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HomeMarketingA Easy Information to Organizing Knowledge

A Easy Information to Organizing Knowledge

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Realizing the best way to type in Excel can really feel like a superpower. However sadly, many undergo the tedious route of sorting and organizing knowledge manually.

how to sort In excel

 Download 10 Excel Templates for Marketers (Free Kit)

Nevertheless, like many operations on Excel, there’s a workaround to sorting and organizing knowledge with a number of clicks.

On this information, we’ll present you the alternative ways to make use of Excel’s sorting characteristic that you could be not learn about — so you can begin utilizing Excel like a professional.

Let’s begin with the fundamentals.

Desk of Contents

1. Spotlight the rows and/or columns you wish to be sorted.

how to sort data in excel example

To type a variety of cells in Excel, click on and drag your cursor throughout your spreadsheet to spotlight all of the cells you wish to type — even these rows and columns whose values you are not sorting.

For instance, suppose you wish to type column A, however there’s knowledge related to column A in columns B and C.

In that case, it is important to spotlight all three columns to make sure the values in Columns B and C transfer together with the cells you are sorting in Column A.

Within the screenshot beneath, we’ll type this sheet by the final identify of Harry Potter characters. However every particular person’s first identify and home must go together with every final identify that will get sorted, or every column will grow to be mismatched after we end sorting.

2. Navigate to ‘Knowledge’ alongside the highest and choose ‘Kind.’

how to sort data in excel example

When you’ve highlighted all the info you wish to type, choose the “Knowledge” tab alongside the highest navigation bar (you possibly can see this button on the top-right of the screenshot in step one above).

This tab will increase a brand new set of choices beneath it, the place you possibly can choose the “Kind” button. The icon has an “A-Z” graphic, as you possibly can see beneath, however you possibly can type it in additional methods than simply alphabetically.

3. If sorting by column, choose the column you wish to order your sheet by.

how to sort data in excel example

A setting window will seem when you hit the “Kind” button. That is the place you possibly can configure what you would like sorted and the way you’d wish to type it.

If you happen to’re sorting by a selected column, click on “Column” — the leftmost dropdown menu, proven beneath — and choose the column whose values you wish to be your sorting standards. In our case, it’s going to be “Final Title.”

4. If sorting by row, click on ‘Choices’ and choose ‘Kind left to proper.’

how to sort data in excel example

If you happen to’d quite type by a selected row than a column, click on “Choices” on the backside of the window and choose “Kind left to proper.”

When you do that, the Kind settings window will reset and ask you to decide on the precise “Row” you’d wish to type by within the leftmost dropdown (the place it at the moment says “Column”).

This sorting system does not fairly make sense for our instance, so we’ll stick to sorting by the “Final Title” column.

5. Select what you would like sorted.

You possibly can type cells by greater than their worth.

Within the center column of your Kind settings window, you may see a dropdown menu referred to as “Kind On.”

Click on it, and you’ll select to type your sheet by completely different traits of every cell within the column/row you are sorting by. These choices embrace cell shade, font shade, or any icon included within the cell.

6. Select the way you’d wish to order your sheet.

Within the third part of your Kind settings window, you may see a dropdown bar referred to as “Order.” Click on it to pick the way you’d wish to order your spreadsheet.

By default, your Kind settings window will recommend sorting alphabetically (which we’ll show you shortcuts for in the subsequent process below).

However, you can also sort from Z to A or by a custom list. While you can create your own custom list, there are a few preset lists you can sort your data by immediately. We’ll discuss how and why you might sort by custom list in a few minutes.

To Sort by Number

If your spreadsheet includes a column of numbers rather than letter-based values, you can also sort your sheet by these numbers. Select the column in the leftmost “Columns” dropdown menu to do that.

This selection will change the options in the “Order” dropdown bar so that you can sort from “Smallest to Largest” or “Largest to Smallest.”

7. Click ‘OK.’

Click “OK,” in your Sort settings window, and you should see your list successfully sorted according to your desired criteria.

Here’s what our Harry Potter list now looks like, organized by last name in alphabetical order:

how to sort data in excel example

How to Alphabetize in Excel

To alphabetize in Excel, highlight a cell in the column you want to sort by.

Click the Data tab along the top navigation to see buttons for sorting in forward or reverse alphabetical order.

Clicking either button will order your sheet according to the column of the cell you first highlighted.

