How to Sort and Filter Data in Excel – A Complete Guideline

This is the sample dataset:

After sorting data based on Profit, in descending order:

Filter the dataset based on “South”:

How to Enable Sort And Filter in Excel

• Click any cell in the dataset.
• Go to the Data tab.
• In Sort & Filter, click Filter.

You will see the dropdown beside every column header.

Types of Sort in Excel

1. Sort in Alphabetical Order

Choose A to Z or Z to A.

Steps

• Click the dropdown menu beside “Name”.

• Click Sort A to Z to sort the Name column in ascending order.

• If you click Sort Z to A, data will be sorted in descending order.

Read More: How to Perform Random Sort in Excel

2. Sort by Smallest to Largest in Excel

If you have numerical data, sort it from smallest to largest.

Steps

• Click the dropdown menu beside the Total Sales column.

• Click Sort Smallest to Largest.

3. Sort by Largest to Smallest

Sort data in the Profit column.

Steps

• Click the dropdown menu beside the Profit column.

• Click Sort Largest to Smallest.

Read More: How to Sort Excel Tabs

4. Multi-level Sort in Excel

Steps

• Click the dropdown menu beside “Region”.

• Select Sort by Color.
• Click Custom Sort.

• Select Region in Sort by.
• Select Cell values and A to Z.

• Click Add Level.

• Select Total Sales in Then by.
• Select Cell values and Largest to Smallest.
• Click OK.

5. SORT Function

To sort data based on the Product column in Descending order:

Steps

• Enter the following formula in H5:

• Press Enter.

Read More: Advantages of Sorting Data in Excel

Types of Filter in Excel

1. Regular Filter

You can filter data based on any values.

Filter the dataset based on “TV”:

Steps

• Click the dropdown menu beside Product.

• Uncheck Select All.

• Check“TV” and click OK.

2. Text Filters / Number Filters in Excel

Filter text with Text Filters. Excel automatically shows Number Filters in columns containing numeric values.

Filter the dataset based on the Total Sales less than $3500.

Steps

• Click the dropdown menu beside Total Sales.

• Select Number Filters and click Less Than.

• Enter $3500.
• Click OK.

Read More: How to Perform Custom Sort in Excel

3. Custom Filter

To filter data based on the Total Sales greater than $2000 but less than $3000:

Steps

• Click the dropdown menu beside Total Sales.

• Select Number Filters and click Custom Filter.

• Enter the values.
• Select And and click OK.

Read More: Advanced Sorting in Excel

How to Undo Sort and Filter in Excel

1. Undo Sort:

• Click Undo or press Ctrl+Z.

Or:

• Create a temporary column.

2. Undo Filter

• Click the dropdown menu to which you applied filtering.

• Click Clear Filter From “Region” (column name can be different based on your filtering).

To remove the dropdown menu:

• Click any cell in your dataset.
• Go to the Data tab.

• In Sort & Filter, click Clear.

Read More: Difference Between Sort and Filter in Excel

Download Practice Workbook

Download the practice workbook.

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