Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Office 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: Incomplete and Corrupt Sorting.

Incomplete and Corrupt Sorting

by Allen Wyatt
(last updated December 18, 2021)

1

The sorting capabilities of Excel are quite handy and quite powerful. The different ways you sort information has been covered in quite a few different issues of ExcelTips. What happens, however, if you try to sort something and Excel omits some columns from the sort and otherwise scrambles your data?

The most common cause for this problem is that Excel isn't recognizing all your data. If you select a single cell in the data table, and then click on either the Sort Ascending or Sort Descending tool, Excel makes its best guess as to what data you want sorted. It may not always make a perfect guess, particularly if there are blank columns, blank rows, or large empty ranges in the data.

One way to see if this is the real problem is to press Ctrl+Shift+* (that's an asterisk). This shortcut selects the "region" around the current cell. Essentially, when you start a sort from a single cell, Excel initiates this command before doing the actual sort. If you press Ctrl+Shift+* first, you can get an idea of exactly which columns and rows Excel will sort.

To make sure there is no confusion in what Excel actually sorts, all you need to do is select the range of columns and rows that you want sorted, and then do the sort.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (10320) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. You can find a version of this tip for the older menu interface of Excel here: Incomplete and Corrupt Sorting.

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. ...

MORE FROM ALLEN

Creating Thin Spaces

Thin spaces are a typographic device that allows you add a bit of space between elements of a document. There are no thin ...

Discover More

Selective Headers and Footers

Want to print different headers or footers on different parts of your worksheet? Excel has no inherent way to do this, ...

Discover More

Deleting Multiple AutoText Entries

AutoText is a great feature in Word; it helps you put together documents quickly. If you need to delete multiple AutoText ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More ExcelTips (ribbon)

Sorting for a Walking Tour

Want to sort addresses by even and odd numbers? By using a formula and doing a little sorting, Excel can return the ...

Discover More

Sorting while Ignoring Leading Characters

Want to ignore some characters at the beginning of each cell when sorting? The easiest way is to simply create other ...

Discover More

Sorting Text as Numbers

When you are sorting by text values, Excel can be very literal, which may not get you the sorting that you want. This tip ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 + 7?

2021-12-20 04:08:16

Super_James

Good tip, as always.
I would add that the first step is to hit the back arrow to undo the incorrect sort.


This Site

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.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.