Microsoft Office Tutorials and References
In Depth Information
Sorting Data
Chapter 11
Managing Large Amounts of Data
Sorting from the Ribbon
Like most Excel tasks, there are two ways to sort your
data: the easy way and the powerful way. Sorting
from the Ribbon is the easy way, and, although it
doesn’t provide as many options as the alternative
sorting method, you’ll find it works for most of your
sorting tasks. Just follow these easy steps:
3. Choose Data>Sort & Filter>Sort A to Z. (If the
current cell contains a value, the button says
Sort Smallest to Largest.) Excel sorts the
entire list in ascending order. Sorting text
data in ascending order sorts text A–Z;
sorting numeric information in ascending order
sorts low to high (1–10); and sorting dates in
ascending order places the earliest date first.
For the easiest sorting, create a list in
contiguous order and with headings specifying
the contents of each column. Figure 11-22
illustrates an ideal data array.
Excel sorts in the following pattern:
numbers, spaces, special characters, including !
" # $ % & ( ) * , . / : ; ? @ [ \ ] ^ _ ` { | } ~
+ < = > and, finally, alphabetic letters.
Blanks are always placed last.
Optionally, choose Data>Sort & Filter>Sort Z to A
(or Largest to Smallest). Excel sorts the entire list
by descending order. Figure 11-23 shows the
House Type column sorted in descending order.
Figure 11-22
Data for sorting.
Sort A to Z Sort Z to A
2. In the column you want to sort by, click any
cell containing data. If the data is not in a
contiguous list, you must first select the
entire list.
Prompt to Include Additional Cells
If Excel finds unselected data in columns
next to the selected data, it may prompt you
for more information.
Figure 11-23
Sorting your data.
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