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: Storing Sorting Criteria.
Written by Allen Wyatt (last updated July 29, 2024)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, and 2021
Stephanie often has to perform sorts of her data using the same criteria over and over again. For instance, she often needs to perform a sort that uses the same four columns. She wonders if there is a way to "store" a set of sorting criteria so she doesn't need to enter them over and over again.
There are a couple of ways that you can approach this issue. The first is to create multiple custom views (described in other issues of ExcelTips) that include your data sorted in a desired manner. You would need to create one custom view for each of the sorting criteria you use. You can always store and recall the view to see it sorted as you want.
You could also make sure the data in your worksheets is defined as a formal data table. All you need to do is select a cell in the data and press Ctrl+T or display the Insert tab of the ribbon and click the Table tool. Once the data table is set up and you sort it, Excel stores the sorting criteria with the workbook so it is available when you later work with the table.
Perhaps the most flexible approach, however, is to perform your sorting in a macro instead of by using the Sort dialog box. You can easily use the macro recorder to set up and execute your sort; later running the macro will sort the same area over again, using the same criteria.
Note:
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (8346) 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: Storing Sorting Criteria.
Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!
Sort your data and you may be surprised at what Excel does to your formatting. (Some formatting may be moved in the sort ...
Discover MoreOne way you can easily work with data in a worksheet is to sort it into whatever order you find most helpful. Excel ...
Discover MoreExcel is very flexible in how it can sort your data. You can even create your own custom sort order that is helpful when ...
Discover MoreFREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
2024-07-30 00:30:56
Philip
Custom Views ... won't work if there's even one Table in your Workbook. A bug that's been around since the beginning of time ...
2021-01-25 09:54:21
Mary
I find the best way to store sorted data is using Excel's power query.
2021-01-23 14:56:34
ron
There is another option. Do the sort in PowerQuery. Sort order is saved as one of the steps in the Query.
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.
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
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:
Comments