Learn Excel Now

Conquer the Fear of Excel

  • Home
  • Training
    • Excel
    • MS Office
    • Outlook
    • PowerPoint
    • Word
    • OneDrive
    • Google
  • All-Access
  • eLearning
    • Excel Foundations
    • Micro Courses
      • Simply Excel
  • Resources
  • Login

Sorting and Filtering Data With Excel

July 13, 2016 by Tyrone Pernsley

There are many built-in Excel tools to help with data management and the sorting and filtering features are among the best. The filter tool gives you the ability to filter a column of data within a table to isolate the key components you need. The sorting tool allows you to sort by date, number, alphabetic order and more. In the following example, we will explore the usage of sorting and filtering and show some advanced sorting techniques.

For today’s example, we will use the following spreadsheet:

Sorting & Filtering Image 1

As you can see, the order dates, order numbers, prices, etc. are all out of order. Let’s get started on running some sorting and filtering techniques.

Sorting Data

Let’s say you had the spreadsheet above and wanted to sort by price. This process is fairly simple. You can either highlight the whole column or even click on the first cell in the column to get started. Then you will:

  • Right click to open the menu
  • Go down to the Sort option – when hovering over Sort the sub-menu will appear
  • Click on Largest to Smallest
  • Select Expand the selection
  • Click OK

Sorting & Filtering GIf 1

The whole table has now adjusted for the sorted column. Note: when the data in one column is related to the data in the remaining columns of the table, you want to select Expand the selection. This will ensure the data in that row carries over with sorted column data.

Filtering Data

The filter feature applies a drop down menu to each column heading, allowing you to select specific choices to narrow a table. Using the above example, let’s say you wanted to filter your table by Company and Salesperson. Specifically, you want to find the number of sales Dylan Rogers made to Eastern Company.

To do this using the filter you would:

  • Go to the Data tab on Excel ribbon
  • Select the Filter tool
  • Select Eastern Company from the dropdown menu
  • Select Dylan Rogers from the Salesperson dropdown menu

Sorting & Filtering GIF 2

Boom – you now have the exact number of sales Dylan Rogers made to Eastern Company.

The Sort & Filter Tool

In addition to the right-click menu sorting option and the Filter tool on the Data ribbon, Excel has a Sort & Filter tool that allows for custom sorting.

In the following GIF, we can see how the Custom Sorting tool can be used to sort date ranges or price ranges.

Sorting & Filtering GIF 3

But notice how this example is either/or. What if you wanted to sort by date and by price? This where the Custom Sort option really comes in handy. After selecting your first sorting conditions, you can add a level to get event more accurate data:

Sorting & Filtering GIF 4

As you can see, Excel offers a variety of sorting and filtering tools to help you refine your data and keep it organized. We hope you found today’s tips useful. Now go out there and get your data sorted!

Use Learn Excel Now to help with all your Excel questions and training needs.  We’re not just experts in Excel, there is content, free resources, and training courses available for Word, Outlook and more.

Download our free templates and guides

Receive live webinars from industry experts

Train at your own pace with our on-demand training

 

Comments

  1. Della C Murphy says

    July 13, 2016 at 7:17 pm

    Good lesson. Thank you.

All Access Subscription
Our 1-year all-access subscription provides step-by-step guidance for mastering Microsoft Office applications, with workshops, exercises and quick reference eGuides. It's perfect for anyone that needs to brush up on certain skills or even folks who need to learn the programs - from a beginner’s level.
Excel Foundations
Take the fear out of Excel with this 20 module self-paced training course. You will cover the most essential topics to develop a solid foundation of Excel or a lifetime of mastery.

Learn Excel Now helps you conquer the fear of Excel. By providing self-paced and instructor-led training and free strategies and guides, we leave no Excel mystery unsolved.

  • Home
  • Training
  • All-Access
  • Excel Foundations
  • Resources

Connect with Us

  • Facebook
  • Linkedin

Contact

Learn Excel Now
questions@learnexcelnow.com
1-484-259-7664 or 1-800-964-6033
660 American Ave
Suite 203
King of Prussia, PA 19406

Microsoft® Office Excel® is a registered trademark of the Microsoft Corporation in the United States and other countries. All rights reserved.

Copyright © 2023 ­Learn Excel Now

Terms of Service

Privacy Policy

Copyright © 2023 · News Pro Theme on Genesis Framework · WordPress · Log in

WELCOME BACK!

Enter your username and password below to log in

Forget Your Username or Password?

Reset Password

Lost your password? Please enter your username or email address. You will receive a link to create a new password via email.

Log In