This browser does not support basic Web standards, preventing the display of our site's intended design. May we suggest that you upgrade your browser?

Microsoft Excel 2003/2004

Using the Sort Command

The Sort command will arrange the records (rows) in your database according to the contents of a particular column. Excel will sort the following in ascending order: numbers, text, logical values, error values, and blank cells. A descending sort will reverse the above order, except for blank cells, which are always sorted last.

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

  1. Select a cell in the column to be sorted

  2. From the Data menu, select Sort...
    The Sort dialog box appears.
    Sort dialog box

  3. From the Sort by pull-down list, select the column by which you want to sort
    NOTE: If column IDs appear instead of column titles, under My data range has in Windows or under My list has on Macintosh, select Header row.

  4. Select Ascending or Descending

  5. OPTIONAL: To sort by more than one column,
    1. From the Then by pull-down list(s), select the column(s) by which you want to sort
    2. Select Ascending or Descending

  6. OPTIONAL: To control how to sort lists of days or months, case-sensitive data, and the sort's orientation,
    1. Click OPTIONS...
      The Sort Options appears.
    2. Make any necessary changes
    3. Click OK

  7. Click OK
    The data is sorted.

Excellence. Our Measure. Our Motto. Our Goal.