Excel Functions Tutorials
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- Paste Special in Excel (With Top 10 Shortcuts)
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When a column or a data range in excel has numbers in it then we have an option of sorting the data by numbers in excel after using filter on the data range or column, number filters have various options the first being largest to smallest or vice versa and other being the options of conditional formatting such as equals to or greater than a value and others.
Sort by Numbers in Excel (Table of Contents)
How to Sort by Numbers in Excel?
In this article, I will take you through the method of sorting numbers in excel. Believe me, not many people do not know about this cool technique. Then why are you waiting go ahead one step more than your other counterparts?
In excel, SORT option can be found under the Data tab. While sorting we may need to sort on a column in one scenario and in some cases we may require to sort multiple columns at a time.
Sort by Number in Excel – Step by Step Guide
Here we will learn how to sort by number in excel.
Sort Numbers in Excel Example #1 – Single Level Sorting
Single Level Sorting is nothing but sorting only one column at a time. Sort by employee name is one level sorting.
I have sales data based on the product. It includes product name and how many units sold in a month. I want to sort the sort based on the Units Sold column from largest to smallest.
Step 1: Select the data from A1 to B28.
Step 2: Go to Data tab and Sort. Use the shortcut key in excel to open the sort option. The shortcut key is ALT + D + S.
Step 3: Now the mandatory thing you need to do is make sure “My data has headers” checkbox has ticked. If this box has ticked means, the selected data has headers otherwise; your will header will be treated as the data only.
Step 4: Click on Sort by drop-down list and select the word Units Sold.
Step 5: After this undergo to Order section and select Largest to Smallest. By default, excel already selected the order a Smallest to Largest but we can change it according to our requirement.
Step 6: Click on Ok to sort the data from largest to smallest. Below image is the result of that.
Sort Numbers in Excel Example #2 – Multi-Level Sorting
Multi-Level Sorting includes many columns to sort at one. Sort by employee name and by department name. Here employee name is one layer and department is another layer.
Let us take one more example to understand better. In this example, I have the data of sales across four regions at a different time frame.
The first column includes dates, the second column includes the region name, and the third column includes revenue numbers.
Now my requirement is to sort the region-wise and also I want to sort the revenue number from Largest to Smallest and.
This is not a single layer sort. It is a multi-level sorting, we need to include
Step 1: Select the data first.
Step 2: Open the sort box by pressing ALT + D + S.
Step 3: Under Sort by select region name and under Order select A to Z.
Step 4: Now click on Add Level to add one more layer for the Revenue column.
Step 5: Now under this layer select Revenue first and then Largest to Smallest.
Note: Firstly, excel will sort Region-wise data and under this, it will sort revenue-wise from largest to smallest. By this sort, we easily get to know what is the highest revenue under each region.
Step 6: Click on OK to sort the data.
Things to Remember in Sort by Numbers in Excel
- We need to select the entire data range to sort. Otherwise, our data will be shuffled and reports will go wrong.
- We need to click the checkbox my data has headers to tell the excel not to consider the first row as data.
- We can the numbers from smallest to largest and largest to smallest
- In case of non-numerical data, we can sort from A to Z, Z to A We can sort from
- Dates can be sorted from Oldest to Newest, Newest to oldest.
- We can add many layers to make the data alternation according to our wish.
- In case of sorting based on the cells color or font color, we can sort only once color at a time. I would suggest you use it if required.
This has been a guide to Sort by Number in Excel. Here we discuss how to Sort by Number in Excel using practical examples and a downloadable template. You may learn more about excel from the following articles –