Sometimes you may have a list of data that has no organization whatsoever. For example, say you exported a list of your marketing contacts or blog posts.

Whatever the case may be, you might want to start by alphabetizing the list — and there’s an easy way to do this that doesn’t require you to follow each step outlined above.

To Alphabetize on a Mac

Select a cell in the column you want to sort.
Click on the “Data” tab in your toolbar and look for the “Sort” option on the left.
If the “A” is on top of the “Z,” click that button once. If the “Z” is on top of the “A,” click on the button twice. Note: When the “A” is on top of the “Z,” your list will be sorted alphabetically. However, when the “Z” is on top of the “A,” your list will be sorted in reverse alphabetical order.

how to sort in excel, alphabetize mac

To Alphabetize on a PC

Select a cell in the column you want to sort.
Click on the “Data” tab in your toolbar. You will see Sort options in the middle.
Click on the icon above the word “Sort.” A pop-up will appear: If you have headers, make sure “My list has headers” is checked. If it is, click “Cancel.”
Click on the button that has the “A” on top and the “Z” on the bottom with an arrow pointing down. That will sort your list alphabetically from “A” to “Z.” If you want to sort your list in reverse alphabetical order, click on the button that has the “Z” on top and the “A” on the bottom.

how to sort in excel, alphabetize pc

Sorting Multiple Columns

What if you want to sort more than one column?

Let’s say you want to organize all your blog posts in a list by the month they were published. And you want to organize them by date and then by the blog post title or URL.

In this example, I want to sort my list by houses and then last names. This would give me a list organized by each house and alphabetized within each house.

To Sort Multiple Columns on a Mac

Click on the data in the column you want to sort.
Click on the “Data” tab in your toolbar and look for the “Sort” option on the left.
Click on the small arrow to the left of the “A to Z” Sort icon. Then, select “Custom Sort” from the menu.
A pop-up will appear: If you have headers, make sure “My list has headers” is checked.
You will see five columns. Under “Column,” select the first column you want to sort from the dropdown menu. (In this case, it is “House.”)
Then, click on the “+” sign at the bottom left of the pop-up. Under where it says “Column,” select “Last Name” from the dropdown.
Check the “Order” column to ensure it says A to Z. Then click “OK.”

how to sort in excel, sort multiple columns mac

To Sort Multiple Columns on a PC

Click on the data in the column you want to sort.
Click on the “Data” tab in your toolbar. You will see “Sort” options in the middle.
Click on the icon above the word “Sort.” You will see a pop-up appear. Ensure “My data has headers” is checked if you have column headers.
You will see three columns. Under “Column,” select the first column you want to sort from the dropdown menu. (In this case, it is “House.”)
Then click “Add Level” at the top left of the pop-up. Under where it says “Column,” select “Last Name” from the dropdown.
Check the “Order” column to ensure it says A to Z. Then click “OK.”

how to sort in excel, sort multiple columns pc

Sorting in Custom Order

Sometimes you want to avoid sorting by A to Z or Z to A and instead sort by something else, such as months, days of the week, or some other organizational system.

In situations like this, you can create your custom order to specify precisely the sort you want. (It follows a similar path to multiple columns but is slightly different.)

Let’s say we have everyone’s birthday month at Hogwarts, and we want everyone to be sorted first by Birthday Month, then by House, and then by Last Name.

To Sort in Custom Order on a Mac

Click on the data in the column you want to sort.
Click on the “Data” tab in your toolbar. You’ll find “Sort” on your far left.
Click on the small arrow to the left of the “A to Z” Sort icon. Then, select “Custom Sort” from the menu.
A pop-up will appear: If you have headers, make sure “My list has headers” is checked.
You will see five columns. Under “Column,” select the first column you want to sort from the dropdown menu in your spreadsheet. In this case, it is “Birthday Month.”
Under the “Order” column, click on the dropdown next to “A to Z.” Select the option for “Custom List.”
You will see a couple of options (month and day). Select the month list where the months are spelled out, as that matches the data. Click “OK.”
Then click on the “+” sign at the bottom left of the pop-up. Next, under “Column,” select “House” from the dropdown.
Click on the “+” sign at the bottom left again. Then, under “Column,” select “Last Name” from the dropdown.
Check the “Order” column to make sure “House” and “Last Name” say A to Z. Then click “OK.”

