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The sort feature contained within Excel is a robust time saving feature. This feature allows the rearrangement of data contained within a worksheet to suit the user’s needs.
Understanding sort orders
When using this feature, Excel uses specific sort orders to arrange data. Sort orders are based on the value of the data, not the format. When using the ascending sort option the order below is used. When using the descending option the below order is then reversed.
| Number | Numbers are sorted from the smallest negative number to the largest positive number. |
| Alphanumeric Sort | When sorting alphanumeric text, Excel sorts left to right, character by character. For example, if a cell contains the text “C300,” Excel places the cell after a cell that contains the entry “C3″ and before a cell that contains the entry “C33.” |
| Text | Text that includes numbers are sorted in the following order: (space) 0 1 2 3 4 5 6 7 8 9 ! ” # $ % & ( ) * , . / : ; ? @ [ ] ^ _ ` { | } ~ + < = > A B C D E F G H I J K L M N O P Q R S T U V W X Y Z |
| Logical values | In logical values, FALSE is placed before TRUE. |
| Error values | All error values are equal and placed last before blanks (###REF). |
| Blank cells | Blank cells are always placed last in any sort order. |
Simple sorting options
Two sorting buttons located on the Home Tab/Editing Group/Sort and Filter drop down menu make the sorting process simple.
- Sort A-Z. Selecting this button will sort specified information in ascending (A to Z) order.
- Sort Z-A. Selecting this button will sort specified information in descending (Z to A) order.
To sort data:
- Select a cell in the column that you want to sort.
- Click the A-Z or Z-A sort button located on the Sort and Filter drop down menu.
EXCEL EXTRAS
The Custom Sort dialog box (select the Home Tab/Editing Group/Sort & Filter drop down arrow and choose Custom Sort) will guide you through the sorting process. Specific sorting information is entered depending on the desired results. This is usually used for more complex sorting options. You can sort by rows using this option as well.
