Sorting data is an integral part of data analysis. A list of names could be arranged alphabetically, product inventory levels could be listed from highest to lowest, or rows could be arranged according to colors or icons. Sorting data enables you to more quickly visualize and comprehend your data, as well as to arrange and locate the data you need and, ultimately, to make more informed decisions.
Data can be sorted in one or more columns by text (A to Z or Z to A), numbers (smallest to largest or largest to smallest), dates and times (newest to oldest), and text and number combinations. A custom list you create (such as Large, Medium, and Small) or a format, such as cell color, font color, or icon set, can also be used to sort data.
When you have data that you want to group by the same value in one column or row, then sort another column or row within that group of equal values, you may want to sort by more than one column or row. If you have an employee column and a department column, for instance, you can first sort by department to group all the employees in that department together before sorting by name to arrange the names alphabetically within each department. You can sort by up to 64 columns.
You can sort data in a user-defined order using a custom list. For instance, you might want to sort by values in a column that include High, Medium, and Low values. If you were to sort alphabetically, an “A to Z” sort would put High at the top, but Low would come before Medium. How can you sort so that rows containing High appear first, followed by Medium, and then Low? Furthermore, if you sorted “Z to A,” Medium would show up first and Low would be in the middle. No matter the order, “Medium” should always be in the middle. You can avoid this issue if you make your own unique list.
You must first divide the column into two or more columns so that the value you want to sort by is in its own column before you can sort by a portion 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 can accomplish this by using text functions to divide the components of the cells or by using the Convert Text to Columns Wizard. See Split text into different cells and Split text among columns by using functions for examples and more details.
Although it is possible to sort a range within another range, doing so is not advised because the sorted range will lose its connection to the original data. The selected employees would be linked to different departments than they were before if the following data were sorted as shown.
If the data you sorted contained one or more formulas, you should check to see if the values returned by those formulas have changed before recalculating the worksheet. In this situation, be sure to reapply the sort to obtain the most recent results.
Turn the heading row on or off When you sort a column, it’s generally preferable to have a heading row to make it simpler to understand the significance of the data. By default, the heading value is excluded from the sorting process. On occasion, you might need to toggle the heading so that the value in the heading is included in the sorting process or not. Do one of the following:
- In an excel spreadsheet, find and highlight the column you want to alphabetize.
- Select the button Sort and Filter. Click the drop down menu and select Sort A to Z. A window will appear. Make sure Expand the selection is the chosen option.
- Click Sort. Your selected column will sort.
Using sort and filter tools for alphabetizing data in Excel
Excel lets users alphabetize their information with various tools. Data listing in ascending order, alphabetizing a list of names, categorizing invoice numbers, and organizing dates that appear out of order are just a few examples of sorting functions.
Information can be arranged alphabetically using the “Sort” tool, which you can customize in the program.
The “Filter” tool only presents the data that meets your specified criteria. Excel will only display the data necessary for your specific goal, hiding all other data. Adding “Sort” is frequently more practical because it allows you to prioritize data while also arranging it in any order. These tools can be found on the default toolbar or under the “Data” tab. If you can’t see the icon, choose it from the drop-down menu in the toolbar’s upper left corner. Additionally, you can include these features by using the “More commands” options.
Benefits of alphabetizing in Excel
Learning to alphabetize in Excel has many business benefits, including:
How to alphabetize in Excel
To alphabetize one or more columns in your spreadsheet, use the following techniques:
Alphabetize a single column
Follow the instructions listed below, highlighting the desired cells in the spreadsheet as you go, if you only need to arrange particular cells in one column:
Use the “Sort” function
When using the “Sort” tool to alphabetize your data, take into account the steps below:
Select the “Filter” option
You can also alphabetize your spreadsheet using the “Filter” tool. For both single and multiple columns, use the following procedure and the steps after that:
Alphabetize with the “Add level” tool
Using the “Add level” function, you can add more levels to sort information. To alphabetize your spreadsheet using the “Add level” tool, follow these instructions:
How to alphabetize rows in Excel
There may be circumstances where alphabetizing rows rather than columns is more advantageous. For instance, let’s say you make a spreadsheet to record your monthly fuel expenses. While column A lists the months of the year, you could enter the car’s make and model in the first row under columns B through E. Assume column F records the monthly fuel costs for each vehicle. The following procedures can be used to arrange the car manufacturers in the top row alphabetically.
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How to Sort Alphabetically in Excel
FAQ
How do you alphabetize quickly in Excel?
- Select any cell in the column you want to sort.
- Click either A-Z to sort ascendingly or Z-A to sort descendingly in the Sort and Filter group on the Data tab. Done!.
How do I Sort alphabetically in Excel without mixing data?
- In your list, click into any cell in the COLUMN you want to sort by. (DO NOT highlight that column as doing so will only sort that column, leaving the rest of your data unchanged.) ).
- Click on the DATA tab.
- Click on either the Sort Ascending or Sort Descending. button.
