Microsoft Excel 2007

Sorting Data

The Sort command arranges worksheet data by text (i.e., A to Z, Z to A), numbers (i.e., smallest to largest, largest to smallest), dates, or times (oldest to newest, newest to oldest). This document shows you how to sort your Excel 2007 worksheet data.

NOTE: Once data is sorted, subgroups can be subtotaled. For more information refer to Calculating Subtotals in Databases.

Sorting Data: Sort Button
Sorting Data: 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.

Select a cell in the column used to sort
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.

Select a cell in the column you want to use to sort
From the Data command tab, in the Sort & Filter group, click SORT
The Sort dialog box appears.
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
3. In the Order pull-down list, select A to Z or Z to A
  The data is sorted according to the selected order.
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
4. Select the custom list by which you want to sort
  EXAMPLE: select Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday
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
3. In the Order pull-down list, select a color and appropriate sort order
  EXAMPLE: select Blue and On Top
OPTIONAL: To sort by more than one column
1. Click ADD LEVEL
2. In the Then by row of the Sort dialog box, select the additional sort options
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
3. Click OK
Click OK
The data is sorted.