Difference between revisions of "Sorting Data"

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==Quick Sort==
 
==Quick Sort==
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The easiest, and quickest, way to sort data in Excel is to use the Quick Sort button in the Data tab.  However, there are certain conditions that need to be filled first: whatever selection you have made for sorting, you must ensure there are NO BLANK CELLS.  Blank cells will royally screw up any data sorting you want to do.  Once you have ensured this is not the case for your data set, select the column you want to sort and click on either the AZ or ZA shortcut keys (smallest to largest or largest to smallest, resp.) as shown below.  This method works best when sorting a single column or sorting a series of columns according to whatever is in the first one of the series.
 
  
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The easiest, and quickest, way to sort data in Excel is to use the Quick Sort button in the Data tab.
 
[[File:Excelsort01.png]]
 
[[File:Excelsort01.png]]
  
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==Sorting Multiple Columns==
 
==Sorting Multiple Columns==
  
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There are two ways to sort multiple columns: using a prescribed sorting method (preloaded conditions) or using a custom sorting method (conditions you enter yourself). They are both fairly simple, but lets start with using what is already at your fingertips.  Go to the Data tab and select the Sort macro key (shown below).  This will Bring up the Dialogue Box.
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There are two ways to sort multiple columns: using a prescribed sorting method (preloaded conditions) or using a custom sorting method (conditions you enter yourself). Go to the Data tab and select the Sort macro key (shown below).  This will Bring up the Dialogue Box.
  
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[[File:Excelsort02.png]]
 
  
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Next you'll need to change the Sort By option to suit what you want your data to be sorted by FIRST. You can also choose what to sort the data on (Values, Cell Color, Font Color or Cell Icon) and whether to go from A to Z (for text), Largest to Smallest (for numbers), or vice verse.  Once you have this figured, you can start to Add Levels to your sorting options, for example:
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[[File:Excelsort02.png|250px]]
  
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[[File:Excelsort03.png]]
 
  
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Now that all your filters are set, your data will be sorted as you see below:
 
  
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[[File:excelsort04.png]]
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Next you'll need to change the Sort By option to suit what you want your data to be sorted by first. You can also choose what to sort the data on (Values, Cell Color, Font Color or Cell Icon) and whether to go from A to Z (for text), Largest to Smallest (for numbers), or vice verse.  Once you have this figured, you can start to Add Levels to your sorting options, for example:
  
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The gender column was sorted first (1) so all females are at the top of the list (A to Z).  The next filter was for State (2) from A to Z, so girls from Alaska come first.  Finally, we sorted by Birth Year (3) from Smallest to Largest, so the girls with the smallest numerical birth year (older girls) will be put to the top of the series.
 
  
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==Custom Sort==
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[[File:Excelsort03.png|250px]]
  
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As stated above, you can also use your own custom sorting methods.  To do this, we need simply select Custom List from the Order drop down menu in the Sort Dialogue Box (discussed above).  Once here, you can access some premade custom lists (like Days and Months) or create your very own and save it to Excel's database!  That way you will be able to access that same custom sorting option again later.
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Now that all your filters are set, your data will be sorted as you see below:
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[[File:excelsort04.png|250px]]
  
 
==Sorting By Row==
 
==Sorting By Row==
  
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This is a simple procedure, with one or two very important minor details.  First, get back into the Sort Dialogue Box, and go to the Options button.
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[[File:excelsort05.png|250px]]
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Then, simply select 'Sort left to right'.  This will enable sorting by column.  Now press OK.  Only one more step.
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[[File:excelsort06.png|250px]]
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You should be back in the Sort Dialogue Box now, with some different options.  In the Sort By drop down, you should be able to select rows (Row 1, Row 2, etc.) instead of other designators.  Make sure you select the correct row. 
  
  
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[[category:Excel]]
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[[category:Excel]]

Latest revision as of 19:12, 25 October 2011

Excel logo.jpg
Sorting data is useful for organizing long or short lists of data, from largest to smallest, smallest to largest, making use of custom options, or by column, row, or any combination of these factors.

Quick Sort

The easiest, and quickest, way to sort data in Excel is to use the Quick Sort button in the Data tab. Excelsort01.png


Sorting Multiple Columns

There are two ways to sort multiple columns: using a prescribed sorting method (preloaded conditions) or using a custom sorting method (conditions you enter yourself). Go to the Data tab and select the Sort macro key (shown below). This will Bring up the Dialogue Box.


Excelsort02.png


Next you'll need to change the Sort By option to suit what you want your data to be sorted by first. You can also choose what to sort the data on (Values, Cell Color, Font Color or Cell Icon) and whether to go from A to Z (for text), Largest to Smallest (for numbers), or vice verse. Once you have this figured, you can start to Add Levels to your sorting options, for example:


Excelsort03.png


Now that all your filters are set, your data will be sorted as you see below:

Excelsort04.png

Sorting By Row

This is a simple procedure, with one or two very important minor details. First, get back into the Sort Dialogue Box, and go to the Options button.


Excelsort05.png


Then, simply select 'Sort left to right'. This will enable sorting by column. Now press OK. Only one more step.


Excelsort06.png

You should be back in the Sort Dialogue Box now, with some different options. In the Sort By drop down, you should be able to select rows (Row 1, Row 2, etc.) instead of other designators. Make sure you select the correct row.

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