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: Use Filenames That Sort Properly.
Written by Allen Wyatt (last updated February 17, 2024)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365
It is not uncommon to work on projects that require several workbooks. When you are naming files for your project, you should use names which will later sort properly when you use various functions of Excel. For instance, the Open dialog box shows the files in the current directory. If your files are named properly, they will always appear in order on the list.
I ensure this by starting all files related to a project with a number of digits that represent the order in which the workbook appears in the project. For instance, if the project entails workbooks from the last quarter of 2023 and the first quarter of 2024, then the files may be named as follows:
202310 Actual Figures.xlsx 202311 Actual Figures.xlsx 202312 Actual Figures.xlsx 202401 Actual Figures.xlsx 202402 Actual Figures.xlsx 202403 Actual Figures.xlsx
The files sort properly because they begin with the year. If they began with the month, then the first quarter of 2024 would sort before the last quarter of 2023, which is not nearly as helpful an order.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12553) 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: Use Filenames That Sort Properly.
Create Custom Apps with VBA! Discover how to extend the capabilities of Office 365 applications with VBA programming. Written in clear terms and understandable language, the book includes systematic tutorials and contains both intermediate and advanced content for experienced VB developers. Designed to be comprehensive, the book addresses not just one Office application, but the entire Office suite. Check out Mastering VBA for Microsoft Office 365 today!
Keeping tabs on the size of a workbook can be important when using Excel. You have a couple of options that will allow ...
Discover MoreDon't you hate opening a workbook and seeing error messages? If you see a message that some "invalid names" were detected ...
Discover MoreYou can use a macro to read information from a text file. The steps are easy, and then you can use that information in ...
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.
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:
Comments