Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, 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: Storing Sorting Criteria.

Storing Sorting Criteria

by Allen Wyatt
(last updated January 23, 2021)

2

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:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (8346) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Microsoft 365. You can find a version of this tip for the older menu interface of Excel here: Storing Sorting Criteria.

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. ...

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What is 9 - 3?

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.


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