Microsoft Excel – sorting data by one or more columns

You have sales data for a number of stores, categorised by regions. You want to sort the data so that each region is shown in alphabetical order, with the stores within each region being shown in descending order of sales figures.

Provided your data has no blank rows or columns click anywhere within the data.

Navigate to a cell in the table you want to sort.

 If using Microsoft Excel 2007, Microsoft Excel 2010 or Microsoft Excel 2013:

From the Home tab, in the Editing section, click the Sort and Filter dropdown button arrow and then select the Custom Sort option.

 The Sort dialog box appears.

In this case, the data has headers, so keep the My data has headers box selected.

As we want to sort by region, select this as the first option in the Sort by dropdown. We want the sort in alphabetical order, so leave Sort On set to Values and Order set to A to Z.

Within each region we want to sort by descending order of sales. To do this, click the Add Level button to start the secondary sort criteria.

Select Sales Revenue from the Then by dropdown list. We want the sales revenues in each region in descending order, so from the Order dropdown list, select the Largest to Smallest option.

Finally, to perform the sort, Click the OK button.

The worksheet is now sorted by Region, and within Region by Sales Revenue.

If using Microsoft Excel 2003 or earlier:

Click Data – Sort. The Sort dialog box will be displayed.

Select the first field on which to sort from the Sort by dropdown and select whether you want the date to be sorted in ascending or descending order.

Repeat for second and, if required, third field by which you wish to sort and click OK.

Find out more about our Microsoft Excel training London, UK or our Microsoft Excel training Sydney, Australia.

About jdonbavand

I am a trainer of Microsoft Office, Microsoft Project and Crystal Reports. I have called my blog "If Only I'd Known That...." because I hear it so many times in training sessions. In fact, if only I had a £100 (or 150 Aussie dollars)for every time someone says "If only I'd known that." ....
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