Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, and 2013. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Sorting Data Containing Merged Cells.

Sorting Data Containing Merged Cells

by Allen Wyatt
(last updated June 8, 2015)

1

Excel has long included the ability to merge adjacent cells into a larger, single cell. This ability has been used by many worksheet designers to give their worksheets a polished, professional look.

There is a huge drawback to using merged cells, however: You can't sort tables that include them. If you try, you'll get a message that says "The operation requires the merged cells to be identically sized."

The most obvious solution to the problem is to not use merged cells. Let's say, for instance, that you have a worksheet in which each "record" actually consists of two rows, and that the first column of the worksheet contains merged cells. (Each two-row record starts with two merged cells spanning the two rows. This merged cell contains a project name.)

It is better to unmerge the cells in the first column, but then you may wonder how to make the records sort properly in the worksheet; how to keep the row pairs together during a sort. You can do this by putting your project name in the first row and the project name appended with "zz" in the second row. For instance, if the first row contains "Wilburn Chemical" (the project name), then the second row could contain "Wilburn Chemicalzz". Format the second row's cell so the name doesn't show up (such as white text on a white background), and you can then successfully sort as you want to.

Another solution is to use a macro to juggle your worksheet and get the sorting done. Assuming that the merged cells are in column A (as previously described), you can use the following macro to sort the data by the contents of column A:

Sub SortList()
    Dim sAddStart As String
    Dim rng As Range
    Dim rng2 As Range
    Dim lRows As Long

    Application.ScreenUpdating = False
    sAddStart = Selection.Address
    Set rng = Range("A1").CurrentRegion

    With rng
        lRows = .Rows.Count - 1
        .Cells(1).EntireColumn.Insert
        .Cells(1).Offset(0, -1) = "Temp"
        .Cells(1).Offset(1, -1).FormulaR1C1 = _
          "=+RC[1]&"" ""&ROW()"
        .Cells(1).Offset(2, -1).FormulaR1C1 = _
          "=+R[-1]C[1]&"" ""&ROW()"
        Set rng2 = .Cells(1).Offset(1, -1).Resize(lRows, 1)
        Range(.Cells(2, 0), .Cells(3, 0)).AutoFill _
            Destination:=rng2
        rng2.Copy
        rng2.PasteSpecial Paste:=xlValues

        .Columns(1).MergeCells = False

    .CurrentRegion.Sort _
        Key1:=Range("A2"), Order1:=xlAscending, _
        Header:=xlYes, OrderCustom:=1, _
        MatchCase:=False, Orientation:=xlTopToBottom

        rng2.EntireColumn.Delete

        With Range(.Cells(2, 1), .Cells(3, 1))
            .Merge
            .Copy
            .Cells(3, 1).Resize(lRows - 2, 1). _
                PasteSpecial Paste:=xlFormats
        End With
    End With
    Application.CutCopyMode = False
    Range(sAddStart).Select
    Application.ScreenUpdating = True
End Sub

The macro inserts a temporary column, reads the items from the first column of the list, appends the row number, copies it down the temporary column, unmerges the cells, sorts the list, deletes the temporary column, and re-merges column A. (That's a lot of work just to sort a table with merged cells!)

This macro is very specific to a particular layout of your data, and therefore would need to be tested and probably modified to make sure it would work with data formatted in any other way.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (761) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Sorting Data Containing Merged Cells.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Accessing a Problem Shared Workbook

What are you to do is you share a workbook with others, and then suddenly the workbook won't open properly? Dealing with a ...

Discover More

Creating Two-Line Custom Formats

Creating custom formats is a very powerful way to display information exactly as you want it to appear. Most custom formats ...

Discover More

Appearance of Excel on the Taskbar

Do you want Excel to use a task button, on the Windows Taskbar, for each of your open worksheets? Then just make this simple ...

Discover More

Excel Smarts for Beginners! Featuring the friendly and trusted For Dummies style, this popular guide shows beginners how to get up and running with Excel while also helping more experienced users get comfortable with the newest features. Check out Excel 2013 For Dummies today!

More ExcelTips (ribbon)

Non-standard Sorting

Information in a cell can be entered using line feeds, which results in multiple lines of data in the same cell. If you later ...

Discover More

Sorting an Entire List

Need to sort all the data in a table? Here's the fastest and easiest way to do it.

Discover More

Ignoring Selected Words when Sorting

If you use Excel to maintain a list of text strings (such as movie, book, or product titles), you may want the program to ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 8 - 2?

2017-01-18 03:17:20

Eddie van Leeuwen

Got same error about merged cells but there seem to be none ?? Actually not any in the spreadsheet at all ...
Copied whole spreadsheet to new Excel document did not solve problem neither...
Filtering works fine but sorting does not ??


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.