How to Use Quick Sort Button in Excel [Solved]

How to Use Quick Sort Button in Excel

Excel LogoIn Excel,you can quickly sort your data by using the A-Z and Z-A Sort buttons on the Ribbon’s Data tab. But, be careful, or one column may be sorted, while others are not.

Only use this technique if there are no blank rows or columns within the data.

    1. Select one cell in the column you want to sort.
    2. On the Excel Ribbon, click the Data tab.
    3. Click Sort A to Z (smallest to largest) or Sort Z to A (largest to smallest)

data tab sort a-z

  1. Before you do anything else, check the data, to ensure that the rows have sorted correctly. If things look wrong, immediately click the Undo button on the toolbar.

Problems with Sorting Excel Data

When you quickly sort data with the A-Z or Z-A button, things can go horribly wrong. If there is a blank row or blank columns within the data, part of the data might be sorted, while other data is ignored. Imagine the mess you’ll have, if names and phone number no longer match, or if orders go to the wrong customers!

Follow these steps to help prevent problems when sorting Excel data:

    1. Select one cell in the column you want to sort.
    2. Press Ctrl + A, to select the entire region.
    3. Check the selected area, to make sure that all the data is included. For example, in the screen shot below, hidden column E is blank, so columns at the left are not selected.

sort hidden column

  1. If all the data was not selected, fix any blank columns or rows, and try again. Or, use the Sort Dialog box, as described in the next section.
  2. If all the data is selected, click Sort A to Z (smallest to largest) or Sort Z to A (largest to smallest)
  3. Before you do anything else, check the data, to ensure that the rows have sorted correctly. If things look wrong, click the Undo button on the toolbar.

Sort Two or More Columns

If you want to sort 2 or more columns in an Excel table, you can use the Sort dialog box. In this example, we’ll sort a table with personal data. First, the data will be sorted by Gender, then by State, and then by Birth Year.

    1. Select all the cells in the list.
      This is the safest approach to sorting. In most cases, you can select one cell and Excel will correctly detect the rest of the list — but it’s not 100% certain. Some of the data may be missed.
    2. On the Excel Ribbon, click the Data tab.
    3. In the Sort & Filter group, click the Sort button.

data tab sort

    1. Click the Add Level button, to add the first sorting level.
    2. From the Sort by dropdown, select the first column you want to sort. In this example, Gender will be the first column sorted.

sort by drop down

Note: If the dropdown is showing Column letters instead of headings, add a check mark to My data has headers.

my data has headers

    1. From the Sort On drop down, select the option that you want. We’re sorting on the values in the Gender column, so leave the default setting of Values.

sort on values

    1. Next, from the Order drop down, select one of the options. The list of Order options will depend on what you selected in the Sort On column. Because we selected values, the Order options are A to Z, Z to A and Custom List. We’ll select A to Z.

sort order options

  1. If you are sorting on multiple columns, click the Add Level button, to add the next level, and select options from its drop down boxes.Here we have selected Gender, State and BirthYr as the sort fields, and all are sorted on Values. Because the BirthYr column contains only numbers, its Order options are slightly different from the text column options.sort order numbers
  2. After you have selected all the Sort levels, and their options, click OK.

The data will be sorted in the order that you specified. In the screen shot below:

  • Gender column is sorted first, so all the female names are at the top.
  • Next, the State column is sorted, so females from Alabama are at the top of the list.
  • Finally, the BirthYr is sorted, with the earliest birth years at the top of each state.list sorted by 3 columns

Credit: http://www.contextures.com/xlSort01.html