Sorting data refers to organizing the records in a data list so that they are presented in a certain order. If data is arranged in a list structure, data can be automatically sorted by choosing one individual cell within the list to define the sort criteria. All corresponding data will be repositioned on sort order.
The Sort Ascending and Sort Descending button on the Standard toolbar can be used to quickly sort a list by one column.
Follow the steps below to sort by one column:
- Select one cell anywhere within the field (column) upon which the sort will be based.
- Click on the Sort Ascending
or Sort Descending 
button.
Excel sorts all rows on the list according to the data in the selected column. If the data lists contains blank rows, the Sort Ascending and Sort Descending buttons will not produce the desired results.
Perform a Multi-Column Sort in MS Excel
There will be some occasions when you will want to perform a sort using more than one column in MS Excel. You already know how to perform a sort using one column and now if you follow the steps below you can add a little to your Excel knowledge of sorting.
- Position the active cell anywhere within the data list.
- Choose Data | Sort The Sort dialog box will appear.
- Select the first column to sort by in the Sort by List box.
- Choose Ascending or Descending.
The names of the columns appear if the list is designed correctly and the Header row option is selected in the My list has area of the Sort dialog box.
- To specify additional sort criteria, select columns from the Then by list boxes, and then select the appropriate sort order for each.
- Select the desired option in the My list has area.
- Choose OK.
Defining a Custom Sort List in MS Excel
There may be times when you will find it necessary to sort a data list on something other than the alphabet. You can define a custom list of elements on which to base the criteria for a sort.
Excel provides a built-in custom sort routine that lists months in their chronological order from January to December. Other lists can be created from an existing range of cells or simply entered on the Custom Lists tab of the Options dialog box.
Follow the steps below to see how it works:
- Choose Tools | Options.
The Options dialog box opens.
- Click on the Custom Lists tab.
- Choose New List in the Custom lists box.
- Enter the values in the List entries list box.
Enter the values separated by a comma and a space.
- Choose Add.
- Choose OK.
OR
Select the cells to be used as a custom list in the order they are to be sorted.
- Choose Tools | Options.
The Options dialog box opens.
- Click on the Custom Lists tab.
- Choose NEW LIST
- Ensure correct range is specified in the Import list from cells text box.
- Choose Import.
A Custom List Imported in the Options Dialog Box
- Choose OK.
Performing a Custom Sort
Once a custom sort list has been defined, it can be used as the basis for sorting your data list. In order to use the custom sort list, it is necessary to use the field that contains the custom sort list components as the primary (first) sort key for the sort routine.
Follow the steps below to perform a custom sort:
- Position the active cell anywhere within the data list to be sorted.
- Choose Data | Sort.
The Sort dialog box opens.
- Select the column (field) by which to sort the data.
- Choose Options.
The Sort option dialog box opens.
- Select a custom sort from the First key sort order drop-down list.
- Choose Case sensitive if you desire.
- Choose Sort top to bottom as an Orientation.
OR
- Choose Sort left to right as an Orientation.
- Choose OK.
The Sort dialog box opens.
Choose OK.
Carol Bratt is the Office Applications Editor at Daves Computer Tips. She has authored several informative Microsoft Office books and writes the monthly Word Bytes Newsletter with more tips and tricks in each issue. Visit Carol's website for more great Microsoft Office tips and tricks! Click here to see her latest books! You can read more about Carol here.