How to Sort data in Microsoft Excel

Excel sorts data according to specific sort order rules. We can sort the number data as per ascending order and descending order. And sort the text according to alphabets A to Z and Z to A. We can sort by font color and cell color in Microsoft Excel.

This option is available in the Data Tab under the Sort & Filter group



How to sort data in Excel?

To learn about data sorting in Excel, let’s take an example:-

We have data in range A1:B14. Column A contains Agent’s name, and column B contains Revenue ($).

Sort data as per number in ascending and descending order

  • Select the one cell from data.
  • In the Data tab, select Sort, and then Sort Options dialog box will appear.
  • Select Revenue ($) in Sort by Column.


  • To sort column values, select Values.


  • In order column, select smallest to largest for ascending order and largest to smallest for descending order.


  • Data will get sorted as per the number.

Sort data in Ascending Order:-


Sort data in Descending Order:-

Sort data as per Name (text) in A to Z and Z to A

  • Select the one cell from data
  • In the Data tab, select Sort, Sort Options dialog box will appear.
  • Select Agent's Name in Sort by Column.


  • In Sort on column, select Values.


  • In order column, select A to Z and Z to A.


Sort by first name to last name:-


Sort by last name to first name:-

Sort data as per cell color and font color.

  • Select the one cell from data.
  • In the Data tab, select Sort, and Sort Options dialog box will appear.
  • Select Revenue ($) in Sort by Column.


  • Select Cell color in Sort on.


  • In order column, select cell color on top.


  • Select font color in Sort on.


  • In order column, select font color on top.


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  1. I want to build a custom list in Excel using years (ex: 2004,2005,2006,2007)etc. for admissions data. After building it I use the autofill feature and only 2004 comes across. I try to import it from the custom list window but nothing happens. Any thoughts?????

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