The Quick Shortcut to Sort Data in Excel

Sharing is caring!

Did you know that Excel has a powerful shortcut that can sort data in seconds? With the Excel SORT function, you can quickly arrange your data alphabetically, in ascending or descending order, and even sort by multiple columns. This dynamic array function not only saves you time but also ensures that your sorted data updates automatically when the source data changes.

Easy Shortcut to Sort Data in Excel

There isn’t a single built-in shortcut key to sort data in Excel, but there are a couple of convenient options:

• Multi-key shortcuts:
  • Sort Ascending (A to Z, smallest to largest, oldest to newest): Alt + H, S, S (or) Alt + A, S, A
  • Sort Descending (Z to A, largest to smallest, newest to oldest): Alt + H, S, O (or) Alt + A, S, D

These use letter keys corresponding to menu options (“Sort” under the “Data” or “Home” tab). While they take a few more keystrokes, they’re easy to remember because the last two letters (S,S for ascending and S,D for descending) match the sort order.

• Repeat Last Action (F4): If you just sorted some data and want to sort again with the same criteria, press F4. This repeats the last action.

Understanding the SORT Function

The SORT function in Excel is a part of the dynamic array functions. It allows you to sort the contents of an array or range by columns or rows, in ascending or descending order. This powerful function is available in Excel 365 and Excel 2021, providing you with efficient ways to organize your data quickly.

Syntax of SORT Function

The syntax of the SORT function is as follows:

By utilizing the various parameters of the SORT function, you can customize the sorting behavior according to your specific needs.

With the SORT function, you can easily organize your data in just a few simple steps. Whether you need to sort data alphabetically, arrange numbers in ascending or descending order, or perform a multi-level sort, the SORT function offers a versatile solution. The best part is that the sorted results update automatically when the source data changes, ensuring that your data is always up to date.

Sorting Data in Excel Using the SORT Formula

One way to sort data in Excel is by using the SORT function in a formula. This allows you to customize the sorting criteria and easily organize your data. In this section, we will explore how to sort data in ascending and descending order using the basic Excel SORT formula.

Sorting Data in Ascending Order

To sort data in ascending order, you can use the following formula:

=SORT(range, sort_index, 1)

The range parameter represents the data that you want to sort, while the sort_index parameter indicates the column or row to sort by. The 1 at the end of the formula represents ascending order.

For example, let’s say you have a dataset of sales records in column A and you want to sort them in ascending order. You can use the following formula:

=SORT(A:A, 1, 1)

This formula will sort the values in column A in ascending order and display the sorted results in neighboring cells.

Sorting Data in Descending Order

To sort data in descending order, you can modify the formula as follows:

=SORT(range, sort_index, -1)

By changing the sort_index parameter to -1, the SORT function will sort the data in descending order.

Continuing with our previous example, if you want to sort the sales records in column A in descending order, you can use the following formula:

=SORT(A:A, 1, -1)

This formula will sort the values in column A in descending order and display the sorted results in neighboring cells.

Sorting Data in Excel Using Formula – Advanced Techniques

The SORT function in Excel offers advanced sorting techniques that can help you organize your data more effectively. In this section, we will explore some advanced techniques for sorting data using formulas in Excel.

Sort by Column in Excel

One useful feature of the SORT function is the ability to sort data by column. This is particularly helpful when your data is organized horizontally, with rows containing labels and columns containing records. By setting the by_col parameter to TRUE, you can easily sort your data by column.

Multi-Level Sort in Excel

Another powerful technique is performing a multi-level sort. This allows you to sort data by multiple columns in different orders. By using array constants for the sort_index and sort_order parameters, you can specify the columns you want to sort and the order in which you want them sorted. This advanced sorting technique gives you more control over how your data is organized.

Sort and Filter in Excel

Combining the SORT function with the FILTER function enables you to sort and filter your data simultaneously. This is incredibly useful when you want to narrow down your dataset based on specific criteria. By applying both functions together, you can easily organize and analyze your data with precision.

Overall, the SORT function in Excel provides advanced techniques for sorting data efficiently. Whether it’s sorting by column, performing multi-level sorts, or combining sorting and filtering, Excel’s formula-based approach gives you the flexibility and control you need to effectively manage your data.

Using Excel Tables for Automatic Sorting

To ensure that your sorted array updates automatically when new entries are added, you can use Excel tables. By converting your data range into an Excel table, you can create a dynamic named range or use structured references in your formula. This ensures that the array supplied to the SORT function extends automatically to include new entries that are added outside of the referenced range. Excel tables provide a convenient way to organize and sort your data while maintaining dynamic functionality.

When you convert a range of cells into an Excel table, Excel automatically applies a variety of built-in features that aid in data management and analysis. These features include automatic sorting, filtering, and the ability to expand the table’s size as new data is added.

To convert a range of cells into an Excel table, follow these simple steps:

1. Select the range of cells you want to convert into a table.
2. Go to the “Insert” tab in the Excel Ribbon.
3. Click on the “Table” button.
4. Verify that the selected range is correct in the “Create Table” dialog box.
5. Click “OK.”

Once your range of cells is converted into an Excel table, you can use the table’s structured references in formulas and functions. In the case of the SORT function, you can reference the table by its name and use the table’s column names as inputs for the sort_index parameter. This makes it easier to create dynamic formulas that update automatically as the table expands or when new data is added.

By leveraging Excel tables for automatic sorting, you can save time and effort in organizing and managing your data. Whether you’re working with a large dataset or frequently adding new entries, Excel tables provide a flexible and efficient solution for maintaining accurate and up-to-date sorted arrays.

Sorting Multiple Columns in Excel

When it comes to organizing and analyzing data in Excel, sorting based on multiple columns can provide valuable insights. Sorting data by multiple criteria allows you to establish a comprehensive sorting system tailored to your specific needs. Excel offers a simple and efficient way to sort data by selecting the columns you want to sort and using the “Sort” option.

To sort data based on multiple columns in Excel:

1. Select the columns you want to sort by holding the Ctrl key and clicking on the column headers. You can also select the entire worksheet by pressing Ctrl + A.
2. Click on the “Sort” button located on the Data tab in the Ribbon.
3. A Sort dialog box will appear. Specify the sorting order for each column by selecting the option (ascending or descending) from the drop-down menu next to each column’s name.
4. Click the “OK” button to apply the sorting.

This method allows you to establish a hierarchical sorting system where the data is sorted by one column and then by another column. For example, you can sort a list of employees first by their department and then by their last name, providing a clear view of the organizational structure.

Sorting Data in Custom Order in Excel

In Excel, organizing data in a custom order is made easy through the creation of custom lists. This feature allows you to define the specific order in which you want your data to be sorted, providing a personalized sorting experience. Whether you need to sort months, days of the week, or any other categorical information, creating a custom list helps you achieve precise sorting according to your desired criteria.

To begin sorting in a custom order, you can create a custom list by going to the “File” tab, selecting “Options,” and then choosing “Advanced.” Under the “General” section, click on “Edit Custom Lists.” Here, you can input your custom list values, such as the names of the months or days of the week, in the order you prefer. Once your custom list is defined, you can apply it to your data for sorting.

By utilizing Excel’s flexibility and customization options, you can easily sort data in a manner that best suits your needs. Whether organizing sales data, customer names, or any other information, the custom order sorting feature allows you to maintain consistency and efficiency in your data management. Excel’s ability to adapt to your specific organizational system ensures that you can effortlessly arrange your data to match your preferences, improving productivity and analysis capabilities.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.