All About Filtering And Sorting In Excel

All About Filtering And Sorting In Excel

Filtering and Sorting in Excel are powerful features making it easier to analyze data and find what you need. Excel filter and sort help you use data and gain valuable insights from the spreadsheets. In this article, we will study Excel filter and sort to better use these functions. 

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What is Filter in Excel?

The Excel worksheet contains a lot of content, and finding any information quickly will take time. Filters are used to sort the data. They narrow down the data, allowing you to view only the information you need.                              

What is the Step-by-step procedure for filtering data in Excel?

To apply for a filtering on a worksheet, follow these steps:

  1. For filtering to work, the header rows identify the name of each column. Example: Our worksheet is organized into columns identified by the header cell in the row. 
  2. Select the data tab, then click on the filter command.
  3. When we convert the data into the table, a drop-down is indicated on the cell. 
  4. Click on the drop-down arrow present on the header of the column. We will filter column B to view certain types of equipment.
  5. The filter menu will appear.
  6. Uncheck the box which appears next to the select all option to deselect all data. 
  7. Check the boxes that you want to filter and click ok. 
  8. The data is filtered.    
Sorting In Excel

Follow these steps to apply multiple filters in Excel

You can use multiple filters to narrow down your data set for a specific value. To do so, use these steps: 

Step 1. Select the drop-down arrow present on the header of the column where you want to add a filter. We will add a filter to the columns. 

Step 2. The Filter menu will appear.  

Step 3. Uncheck the boxes whose values are not in your use. Click ok. 

Step 4. The new filter will be applied. 

To clear a filter

If you want to clear the filter- you can filter the content in the worksheet in different ways. 

Sorting In Excel

Step 1. Click the drop-down arrow of the header row to select the appropriate value for each header.

Step 2. The filter menu will appear. 

Step 3. Choose Clear filter from the drop-down arrow. 

Step 4. The filter will be removed from the column header. The previously hidden data is displayed.

Another way to remove the filter is to select the Data tab from the access toolbar and click on the filter command.

What is Sorting In Excel?

Sorting is the process of arranging the data in a specific condition. It will help to organize your data in a particular manner. You can sort a teat column alphabetically (A-Z or Z-A). We can sort a numerical column from the largest to smallest or smallest to largest. We can also arrange the date and time from oldest to newest or newest to oldest. Sorting can also be done through a custom list that contains the list of months and days or by cell color, font color, or icon set. 

To sort the data in Excel, follow these steps:

Step 1. Click on the column cell where you want sorting. 

Step 2. Go to the data tab, click on the sort and filter group. Then you can select any of the following two options:

  1. Based on Microsoft Excel, click the Sort A to Z or Sort Z to A option to sort the data in ascending or descending order.
  2.  For more specifications, go to the sort button. Specify the column according to which you want to sort your data. Another option is to explore the Add level, where you can sort according to the primary and secondary levels of sorting. 

Sorting is of three types: 

  • Sorting through a single column
  • Sorting through Multiple column
  • Custom Sorting

How do you sort through a single column in Excel?

Sorting in Excel through a Single column is used to sort the data set according to the data value provided in the data table.

Sorting In Excel

Let’s start sorting the data based on the values given:

The shortcut key to sort a single column is Ctrl+Shift+l.

Select the drop-down button and select the largest to smallest value option.

Let’s learn to sort the data based on the date given in the above table:  

Step 1. Select the data set.

Step 2. Go to the data tab. Click on the sort option. A dialog box will get displayed on the screen. 

Step 3. Select the Sort by value among the list. 

Step 4. Choose the appropriate option in the order list.

Step 5. Enter ok.

That’s it. You have successfully sorted the data in the table. 

How do you sort by multiple columns in Excel?

When you have to sort the data according to one value, proceed with the above step. When you want to sort the data where there is more than one column, you need to proceed with these steps. 

Let’s sort the data with more than one condition: 

Step 1. Select the data set. 

Step 2. Under the data tab, click on the sort option.

Step 3. Choose the area column to sort. 

Step 4. Select the value you need to sort by.

Sorting In Excel

Step 5. Choose the option under the order.

Step 6. Select Add Level and choose the other sort by option.

Step 7. Now, choose an order by option that fits your needs.

What is Custom Sorting in Excel?

Custom Sorting in Excel is customizing the data according to your custom order when you need to sort the data that is not alphabetically or ascending sort.

Suppose you want to sort the data in Excel based on the Area. Then follow these steps to do so:

Step 1.  Select the data set. 

Step 2. Go to the data tab. 

Step 3. Choose the Area option in the sort by option.

Sorting In Excel

Step 4. Select the custom list under the order values. 

Step 5. Type or add the custom value you want to use in your dataset.

Step 6. Select the Add option.

Step 7. Click ok. 

Done! You have successfully arranged the order of the dataset according to your requirements.

Simple Excel Sheet tips to make you a pro

  1. Add Serial Numbers: It is better to add a serial number. You can use ctrl+t to add a serial number.
  2. Insert Current Date and Time: The best way to insert current date and time is the =NOW() function.
  3. Moving Data: Select the range where you have data and click the border of the selected data. 
  4. Selection of Non-Continuous Cells: Press the control key and select the cells individually.  
  5. Bullet Point: Press Ctrl+1 to open the “Format cell” dialog box. Select the desired cell.

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