Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and 2021. 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: Performing Complex Sorts.

Performing Complex Sorts

Written by Allen Wyatt (last updated November 18, 2024)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, and 2021

By using the sorting capabilities of Excel, you can perform complex sorting of either an entire list or any portion of a list. If you want to sort an entire list, you only need to select a single cell within the list. If you want to sort a portion of a list, you need to select those rows (they must be contiguous) that you want sorted.

  1. Display the Data tab of the ribbon.
  2. Click the Sort tool. Excel displays the Sort dialog box. Using this dialog box, sorting is performed according to criteria you set. (See Figure 1.)

    3. Figure 1. The Sort dialog box.

  3. Use the Sort By drop-down to select the field (or column) by which you want to sort.
  4. Click Add Level each time you want to specify a secondary sorting key.
  5. Specify for each sorting key whether you want that field to be sorted in ascending or descending order.
  6. Click the Options button to display the Sort Options dialog box where you can specify whether you want capitalization to matter and whether you want to sort rows or columns. (See Figure 2.)

    7. Figure 2. The Sort Options dialog box.

  7. Click on OK to close the Sort Options dialog box.
  8. Click on OK to complete your sort.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (7216) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Excel here: Performing Complex Sorts.

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

Shortcut to Move between Two Worksheets

Moving between to adjacent worksheets is easy; Excel provides a shortcut key to do the trick. If you want to move between ...

Discover More

Using Header Information as the Filename

Save a document for the first time, and Word helpfully suggests a filename you can use or change. If you want this ...

Discover More

Changing the Program that Opens a File

If you have multiple versions of the same program on your system, Windows can become confused as to which version it ...

Discover More

Program Successfully in Excel! This guide will provide you with all the information you need to automate any task in Excel and save time and effort. Learn how to extend Excel's functionality with VBA to create solutions not possible with the standard features. Includes latest information for Excel 2024 and Microsoft 365. Check out Mastering Excel VBA Programming today!

More ExcelTips (ribbon)

Can't Sort Imported Data

Import information from an external database, and you'll no doubt want to use Excel's simple tools to manipulate that ...

Discover More

Importing Custom Lists

Custom lists are handy ways to enter recurring data in a worksheet. Here's how you can import your own custom lists from ...

Discover More

Incorrect Links after Sorting Hyperlinks

When you sort your data, you should always check to see if the sort was done correctly. What if sorting messes up ...

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.

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

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}] (all 7 characters, in the sequence shown) 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 seven minus 4?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

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.

Links and Sharing
OUR COMPANY
OUR PRODUCTS
OUR SITES
 

Copyright © 2025 Sharon Parq Associates, Inc.