How to Sort Data in Excel Using Formula: A Comprehensive Guide - Support Your Tech (2024)

Sorting data in Excel using a formula can streamline your workflow and ensure that your information is organized just the way you need it. By leveraging a few simple functions, you can quickly sort data without the need for manual adjustments every time your dataset updates.

How to Sort Data in Excel Using Formula

In this step-by-step guide, we’ll walk through the process of sorting data using formulas in Excel. This method is dynamic, meaning the sorted order will automatically adjust if your data changes. We’ll use the SORT function, available in Excel 365 and Excel 2019, to accomplish this.

Step 1: Open Excel and Select Your Data Range

First, ensure your data is properly organized in a table format.

For instance, if you have a list of names in column A and corresponding scores in column B, you’ll want to select these two columns.

Step 2: Choose a Destination for the Sorted Data

Decide where the sorted data will appear.

Select an empty range where you want the sorted data to be displayed. This helps keep your original data intact.

Step 3: Enter the SORT Function

In the first cell of your chosen destination, type =SORT( and then select your data range.

For example, if your data is in A2:B10, your formula will start as =SORT(A2:B10.

Step 4: Specify the Sorting Criteria

Next, you’ll need to specify the column by which you want to sort the data.

If sorting by scores in column B, your formula will look like this =SORT(A2:B10, 2, 1). Here, 2 refers to the second column, and 1 indicates ascending order.

Step 5: Press Enter and Review

Press Enter to apply the formula.

Your selected range will now display the sorted data. Review to ensure everything is sorted correctly.

Once these steps are completed, your data will be neatly sorted according to the criteria you set. If you update any values in the original data range, the sorted output will adjust automatically.

Tips for Sorting Data in Excel Using Formula

• Use Named Ranges: Naming your data range can make your formulas easier to read and manage.
• Sort Multiple Columns: You can sort by more than one column by adding additional criteria in the SORT function.
• Use SORTBY for More Flexibility: The SORTBY function allows sorting by columns that aren’t adjacent to your data.
• Check Compatibility: Ensure you are using Excel 365 or Excel 2019, as the SORT function isn’t available in earlier versions.
• Combine with Other Functions: Pair the SORT function with FILTER or UNIQUE functions for even more dynamic data manipulation.

Frequently Asked Questions

Can I sort data without changing the original order?

Yes, using the SORT function allows you to display sorted data in a different location, preserving the original data order.

What if I don’t have Excel 365 or 2019?

For earlier versions of Excel, you might need to use more complex array formulas or VBA scripts to achieve similar results.

Can I sort text data too?

Absolutely! The SORT function works with both numerical and text data.

How do I sort in descending order?

Change the 1 in your SORT function to -1 to sort in descending order.

Can I sort rows instead of columns?

Yes, you can sort rows by adjusting the function parameters accordingly.

Summary

1. Open Excel and select your data range.
2. Choose a destination for the sorted data.
3. Enter the SORT function.
4. Specify the sorting criteria.
5. Press Enter and review.

Conclusion

Sorting data in Excel using a formula can dramatically improve the efficiency of your data management tasks. By following the steps outlined above, you’ll be able to dynamically sort your datasets with ease. This method keeps your original data intact while providing a sorted view, making it a powerful tool in any Excel user’s toolkit.

For those looking to deepen their Excel skills, consider exploring additional functions like FILTER, UNIQUE, and SORTBY. Each of these can further enhance your ability to manage and present data effectively. And remember, Excel is like a Swiss army knife for data—it has a tool for almost anything you can imagine!

Matt Jacobs

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.