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Microsoft Excel is a great tool for organizing data. This article will introduce you to a simple but extremely useful feature, which is to sort data in alphabetical order.
Steps
Sort in alphabetical order
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Headline format. The header row is the first row in the spreadsheet, containing the name of the column. Sometimes Excel will sort this whole line because it thinks it’s part of the data, especially if your spreadsheet is full of text. Here are a few ways to prevent this:
- Format the subject line differently. For example, you can bold or change the color of text. [1] X Research Source
- You need to make sure there are no blank cells in the subject line. [2] X Research Source
- If Excel is still sorting, select the header line and using the top ribbon menu, click Home → Editing → Sort & Filter → Custom Sort . sort) → My data has headers . [3] X Research Sources
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Select the column to sort. You can click the column header cell or the letter above it (A, B, C, D, etc.).
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Open the Data tab. Click the Data tab at the top of the screen to view data options in the ribbon menu above the spreadsheet.
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Find the Sort and Filter section. The ribbon menu is divided by region with the name below. Look for the area labeled Sort & Filter.
- If you can’t find it in the Data menu, try going back to the Home tab and looking for the Sort & Filter button in the Editing section.
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Click the A → Z button. If you want to sort the worksheet alphabetically, just click the A → Z icon in the Sort and Filter section. The selected column will be sorted alphabetically. On most versions of Excel, this button is usually located in the upper left corner of the Sort and Filter section.
- If you want to sort in reverse alphabetical order, click the Z → A icon.
Sort by last name (for English name structure)
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This applies when the worksheet includes the first and last names in one cell. If you have a list of full names (first name, last name structure) in a separate column, sorting will only be by name. With the following instructions, you should be able to split the full name into two columns and then sort by the last name column. [4] X Research Sources
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Insert a new blank column. Place this column just to the right of the first and last name column.
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Enter the formula for the name part. Enter this formula in the top cell of the new column: =LEFT(A1,FIND(” “,A1)) and make sure there is a space in the quotes. This formula will look in the column for the full name and copy any data preceded by a space.
- If necessary, you can replace A with the letter of the column name containing the list of first and last names.
- Replace the number 1 with the line number you are entering.
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Copy this formula for the entire column. Click the header of the new column, and copy and paste the formula you just entered. You will see all the names automatically appear in this column.
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Create the last name column. Create a new column to the right of the name column. Copy and paste this formula to fill the last name in the column:
- =RIGHT(A1,LEN(A1)-FIND(” “,A1))
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Sort by last name column. You can now sort the last name column alphabetically, as described above.
Advice
- If the “ribbon” menu disappears, double-click any card to expand it again. [5] X Research Sources
- This article is for Excel version 2003 and later. If you’re using an earlier version of Excel, you may need to look for options elsewhere.
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This article is co-authored by a team of editors and trained researchers who confirm the accuracy and completeness of the article.
The wikiHow Content Management team carefully monitors the work of editors to ensure that every article is up to a high standard of quality.
This post has been viewed 10,025 times.
Microsoft Excel is a great tool for organizing data. This article will introduce you to a simple but extremely useful feature, which is to sort data in alphabetical order.
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