Excel is more than just a spreadsheet—it’s a powerful tool for organizing and analyzing data efficiently. Sorting and filtering are two of the most useful features that help you quickly find, organize, and analyze information.
In this guide, you’ll learn:
✅ How to sort data (A-Z, Z-A, by values, or by color)
✅ How to filter data to display only what you need
✅ Advanced sorting & filtering techniques
✅ Bonus shortcuts to work faster
📌 Ready to make your data more manageable? Let’s dive in! 🎯
📌 1. How to Sort Data in Excel
Sorting rearranges your data in a specific order (alphabetically, numerically, by color, or custom order).
✅ Basic Sorting (A-Z or Z-A)
1️⃣ Select the column you want to sort
2️⃣ Go to Home > Sort & Filter > Sort A to Z (ascending) or Sort Z to A (descending)
📌 Shortcut:
- Sort A-Z: Alt + H + S + S
- Sort Z-A: Alt + H + S + O
🎥 Watch this quick tutorial on sorting:
🔗 How to Sort Data in Excel
📊 2. Sorting by Numbers, Dates, or Colors
✔ Sort by Numbers:
- Select the number column
- Go to Sort & Filter > Sort Smallest to Largest or Sort Largest to Smallest
✔ Sort by Dates:
- Select the date column
- Sort by Oldest to Newest or Newest to Oldest
✔ Sort by Color:
- Select the column with cell colors or font colors
- Go to Sort & Filter > Custom Sort > Sort by Color
🎥 See how to sort by numbers & colors:
🔗 Advanced Sorting Techniques
📌 2. How to Filter Data in Excel
Filtering allows you to display only the data you need while hiding the rest.
✅ Basic Filtering
1️⃣ Click on any cell inside your dataset
2️⃣ Go to Home > Sort & Filter > Filter
3️⃣ Small dropdown arrows 🔽 will appear in the headers
4️⃣ Click the arrow and check/uncheck values to filter
📌 Shortcut: Ctrl + Shift + L (toggles filter ON/OFF)
🎥 Watch this tutorial on filtering:
🔗 How to Apply Filters in Excel
🎯 3. Advanced Filtering Techniques
✔ Filter by Text (Only Show Specific Words)
1️⃣ Click the filter dropdown
2️⃣ Select Text Filters > Choose options like “Contains…” or “Begins with…”
3️⃣ Enter the keyword and click OK
✔ Filter by Numbers (Greater Than, Less Than, Between)
1️⃣ Click the filter dropdown in a number column
2️⃣ Select Number Filters > Choose conditions (e.g., Greater Than 1000)
3️⃣ Click OK
✔ Filter by Date (Last 7 Days, This Month, Custom Range)
1️⃣ Click the filter dropdown in a date column
2️⃣ Select Date Filters > Choose an option (e.g., Last Month, Next Quarter)
3️⃣ Click OK
🎥 See advanced filtering in action:
🔗 Advanced Filters in Excel
🚀 Bonus: Using Custom Sort & Advanced Filters
🎨 Custom Sorting (Sorting by Multiple Criteria)
Example: Sort first by Department, then by Salary.
1️⃣ Click on any cell in the dataset
2️⃣ Go to Sort & Filter > Custom Sort
3️⃣ Choose Sort by Column 1, then Add Level to sort by another column
4️⃣ Click OK
🎥 Learn custom sorting here:
🔗 Custom Sorting in Excel
🚀 Final Thoughts
Sorting & filtering make data analysis faster and more efficient! Whether you’re working with sales data, employee records, or financial reports, these features help you focus on what matters most.
📌 Next Steps:
🔹 Want to learn Excel Pivot Tables? Check out this guide
🔹 Need help with Conditional Formatting? Watch this video
📢 How do you use sorting & filtering in your daily work? Share your best tips below! 💬👇