with your Excel data. Mastering sorting options in Excel will not only improve your workflow but also enhance your ability to analyze and present data clearly.