How to Sort Multiple Columns in Excel Pivot Table: Easy Guide

ByVaishvi Desai Hours Updated on

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Sorting multiple columns in an Excel pivot table allows you to organize and analyze your data more effectively. In this article, we will explain step-by-step methods to sort data in multiple columns of a pivot table, helping you gain valuable insights from your information. We’ll cover various techniques, troubleshooting tips, and best practices to enhance your data analysis skills.

Table of contents

Why Sort Multiple Columns in Pivot Table?

Sorting multiple columns in a pivot table helps you:

  • Identify patterns and trends across different data dimensions
  • Prioritize data based on multiple criteria for more nuanced analysis
  • Improve data visualization by organizing information logically
  • Enhance data analysis capabilities by revealing relationships between various data points
  • Streamline reporting by presenting data in a structured, easy-to-read format

Preparing Your Data for Sorting

Before sorting multiple columns in your pivot table, ensure your data is properly structured:

  1. Organize your raw data in a tabular format with consistent columns
  2. Remove any blank rows or columns that might interfere with the pivot table
  3. Ensure each column has a clear, descriptive header
  4. Check for consistency in data formats (e.g., dates, numbers, text)
  5. Remove any duplicates or errors in your dataset
  6. Consider using Excel’s Table feature to manage your data more effectively

Creating a Pivot Table

To sort multiple columns, you first need to create a pivot table:

  1. Select your data range or Table
  2. Go to the “Insert” tab on the Excel ribbon
  3. Click on “PivotTable”
  4. In the Create PivotTable dialog box:
  • Verify the data range
  • Choose where to place the pivot table (new worksheet or existing worksheet)
  1. Click “OK” to create the pivot table
  2. Use the PivotTable Fields pane to add fields to your pivot table structure

Methods for Sorting Multiple Columns in Excel Pivot Tables

Method 1: Using the Sort Options in the Pivot Table

This method is useful for quick sorting directly within the pivot table interface.

  1. Click on any cell in the column you want to sort
  2. Go to the “PivotTable Analyze” tab on the ribbon
  3. Click on “Sort” in the “Sort & Filter” group
  4. Choose “More Sort Options”
  5. In the “Sort” dialog box, select “Manual” under “Sort options”
  6. Click “Add Level” to add more sorting criteria
  7. Choose the fields and sort order (ascending or descending) for each level
  8. Use the “Move Up” and “Move Down” buttons to prioritize your sorting criteria
  9. Click “OK” to apply the sorting

Method 2: Using the Sort Dialog Box

This method provides more control over sorting multiple columns simultaneously.

  1. Select the entire pivot table
  2. Go to the “Data” tab on the ribbon
  3. Click on “Sort” in the “Sort & Filter” group
  4. In the “Sort” dialog box, click “Add Level”
  5. Choose the column to sort by in the “Sort by” dropdown
  6. Select the sort order (A to Z or Z to A for text, Smallest to Largest or Largest to Smallest for numbers)
  7. Repeat steps 4-6 for additional columns you want to sort
  8. Use the “Copy Level” button to create similar sort levels quickly
  9. Click “OK” to apply the sorting

Method 3: Using Custom Lists for Sorting

This method is ideal when you need to sort data in a specific, non-alphabetical or non-numerical order.

  1. Create a custom list in Excel:
  • Go to File > Options > Advanced
  • Scroll down to the “General” section and click “Edit Custom Lists”
  • Enter your custom list items in the “List entries” box
  • Click “Add” and then “OK”
  1. In your pivot table, right-click on the field you want to sort
  2. Choose “Sort” > “More Sort Options”
  3. Select “Manual” under “Sort options”
  4. Choose your custom list in the “Order” dropdown
  5. Click “OK” to apply the sorting

Advanced Sorting Techniques for Pivot Table

Sorting by Value

To sort your pivot table based on numerical values:

  1. Right-click on the value field in your pivot table
  2. Choose “Sort” > “Sort Largest to Smallest” or “Sort Smallest to Largest”
  3. If you want to sort based on a specific value field, select “More Sort Options”
  4. In the “Sort” dialog box, choose the value field to sort by
  5. Select the sort order and click “OK”

Sorting by Date

For date-based sorting:

  1. Ensure your date column is formatted correctly as a date field
  2. Right-click on the date field in your pivot table
  3. Choose “Sort” > “Oldest to Newest” or “Newest to Oldest”
  4. For custom date sorting, select “More Sort Options”
  5. In the “Sort” dialog box, choose your specific date sorting criteria
  6. Click “OK” to apply the sorting

Combining Text and Numeric Sorting

To sort by both text and numeric fields:

  1. Use Method 2 (Sort Dialog Box)
  2. Add levels for both text and numeric fields
  3. Set appropriate sort orders for each level (A to Z for text, Largest to Smallest for numbers)
  4. Arrange the sort levels in order of priority
  5. Click “OK” to apply the combined sorting

Troubleshooting Common Sorting Issues

Issue 1: Sorting Not Working as Expected

Solution:

  • Check if your data is grouped, which can interfere with sorting
  • Ungroup data if necessary:
  1. Right-click on the grouped field
  2. Select “Ungroup”
  • Refresh your pivot table to ensure it reflects the latest data:
  1. Right-click anywhere in the pivot table
  2. Select “Refresh”

Issue 2: Custom Sorting Order Not Applying

Solution:

  • Verify your custom list is correctly entered in Excel options
  • Ensure you’re selecting the correct custom list in the sort options
  • Check that the field you’re trying to sort is not calculated or summarized
  • Try recreating the custom list if issues persist

