5 Ways To Sort Excel Drop Down Lists

Managing data in Excel can be a daunting task, especially when dealing with large datasets. One feature that can help make data management easier is the drop-down list. However, when the list is not sorted, it can be frustrating to find the desired option. Fortunately, Excel provides several ways to sort drop-down lists, making it easier to navigate and select the desired option.

Understanding Drop-Down Lists in Excel

Before diving into the ways to sort drop-down lists, it's essential to understand how they work. A drop-down list in Excel is a feature that allows you to select a value from a predefined list. This feature is particularly useful when you want to limit the input to a specific set of values or when you want to make data entry easier.

Method 1: Sorting Drop-Down Lists Using the AutoSort Feature

Excel provides an AutoSort feature that allows you to sort drop-down lists automatically. To use this feature, follow these steps:

1. Select the cell that contains the drop-down list.
2. Go to the Data tab in the ribbon.
3. Click on the Data Validation button in the Data Tools group.
4. In the Data Validation dialog box, click on the Settings tab.
5. Check the box next to "Sort" in the "Allow" section.
6. Select the sorting order you want to use (e.g., A to Z or Z to A).
7. Click OK to apply the changes.

Method 2: Sorting Drop-Down Lists Using a Formula

You can also use a formula to sort drop-down lists in Excel. This method involves using the INDEX and MATCH functions. Here's how to do it:

1. Select the cell that contains the drop-down list.
2. Go to the formula bar and enter the following formula:

=INDEX(range, MATCH("sorted_list", range, 0))

Replace "range" with the range of cells that contains the drop-down list, and "sorted_list" with the sorted list you want to use.

3. Press Enter to apply the formula.

Method 3: Sorting Drop-Down Lists Using VBA

If you are comfortable with VBA programming, you can use a script to sort drop-down lists in Excel. Here's an example script:

Sub SortDropDownList()
  Dim ws As Worksheet
  Set ws = ActiveSheet
  Dim rng As Range
  Set rng = ws.Range("A1:A10") 'replace with the range of cells that contains the drop-down list
  rng.Sort Key1:=ws.Range("A1"), Order1:=xlAscending
End Sub

To use this script, follow these steps:

1. Open the Visual Basic Editor by pressing Alt+F11 or by navigating to Developer > Visual Basic in the ribbon.
2. In the Visual Basic Editor, click Insert > Module to insert a new module.
3. Paste the script into the module.
4. Click Run > Run Sub/UserForm to run the script.

Method 4: Sorting Drop-Down Lists Using Power Query

Power Query is a powerful tool in Excel that allows you to sort and manipulate data. You can use Power Query to sort drop-down lists in Excel. Here's how to do it:

1. Select the cell that contains the drop-down list.
2. Go to the Data tab in the ribbon.
3. Click on the New Query button in the Get & Transform Data group.
4. In the Query Editor, click on the Add Column tab.
5. Click on the Sort button in the Add Column tab.
6. Select the sorting order you want to use (e.g., A to Z or Z to A).
7. Click Load to load the sorted data into Excel.

Method 5: Sorting Drop-Down Lists Using a Macro

You can also use a macro to sort drop-down lists in Excel. A macro is a set of instructions that can be recorded and played back to automate tasks. Here's how to create a macro to sort drop-down lists:

1. Open the Visual Basic Editor by pressing Alt+F11 or by navigating to Developer > Visual Basic in the ribbon.
2. In the Visual Basic Editor, click Tools > Macro > Record New Macro.
3. In the Record Macro dialog box, enter a name for the macro and click OK.
4. Select the cell that contains the drop-down list.
5. Go to the Data tab in the ribbon.
6. Click on the Data Validation button in the Data Tools group.
7. In the Data Validation dialog box, click on the Settings tab.
8. Check the box next to "Sort" in the "Allow" section.
9. Select the sorting order you want to use (e.g., A to Z or Z to A).
10. Click Stop Recording to stop recording the macro.

Gallery of Excel Drop Down List Images

Excel Drop Down List Image Gallery

Conclusion

Sorting drop-down lists in Excel can make data entry and management easier. The five methods outlined in this article provide different ways to sort drop-down lists, depending on your needs and preferences. Whether you use the AutoSort feature, a formula, VBA, Power Query, or a macro, you can ensure that your drop-down lists are sorted and easy to navigate.