Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365. 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 an Entire List.

Sorting an Entire List

Written by Allen Wyatt (last updated April 15, 2023)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365


Excel allows you to sort list data both quickly and easily. You can sort your data by row using the contents of any column you want. In database terminology, this column (or field) is called the sort key. In Excel it is referred to as the "Sort By" column.

To sort an entire list quickly, start by selecting a cell within the column you want used as the Sort By column. Then, click on the Sort Ascending tool or Sort Descending tool, depending on what you want to do. (These tools are in the Sort & Filter group on the Data tab of the ribbon.) For instance, if you want to sort an inventory list by its Quantity field, all you need to do is select a cell in the Quantity column, and then click on Sort Ascending.

There are a few "gotchas" to be aware of. If your data contains any blank columns or rows, then that can affect what rows or columns Excel actually sorts. You should also know that if your worksheet contains hidden rows, they are not affected when you sort by rows. If you have hidden columns, they are not affected when you sort by columns. After the sort, they will remain in the same position as before the sort.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (7222) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365. You can find a version of this tip for the older menu interface of Excel here: Sorting an Entire List.

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

Adding Custom Page Border Art

Word allows you to easily add page borders. If you want to add some special artwork, your limited choices may force you ...

Discover More

Swapping Two Strings

Strings are used quite frequently in macros. You may want to swap the contents of two string variables, and you can do so ...

Discover More

Renaming a File

Need to rename a disk file from within a macro? You can do it using the Name command, described in this tip.

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 365 applications with VBA programming. Written in clear terms and understandable language, the book includes systematic tutorials and contains both intermediate and advanced content for experienced VB developers. Designed to be comprehensive, the book addresses not just one Office application, but the entire Office suite. Check out Mastering VBA for Microsoft Office 365 today!

More ExcelTips (ribbon)

Forcing Excel to Sort Cells as Text

If you have a mixture of numbers and text in a column and you want to sort based upon that column, the results may not be ...

Discover More

Sorting while Ignoring Leading Characters

Want to ignore some characters at the beginning of each cell when sorting? The easiest way is to simply create other ...

Discover More

Too Many Formats when Sorting

Sorting is one of the basic operations done in a worksheet. If your sorting won't work and you instead get an error ...

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}] (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 9 - 3?

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.