5 Ways To Sort Excel Data

Sorting data in Excel is an essential skill for anyone who works with spreadsheets. Whether you're a beginner or an advanced user, knowing how to sort data in Excel can help you to quickly and easily analyze and understand your data. In this article, we'll explore five ways to sort Excel data, including using the built-in sort function, using formulas, and using pivot tables.

What is Sorting in Excel?

Sorting in Excel is the process of arranging data in a specific order, either alphabetically, numerically, or chronologically. This can be useful for a variety of tasks, such as identifying trends, finding errors, and creating reports.

Method 1: Using the Built-in Sort Function

The built-in sort function in Excel is the most common way to sort data. To use this function, follow these steps:

1. Select the data range that you want to sort.
2. Go to the "Data" tab in the ribbon.
3. Click on the "Sort" button in the "Data Tools" group.
4. Choose the sort order that you want to use (e.g. ascending or descending).
5. Click "OK" to apply the sort.

Sorting by Multiple Columns

Sometimes, you may need to sort data by multiple columns. To do this, follow these steps:

1. Select the data range that you want to sort.
2. Go to the "Data" tab in the ribbon.
3. Click on the "Sort" button in the "Data Tools" group.
4. Choose the first column that you want to sort by.
5. Click on the "Add Level" button to add another column to the sort.
6. Choose the second column that you want to sort by.
7. Repeat steps 5 and 6 until you have added all of the columns that you want to sort by.
8. Click "OK" to apply the sort.

Method 2: Using Formulas

You can also use formulas to sort data in Excel. One way to do this is by using the "IF" function in combination with the "SORT" function. For example:

=IF(A1>10, "High", IF(A1<5, "Low", "Medium"))

This formula sorts the data in column A into three categories: "High", "Medium", and "Low".

Using the INDEX and MATCH Functions

Another way to sort data using formulas is by using the INDEX and MATCH functions. For example:

=INDEX(A:A, MATCH(E2, B:B, 0))

This formula sorts the data in column A based on the values in column B.

Method 3: Using Pivot Tables

Pivot tables are a powerful tool in Excel that can be used to sort and analyze data. To create a pivot table, follow these steps:

1. Select the data range that you want to sort.
2. Go to the "Insert" tab in the ribbon.
3. Click on the "PivotTable" button in the "Tables" group.
4. Choose a cell to place the pivot table.
5. Click "OK" to create the pivot table.

Sorting Pivot Table Data

To sort data in a pivot table, follow these steps:

1. Select the pivot table.
2. Go to the "PivotTable Tools" tab in the ribbon.
3. Click on the "Sort" button in the "Data" group.
4. Choose the sort order that you want to use (e.g. ascending or descending).
5. Click "OK" to apply the sort.

Method 4: Using Power Query

Power Query is a powerful tool in Excel that can be used to sort and analyze data. To use Power Query, follow these steps:

1. Select the data range that you want to sort.
2. Go to the "Data" tab in the ribbon.
3. Click on the "New Query" button in the "Get & Transform Data" group.
4. Choose a data source (e.g. a table or range).
5. Click "OK" to create the query.

Sorting Power Query Data

To sort data in a Power Query, follow these steps:

1. Select the query.
2. Go to the "Home" tab in the ribbon.
3. Click on the "Sort" button in the "Transform" group.
4. Choose the sort order that you want to use (e.g. ascending or descending).
5. Click "OK" to apply the sort.

Method 5: Using VBA Macros

VBA macros are a powerful tool in Excel that can be used to automate repetitive tasks, including sorting data. To create a VBA macro, follow these steps:

1. Select the data range that you want to sort.
2. Go to the "Developer" tab in the ribbon.
3. Click on the "Visual Basic" button in the "Code" group.
4. Create a new module.
5. Write a macro to sort the data.

Example VBA Macro

Here is an example VBA macro that sorts data in a range:

Sub SortData()
    Range("A1:B10").Sort Key1:=Range("A1"), Order1:=xlAscending, Header:=xlGuess
End Sub

This macro sorts the data in the range A1:B10 based on the values in column A.

Gallery of Sorting Methods

Sorting Methods in Excel

Conclusion

Sorting data in Excel is an essential skill for anyone who works with spreadsheets. Whether you're a beginner or an advanced user, knowing how to sort data in Excel can help you to quickly and easily analyze and understand your data. In this article, we've explored five ways to sort Excel data, including using the built-in sort function, using formulas, and using pivot tables. We hope that this article has been helpful in teaching you how to sort data in Excel.

We'd love to hear from you! What's your favorite way to sort data in Excel? Do you have any questions or tips to share? Leave a comment below and let's get the conversation started!