Issue 3: Unable to Sort Certain Fields

Solution:

  • Check if the field is calculated or summarized, which may limit sorting options
  • Consider adding the raw data field to your pivot table for sorting
  • Ensure the field contains sortable data (e.g., text or numbers, not formulas)
  • Verify that the field is not protected or locked

Enhancing Your Sorted Pivot Table

Adding Conditional Formatting

Highlight important data points to make your sorted data more visually informative:

  1. Select your sorted pivot table
  2. Go to “Home” > “Conditional Formatting” on the ribbon
  3. Choose a formatting rule (e.g., Color Scales, Data Bars, or Icon Sets)
  4. Customize the rule to fit your data
  5. Apply the formatting to your sorted data
  6. Use the “Manage Rules” option to fine-tune or combine multiple formatting rules

Creating Charts from Sorted Data

Visualize your sorted data to communicate insights more effectively:

  1. Select your sorted pivot table
  2. Go to “Insert” > “PivotChart” on the ribbon
  3. Choose a chart type that best represents your data (e.g., Column, Bar, Line, or Pie)
  4. Customize the chart by adding titles, legends, and data labels
  5. Use the “PivotChart Analyze” and “Design” tabs to further refine your chart
  6. Consider creating multiple charts to highlight different aspects of your sorted data

Automating Sorting in Pivot Table with VBA

For frequent sorting tasks, consider using VBA to automate the process:

Sub SortPivotTable()
    Dim pt As PivotTable
    Dim pf As PivotField

    Set pt = ActiveSheet.PivotTables("YourPivotTableName")
    Set pf = pt.PivotFields("YourFieldName")

    With pf
        .AutoSort xlDescending, "YourValueFieldName"
    End With
End Sub

Customize this code to fit your specific sorting needs. You can expand the script to handle multiple fields:

Sub SortMultipleFields()
    Dim pt As PivotTable
    Dim pf1 As PivotField, pf2 As PivotField

    Set pt = ActiveSheet.PivotTables("YourPivotTableName")
    Set pf1 = pt.PivotFields("YourFirstFieldName")
    Set pf2 = pt.PivotFields("YourSecondFieldName")

    With pf1
        .AutoSort xlDescending, "YourFirstValueFieldName"
    End With

    With pf2
        .AutoSort xlAscending, "YourSecondValueFieldName"
    End With
End Sub

Advanced Pivot Table Features for Enhanced Sorting

Using Slicers for Interactive Sorting

Slicers provide an interactive way to filter and sort your pivot table data:

  1. Select your pivot table
  2. Go to “PivotTable Analyze” > “Insert Slicer”
  3. Choose the fields you want to create slicers for
  4. Arrange the slicers on your worksheet
  5. Use the slicers to filter and indirectly sort your data

Leveraging Power Pivot for Complex Sorting

For large datasets or more complex sorting needs, consider using Power Pivot:

  1. Enable Power Pivot in Excel (File > Options > Add-Ins > Manage COM Add-ins)
  2. Import your data into the Power Pivot Data Model
  3. Create relationships between tables if necessary
  4. Build your pivot table using the Power Pivot fields
  5. Use DAX (Data Analysis Expressions) for advanced sorting and calculations

Final Thoughts

Sorting multiple columns in an Excel pivot table is a valuable skill for data analysis. By mastering the methods and best practices outlined in this guide, you can efficiently organize and extract insights from your data. Remember to experiment with different sorting techniques to find the most effective approach for your specific datasets. As you become more proficient, you’ll be able to uncover deeper insights and make more informed decisions based on your well-organized data.

Frequently Asked Questions

How do I sort a pivot table by multiple columns?

To sort a pivot table by multiple columns, click any cell in the pivot table and go to the ‘PivotTable Analyze’ tab. Click ‘Sort’ and choose ‘More Sort Options’. In the Sort dialog box, select ‘Manual’ under Sort options. Click ‘Add Level’ to add more sorting criteria, then choose the fields and sort order for each level. Finally, click ‘OK’ to apply the sorting.

Can you sort pivot tables in Excel?

Yes, you can sort pivot tables in Excel. Excel provides various options to sort pivot tables, including sorting by values, labels, or custom lists. You can sort in ascending or descending order, and even apply multi-level sorting for more complex organization of your data.

How do I sort a pivot table alphabetically?

To sort a pivot table alphabetically, right-click on the column header you want to sort and select ‘Sort A to Z’ for ascending order or ‘Sort Z to A’ for descending order. Alternatively, you can use the ‘Sort’ option in the ‘PivotTable Analyze’ tab and choose the alphabetical sorting option in the dialog box.

Why can’t I sort my pivot table?

If you can’t sort your pivot table, it might be due to a few reasons. The data might be grouped, which prevents sorting. Your pivot table might need refreshing to reflect recent changes. Also, check if the field you’re trying to sort is a calculated field, as these sometimes have limited sorting options. Ensure you have the necessary permissions to modify the worksheet as well.

How do I sort a pivot table by sum?

To sort a pivot table by sum, click on any cell in the value column you want to sort. Go to the ‘PivotTable Analyze’ tab and click ‘Sort’. Choose either ‘Sort Largest to Smallest’ or ‘Sort Smallest to Largest’ depending on your preference. This will sort your pivot table based on the sum values in descending or ascending order.

Can I save my sorting preferences in a pivot table?

Yes, you can save your sorting preferences in a pivot table. When you apply sorting to a pivot table and save your Excel workbook, the sorting preferences are automatically saved with the pivot table layout. The next time you open the workbook, your pivot table will maintain the same sorting order unless you change it or refresh the data.

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