Sorting Data in Excel (Sort Button and Sort Dialog Box)

Sorting Data: Sort Button

If you simply want to sort your data by one column from smallest to largest or largest to smallest, you can do so with one click.

1. Select a cell in the column used to sort
2. From the Data command tab, in the Sort & Filter group, click SORT SMALLEST TO LARGESTor SORT LARGEST TO SMALLEST

The selected column is sorted.

Sorting Data: Sort Dialog Box

Using the Sort dialog box, you can create multi-level sorts that meet a variety of specifications.

1.      Select a cell in the column you want to use to sort

2.      From the Data command tab, in the Sort & Filter group, click SORT
The Sort dialog box appears.

3. To sort by ascending or descending values (i.e., alphabetically, numerically, time, or date)
1. In the Sort by pull-down list, select the column you want to use to sort
2. In the Sort On pull-down list, select Values

c.       In the Order pull-down list, select A to Z or Z to A
The data is sorted according to the selected order.

4. To sort according to a custom list
1. In the Sort by pull-down list, select the column you want to use to sort
   EXAMPLE: select a column containing days of the week
2. In the Sort On pull-down list, select Values
3. In the Order pull-down list, select Custom List...
   The Custom Lists dialog box opens

d.      Select the custom list by which you want to sort
EXAMPLE: select Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday

5. To sort according a formatting criterion
1. In the Sort by pull-down list, select the column you want to use to sort
2. In the Sort On pull-down list, select the appropriate option
   EXAMPLE: Select Cell Color

c.       In the Order pull-down list, select a color and appropriate sort order
EXAMPLE: select Blue and On Top

6. OPTIONAL: To sort by more than one column
1. Click ADD LEVEL

b.      In the Then by row of the Sort dialog box, select the additional sort options

7. OPTIONAL: To control how to sort lists of days or months, case-sensitive data, and orientation
1. Click OPTIONS...
   The Sort Options dialog box appears.

2. Make necessary changes

c.       Click OK

8.      Click OK
The data is sorted.

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