Sorting Data
By the Syncfusion DevTutorials team · Last updated
Sort A to Z, Z to A, and by number, sort by several columns, and use custom sort orders.
A list is much easier to use when it is in order: names alphabetically, prices from lowest to highest, and dates from oldest to newest. Sorting rearranges whole rows so the data is in the order you need. In this lesson, you will sort A to Z and Z to A, sort numbers, sort by more than one column, and use a custom sort order.
Open the Excel sandbox and follow along. Sort tools are on the Home tab (Sort & Filter) and the Data tab.
Sorting moves whole rows, so each name stays with its own numbers. Before sorting, click one cell inside the table, or select the whole table. Never select just one column and sort it by itself, because that breaks the rows apart.
A to Z sort
A to Z (ascending) puts text in alphabetical order.
- Click any cell in the column you want to sort by, such as a name in column A.
- Click Sort & Filter > Sort A to Z.
Excel recognizes the heading row and keeps it at the top.
Z to A sort
Z to A (descending) puts text in reverse alphabetical order. Click a cell in the column, then choose Sort & Filter > Sort Z to A.
Number sort
The same buttons sort numbers:
| Button | Numbers | Dates |
|---|---|---|
| Sort Smallest to Largest (A to Z) | 1, 5, 20, 100 | Oldest first |
| Sort Largest to Smallest (Z to A) | 100, 20, 5, 1 | Newest first |
If numbers sort strangely, like 1, 10, 100, 2, 20, they are stored as text. Text numbers align left. Type them again as real numbers, then sort again.
Multi-level sort
Sometimes one column is not enough. For example, you might sort employees by Department, and then by Name inside each department.
- Click a cell in the table.
- Click Sort & Filter > Custom Sort or Data > Sort.
- In the first level, choose Sort by: Department, A to Z.
- Click Add Level, then choose Then by: Name, A to Z.
- Click OK.
Excel sorts by the first level and uses the next level to break ties.
Custom sort
Alphabetical order is not always the right order. Days of the week (Mon, Tue, Wed) or sizes (Small, Medium, Large) have their own natural order.
In the Sort dialog, open Order and choose Custom List. Pick a built-in list, like days or months, or type your own list (Small, Medium, Large) and click Add. Excel then sorts in that order.
Make sure your data has no completely empty rows or columns inside it. Excel treats a blank row as the end of the table, so rows below it will not be sorted.
Common mistakes
| Mistake | What happens | How to fix it |
|---|---|---|
| Sorting one selected column only | Names no longer match their numbers | Undo right away, then click one cell and sort |
| Heading sorted into the data | The heading row moves down | Undo, and use the Sort dialog with My data has headers checked |
| Numbers stored as text | 1, 10, 100, 2… order | Convert them to numbers |
| A blank row in the table | Rows below it are not sorted | Delete the blank row, then sort |
| Custom order needed but A to Z used | Months sort April, August, December… | Use a custom list |
Exercise
Click Reset in the sandbox header. Type this table in A1:C6:
| A | B | C |
|---|---|---|
Name | Team | Points |
Maya | Blue | 40 |
Leo | Red | 55 |
Zara | Blue | 55 |
Amir | Red | 30 |
Kofi | Blue | 25 |
Then do each task and press Check.
What to remember
- Sorting moves whole rows. Click one cell in the table, and never sort a single column by itself.
- A to Z / Z to A are for text; Smallest to Largest / Largest to Smallest are for numbers and dates.
- Custom Sort adds levels: sort by one column, then break ties with another.
- Custom lists sort days, months, or your own order like Small, Medium, Large.
- Remove blank rows first, and make sure numbers are real numbers.
In the next lesson, you will filter data to show only the rows you need.