Excel allows you to sort data by one column or multiple columns, making it easier to organize information and identify patterns. You can sort values in ascending or descending order depending on your needs.
Table of Contents
Sort by One Column in Excel
Sorting by a single column is the most common and fastest way to organize data.
Steps to sort by one column:
- Click any cell in the column you want to sort.
- Go to the Data tab on the Ribbon.
- In the Sort & Filter group:
- Click A to Z to sort in ascending order
- Click Z to A to sort in descending order
Result:
Excel sorts the entire dataset based on the selected column while keeping rows intact.
Tip:
Ascending order works well for names, numbers, and dates from oldest to newest. Descending order is useful for ranking values from highest to lowest.
Sort by Multiple Columns in Excel
Sorting by multiple columns lets you apply a primary and secondary sort order, which is essential for more advanced data analysis.
Steps to sort by multiple columns:
- Select any cell in your dataset.
- On the Data tab, click Sort in the Sort & Filter group.
- In the Sort dialog box, choose a column from the Sort by dropdown (for example, Last Name).
- Click Add Level.
- Select another column from the Then by dropdown (for example, Sales).
- Click OK.
Result:
Excel sorts the data by the first column (Last Name) and then applies a secondary sort using the second column (Sales).
Why Multi-Column Sorting Matters
Sorting by multiple columns is especially useful when:
- Analyzing sales data by employee and performance
- Organizing customer lists by last name and purchase value
- Ranking results while keeping categories grouped
Mastering sorting techniques is a foundational Excel skill and a critical first step in effective data analysis.