how to sort in excel, custom order mac

To Sort in Custom Order on a PC

Click on the data in the column you want to sort.
Click on the “Data” tab in your toolbar. You will see “Sort” options in the middle.
Click on the icon above the word “Sort.” You will see a pop-up appear: If you have headers, make sure “My list has headers” is checked.
You will see three columns. Under “Column,” select the first column you want to sort from the dropdown. In this case, it is “Birthday Month.”
Under the “Order” column, click on the dropdown next to “A to Z.” Select the option for “Custom List.”
You will see a couple of options (month and day) and the option to create your own custom order. Select the month list where the months are spelled out, as that matches the data. Click “OK.”
Then, click “Add Level” at the top left of the pop-up. Then, under “Column,” select “House” from the dropdown.
Click on the “Add Level” button at the top left of the pop-up again. Then, under “Column,” select “Last Name” from the dropdown.
Check the “Order” column to make sure “House” and “Last Name” say A to Z. Then click “OK.”

how to sort in excel, custom order pc

Sorting a Row

Sometimes your data may appear in rows instead of columns. You can still sort your data with a slightly different step when that happens.

To Sort a Row on a Mac

Click on the data in the row you want to sort.
Click on the “Data” tab in your toolbar. You will see “Sort” on the left of your screen.
Click on the small arrow to the left of the “A to Z” Sort icon. Then, select “Custom Sort” from the menu.
A pop-up will appear: Click on “Options” at the bottom.
Under “Orientation,” select “Sort left to right.” Then, click “OK.”
You will see five columns. Under “Row,” select the row number you want to sort from the dropdown. (In this case, it is Row 1.) When you are done, click “OK.”

how to sort in excel, sort row mac

To Sort a Row on a PC

Click on the data in the row you want to sort.
Click on the “Data” tab in your toolbar. You will see “Sort” options in the middle.
Click on the icon above the word “Sort.” You will see a pop-up appear.
Click on “Options” at the bottom.
Under “Orientation,” select “Sort left to right.” Then, click “OK.”
You will see three columns. Under “Row,” select the row number you want to sort from the dropdown. (In this case, it is Row 1.) When you are done, click “OK.”

how to sort in excel, sort row pc

Sort Your Conditional Formatting

If you use conditional formatting to change the color of a cell, add an icon, or change the font color, you can sort by that, too.

In the example below, I’ve used colors to signify different grade ranges: If they have a 90 or above, the cell appears green. Between 80-90 is yellow. Below 80 is red.

Here’s how you’d sort that information to put the top performers at the top of the list. I want to sort this information so that the top performers are at the top of the list.

To Sort Conditional Formatting on a Mac

Click on the data in the row you want to sort.
Click on the “Data” tab in your toolbar. You will see “Sort” on the lefthand of your screen.
Click on the small arrow to the left of the “A to Z” Sort icon. Then, select “Custom Sort” from the menu.
A pop-up will appear: If you have headers, make sure “My list has headers” is checked.
You will see five columns. Under “Column,” select the first column you want to sort from the dropdown. In this case, it is “Grades.”
Under the “Sort On” column, select “Cell Color.”
In the last column that says “Color/Icon,” select the green bar.
Then click on the “+” sign at the bottom left of the pop-up. Repeat steps 5-6. Instead of selecting green under “Color/Icon,” select the yellow bar.
Then click on the “+” sign at the bottom left of the pop-up. Repeat steps 5-6. Instead of selecting green under “Color/Icon,” select the red bar.
Click “OK.”

how to sort in excel, conditional mac

To Sort Conditional Formatting on a PC

Click on the data in the row you want to sort.
Click on the “Data” tab in your toolbar. You will see “Sort” options in the middle.
Click on the icon above the word “Sort.” A pop-up will appear: If you have headers, make sure “My list has headers” is checked.
You will see three columns. Under “Column” select the first column you want to sort from the dropdown. In this case, it is “Grades.”
Under the “Sort On” column, select “Cell Color.”
In the last column that says “Order,” select the green bar.
Click on “Add Level.” Repeat steps 4-5. Instead of selecting green under “Order,” select the yellow bar.
Click on “Add Level” again. Repeat steps 4-5. Instead of selecting yellow under “Order,” select the red bar.
Click “OK.”

how to sort in excel, conditional pc

There you have it — all the possible ways to sort in Excel.

Ready to sort your next spreadsheet? Start by grabbing nine different Excel templates below, then use Excel’s sorting function to organize your data as you see fit.

excel marketing templates

 

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