SORTING AND

FILTERING
 SORTING AND FILTERING
A Microsoft Excel spreadsheet can contain a great deal
of information. Sometimes you may find that you
need to reorder or sort that information, create
groups, or filter information to be able to use it most
effectively
SORTING
Sorting in Excel is a feature that
rearranges data in a table or worksheet
based on specific criteria. It's a common
tool for data management that helps
users organize and analyze data more
effectively.
 TYPES OF SORTING
When sorting data, it's important to first decide if you want the sort
to apply to the entire worksheet or just a cell range.
 SORT SHEET
It organizes all of the data in
your worksheet by one column.
Related information across each
row is kept together when the
sort is applied.
 To sort a sheet
1 Select a cell in the column you want to sort by

Select the Data tab on the Ribbon, then click the A-

2 Z command to sort A to Z, or the Z-A command to
sort Z to A.

The worksheet will be sorted by the

3 selected column.
 SORT RANGE
It sorts the data in a range of
cells, which can be helpful when
working with a sheet that
contains several tables. Sorting
a range will not affect other
content on the worksheet.
 To sort a range
1 Select the cell range you want to sort.
Select the Data tab on the Ribbon, then click
2 the Sort command.
The Sort dialog box will appear. Choose
3 the column you want to sort by.
Decide the sorting order (either ascending or
4 descending).
Once you're satisfied with your selection, click OK.
5
The cell range will be sorted by the selected column.
6
 CUSTOM SORTING
Sometimes you may find that
the default sorting options can't
sort data in the order you need.
Fortunately, Excel allows you to
create a custom list to define
your own sorting order.
 To create a custom sort
1 Select a cell in the column you want to sort by.

2 Select the Data tab, then click the Sort command.

The Sort dialog box will appear. Select the column you want to sort by, then
3 choose Custom List...
The Custom Lists dialog box will appear. Select NEW LIST from the Custom
4 Lists: box.
Type the items in the desired custom order in the List entries: box.
5
Click Add to save the new sort order. The new list will be added to the Custom lists: box.
6 Make sure the new list is selected, then click OK.

The Custom Lists dialog box will close. Click OK in the Sort dialog box to
7 perform the custom sort.
8 The worksheet will be sorted by the custom order.
 SORTING LEVELS
If you need more control over
how your data is sorted, you can
add multiple levels to any sort.
This allows you to sort your data
by more than one column.
 To add a level
1 Select a cell in the column you want to sort by.

Click the Data tab, then select the Sort command.

2
The Sort dialog box will appear. Select the first
3 column you want to sort by.
Click Add Level to add another column to sort by.
4
Select the next column you want to sort by, then
5 click OK.
The worksheet will be sorted according to the
6 selected order.
If you need to change the order of a
multilevel sort, it's easy to control
which column is sorted first.
Simply select the desired column,
then click the Move Up or Move
Down arrow to adjust its priority.
FILTERING
Filtering in Excel is a tool that allows users to
temporarily hide rows in a table or spreadsheet that
do not meet a set of criteria. This makes it easier to
analyze and manage large amounts of data.
 To filter data
In order for filtering to work correctly, your worksheet should include
1 a header row, which is used to identify the name of each column.

2 Select the Data tab, then click the Filter command.

A drop-down arrow will appear in the header cell for each column.
3
4 Click the drop-down arrow for the column you want to filter.

5 The Filter menu will appear.

6 Uncheck the box next to Select All to quickly deselect all data.

Check the boxes next to the data you want to filter, then click OK.
7
The data will be filtered, temporarily hiding any content that doesn't match
8 the criteria.
Filtering options can also
be accessed from the Sort
& Filter command on
the Home tab
To apply multiple filters

Filters are cumulative,

which means you can
apply multiple filters to
help narrow down your
results.
 To apply multiple filters
01 Click the drop-down 02 The Filter menu will
arrow for the column you
appear.
want to filter.

03 Check or uncheck the

boxes depending on the
04 The new filter will be
data you want to filter, applied.
then click OK.
To clear a filter
After applying a filter, you
may want to remove—
or clear—it from your
worksheet so you'll be able
to filter content in different
ways.
 To clear a filter
01 Click the drop-down 02 The Filter menu will
arrow for the filter you
appear.
want to clear. .

03 Choose Clear Filter From

[COLUMN NAME] from the
04 The filter will be cleared
from the column. The
Filter menu. previously hidden data will
be displayed.
To remove all filters
from your worksheet,
click
the Filter command
on the Data tab.
ADVANCED FILTERING
If you need a filter for something specific, basic
filtering may not give you enough options.
Fortunately, Excel includes
several advanced filtering tools,
including search, text, date, and number filtering,
which can narrow your results to help find exactly
what you need.
To filter with search
Excel allows you
to search for data that
contains an exact phrase,
number, date, and more.
 To filter with search
01 Select the Data tab, then
click the Filter command. 02 Click the drop-down
arrow for the column
A drop-down arrow will
appear in the header cell you want to filter.
for each column.

03 The Filter menu will appear. Enter

a search term into the search box.
04 The worksheet will
be filtered according to
Search results will appear
automatically below your search term.
the Text Filters field as you type.
To use advanced text filters

Advanced text filters can be

used to display more specific
information, like cells that
contain a certain number of
characters or data that excludes
a specific word or number.
 To use advanced text filters
Select the Data tab, then click the Filter command. A drop-
1 down arrow will appear in the header cell for each column.
Click the drop-down arrow for the column you want to
2 filter.
The Filter menu will appear. Hover the mouse over Text Filters, then
3 select the desired text filter from the drop-down menu.

The Custom AutoFilter dialog box will appear. Enter the desired text to the
4 right of the filter, then click OK.

5 The data will be filtered by the selected text filter.

To use advanced
number filters
Advanced number
filters allow you to
manipulate numbered data
in different ways.
 To use advanced number filters
Select the Data tab on the Ribbon, then click the Filter command.
1 A drop-down arrow will appear in the header cell for each column.

Click the drop-down arrow for the column you want to

2 filter.

The Filter menu will appear. Hover the mouse over Number Filters, then
3 select the desired number filter from the drop-down menu.

The Custom AutoFilter dialog box will appear. Enter the

4 desired number(s) to the right of each filter, then click OK.

5 The data will be filtered by the selected number filter.

To use advanced date
filters
Advanced date filters can be
used to view information from a
certain time period, such as last
year, next quarter, or between
two dates.
 To use advanced date filters
Select the Data tab, then click the Filter command. A drop-
1 down arrow will appear in the header cell for each column.
Click the drop-down arrow for the column you want to
2 filter.

The Filter menu will appear. Hover the mouse over Date Filters, then
3 select the desired date filter from the drop-down menu.

The Custom AutoFilter dialog box will appear. Enter the desired date(s) to
4 the right of each filter, then click OK.

5 The data will be filtered by the selected number filter.