Sort Data

Sort texts, numbers, dates or times

  • Select a column of alphanumeric/numeric/dates/times data in a range of cell (make sure that the active cell is in a table column containing the data)

  • Go to Home tab > Editing group > click on Sort & Filter

  • Do one of the following:

    • To sort in ascending alphanumeric order, click Sort A to Z

    • To sort in descending alphanumeric order, click Sort Z to A

    • To sort from low numbers to high numbers, click Sort Smallest to Largest.

    • To sort from high numbers to low numbers, click Sort Largest to Smallest.

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

    • To sort from a later to an earlier date or time, click Sort Newest to Oldest

    • To do a case-sensitive sort, go to Home tab > Editing  group > click on Sort & Filter > select Custom list > click on Options > select Case sensitive > click OK

  • Notes:

    • Remove any leading spaces before sorting data

    • Check all data is stored as text format to sort data as text

    • Check all numbers are stored as number format to sort data as number

    • Check dates and times are stored as dates or times format

 

Sort by Cell color, Font color or Icon set

  • Select a column of data in a range of cells, and make sure that the active cell is in a table column.

  • Go to Home tab > Editing group > click on Sort & Filter > select Custom list

  • In the Sort dialog box, do the following:

    • Under Column field, click the Sort by down arrow ð select the column that you want to sort.

    • Under Sort On field, select the type of sort:

      • To sort by cell color, select Cell Color.

      • To sort by font color, select Font Color.

      • To sort by an icon set, select Cell Icon.

    • Under Order field, click the down arrow depending on the type of format

      • 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.

    • To specify the next cell color, font color, or icon to sort by, do the following:

      • Click Add Level

      • Repeat the below steps

      • Make sure to select the same column in the Then by box, and make the same selection under Order

 

Sort by a custom list

The custom lists can only create based on a value (text, number, and date or time)

Create a custom list

  • Go to Home tab > Editing group > click on Sort & Filter > select Custom Sort

  • In the Sort dialog box, under Order field, click the down arrow > select Custom list

  • In the Custom Lists dialog box, do the following:

    • Under Custom Lists box, select New List

    • under List entries box, enter the custom order

    • Click Add

    • Click OK


Perform a custom sort

  • Select a column of data in a range of cells, and make sure that the active cell is in a table column.

  • Go to Home tab > Editing group > click on Sort & Filter Use > select Custom Sort

  • In the Sort dialog box, do the following:

    • Under Column field, in the Sort by or Then by field, select the column need to be sorted by a custom list

    • Under Order field, select Custom list

  • In the Custom Lists dialog box, do the following:

    • Select the custom list created

    • Click OK


Sort rows

  • Select a row of data in a range of cells, or make sure that the active cell is in a table column

  • Go to Home tab > Editing group > click on Sort & Filter > select Custom list

  • In the Sort dialog box, click Options button

  • In the Sort Options dialog box, under Orientation, click Sort left to right > click OK

  • In the Sort dialog box, do the following:

    • In the Sort by field, under Column, select the row to sort

    • If sort by value, do the following:

      • Under Sort On field, select Values

      • Under Order field, select 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

    • If sort by cell color, font color, or cell icon, do the following:

      • Under Sort On field, select Cell Color, Font Color, or Cell Icon.

      • Under Order field, select On Left or On Right


Reapply a sort after changing data

  • Click a cell in the range or table

  • Go to Home tab > Sort & Filter group > click on Reapply