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 Letters and Numbers.
Written by Allen Wyatt (last updated September 14, 2024)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365
Let's say that you have a worksheet in which a particular column, for instance column C, contains entries such as F1, F2, F3, etc., all the way up to F149. If you need to sort the data in the worksheet based on the contents of this column, the results may disappoint you. Because the first character in each cell is a letter, Excel sorts the column as text.
The upshot is that the cells are sorted in the order F1, F10, F100, F101, F102, etc. In this arrangement, F2 doesn't show up until the sixty-second entry in the sorted list. The reason this happens is because the cells are treated as text. As text, all the cells starting with F1 (there are 61 of them) come before the cells starting with F2.
The only way around this situation is to make sure that the numbers in the cells are front padded with zeros. In other words, you shouldn't use F1, but F001. You can use the following formula to convert the old format numbers to the new format (this formula assumes the data you are sorting begins in cell C1):
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:
=LEFT(C1,1) & RIGHT("000" & RIGHT(C1,LEN(C1)-1),3)
Now, when you sort by the newly formatted entries, you get the desired results: F001, F002, F003, etc.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9600) 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 Letters and Numbers.
Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel Data Analysis and Business Modeling today!
Using the sorting tools, on the toolbar, may result in some unwanted results, such as jumbled data. If this happens to ...
Discover MoreSorting ZIP Codes can be painless, provided all the codes are formatted the same. Here's how to do the sorting if you ...
Discover MoreNeed to do the same sorting operation over and over again? Excel doesn't provide a way to save your sorting criteria, but ...
Discover MoreFREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
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.
Comments