How to Sort Columns in Excel Without Mixing Data

Last Updated: Sat Dec 21 2024

In 4 simple methods, this guide will show you how to sort columns in Excel without mixing data.

Organizing your data correctly is crucial for effective analysis and presentation, so let’s dive in and ensure your data remains intact and well-organized!

Methods:

Sort Single Column
Sort Multiple Columns
Sorting by Color
Sorting by Custom List

Method 1: Sort Single Column

Step 1. Select Your Data Range

To begin, highlight the entire range of data you want to sort. Click and drag your mouse over the cells, or press Ctrl + A to select all the data in your worksheet.

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Step 2. Sort Your Data

Next, navigate to the ‘Data’ tab in the Excel menu bar. Click on the sorting order: either “A to Z” for ascending order or "Z to A" for descending order.

You can also right-click on the selected data, choose ‘Sort’, and then select your preferred sort option.

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Finished!

Method 2: Sort Multiple Columns

Step 1. Select Your Data Range

As before, highlight the entire range of data you want to sort.

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Step 2. Open the Sort Dialog Box

Next, navigate to the ‘Data’ tab in the Excel menu bar. Click on the ‘Sort’ button, which will open the Sort dialog box.

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Step 3. Choose Your Primary Sorting Criteria

In the Sort dialog box, you will see a drop-down menu under the ‘Column’ heading. Select the primary column you want to sort by. Then, choose the sorting order: either "A to Z" for ascending order or "Z to A" for descending order.

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Step 4. Add Sorting Levels

Click the "Add Level" button to add another column to your sorting criteria. Select the next column you want to sort by and choose the sorting order. Repeat this step if needed to add more sorting levels.

red rectangle highlights the new level in Sort dialog box

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Step 5. Finalize the Sort

Once you have set up your sorting criteria and levels, click the ‘OK’ button to apply the sort.

Excel will sort the data based on the criteria you specified, keeping the integrity of your data intact.

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Finished!

Method 3: Sorting by Color

Step 1. Select Your Data Range

Highlight the entire range of data you want to sort.

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Step 2. Open the Sort Dialog Box

Next, go to the ‘Data’ tab in the Excel menu bar. Click on the ‘Sort’ button, which will open the Sort dialog box as before.

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Step 3. Choose the Color Sorting Criteria

In the Sort dialog box, under the "Sort On" drop-down menu, choose "Cell Color”. Select the color you want to sort by and the sorting order (On Top or On Bottom).

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Step 4. Add Levels for Multiple Colors

If you need to sort by multiple colors, click the "Add Level" button in the Sort dialog box. Select the next color you want to sort by and choose the sorting order. Repeat this step if needed to add more sorting levels.

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Step 5. Finalize the Sort

Once you have set up your color sorting criteria and levels, click the ‘OK’ button to apply the sort.

Excel will sort the data based on the color criteria you specified, keeping the integrity of your data intact.

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Finished!

Method 4: Sorting by Custom List

Step 1. Select Your Data Range

Highlight the entire range of data you want to sort.

Next step

Step 2. Open the Sort Dialog Box

Open the ‘Data’ tab in the Excel menu bar. Click on the ‘Sort’ button, which will open the Sort dialog box as before.

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Step 3. Choose Custom List Sorting Criteria

In the Sort dialog box, under the ‘Order’ drop-down menu, choose "Custom List".

This will open the Custom Lists dialog box.

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Step 4. Select or Create Your Custom List

Select a predefined custom list (such as days of the week or months of the year) or create your custom list by entering the items in the order you want. Click ‘Add’ to save the custom list.

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Step 5. Apply the Custom List Sort

After selecting or creating your custom list, click ‘OK’ in the Custom Lists dialog box.

Then, click ‘OK’ again in the Sort dialog box to apply the custom list sort.

Excel will sort the data based on your custom list, keeping the integrity of your data intact.

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Finished!

Ensuring Data Integrity

To ensure your data remains intact while sorting:

Always select the entire data range, including headers, before sorting.
Use the "Expand the selection" option in the Sort dialog box.
Double-check your data after sorting to ensure everything is in the correct order.

Conclusion

Sorting columns in Excel without mixing data is essential for maintaining data integrity and clarity.

By following these steps, you can confidently sort your data without worrying about losing or mixing up important information.

Whether you're sorting by a single column, multiple columns, by color, or using a custom list, Excel's powerful sorting features make data management a breeze.