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.
Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!
One of the strong features of Excel is its ability to sort information in a worksheet. When it doesn't sort information ...
Discover MoreNeed to sort all the data in a table? Here's the fastest and easiest way to do it.
Discover MoreProtect a worksheet and you limit exactly what can be done with the data in the worksheet. One of the things that could ...
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