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: Creating a Sort Order.

Creating a Sort Order

by Allen Wyatt
(last updated March 22, 2017)

3

There are times when a normal sorting order just doesn't cut it. Instead, you need a special sorting order that fits the type of data you are working with. In the previous tip you learned that you can instruct Excel to sort by a special sorting order, such as days of the week. You can also easily create your own sorting orders.

For instance, let's assume you have a field that can contain the name of one of four colors—Black, Red, Green, and Orange—and that you wanted your list sorted in that order. The problem is, Excel would normally sort this list alphabetically—Black, Green, Orange, and Red. The solution is to create a custom list that has the color names in the order you desire.

To create a custom list, follow these steps:

  1. Display the Excel Options dialog box. (In Excel 2007 click the Office button and then click Excel Options. In Excel 2010 and Excel2013 display the File tab of the ribbon and then click Options.)
  2. If you are using Excel 2007, make sure Popular is selected at the left of the dialog box. If you are using a later version of Excel, click Advanced at the left side of the dialog box and scroll down to the General section.
  3. Click Edit Custom Lists. Excel displays the Custom Lists dialog box and hides the Excel Options dialog box. (See Figure 1.)
  4. Figure 1. The Custom Lists dialog box.

  5. Select the NEW LIST option from the Custom Lists list at the left of the dialog box.
  6. In the List Entries portion of the dialog box, start typing the order in which you want the elements sorted.
  7. When you are done, click the Add button.
  8. Repeat steps 4 through 6 to define any other lists desired.
  9. Click OK to finish.

In step 5 you need to enter information in the List Entries area of the dialog box. For this example you would type the following:

Black
Red
Green
Orange

Make sure you press Enter at the end of each element and that what you type matches exactly the possible contents of the sorting field. Once your lists are defined, you can use them to sort as described in other ExcelTips.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (8733) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Creating a Sort Order.

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 0 + 7?

2017-03-22 15:22:01

Neil

Thanks, that's a helpful tip!


2015-10-05 15:25:23

Dave Lichius

I submitted a comment on this subject (04 Oct 2015, 16:48). I could not find a way to include "Space" or "null" values in a custom sort order, but using other information in this tip; I developed a workaround, as follows:

1) Using Conditional Formatting, I changed the font color for all cells with values less than "A" and more than "Z".

2) I then created a Custom Sort using the chosen Font Color as the 1st sort key, along with selecting the "On Bottom" sort option.

3) The standard "A-Z" order was selected for the 2nd key.

The sort worked exactly as needed.


2015-10-04 16:48:19

Dave Lichius

I have a sheet with some cells that contain only space or null (delete) values. Because the cells are populated by formulas referencing data from another source, they are formatted as General. I have tried using this tip to create a sort sequence with the space and null values at the bottom (A-Z," ",""), so the space and null cells sort to the bottom. What I'm doing does not work. Can you give me any help? Thanks.


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