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Sorting data is a simple yet powerful tool in Excel. Sorting makes your data easier to read.
It helps with tasks like organizing names in alphabetical order or arranging product lists.
In this guide, we’ll focus on how to sort data alphabetically in Excel. You’ll learn to organize columns, keep rows intact, and even sort horizontally.
What Is Ascending Order in Excel?
In Excel, ascending order means arranging data from smallest to largest. It’s a way to organize your information systematically:
- For text: Alphabetically from A to Z. For example, “Amy” comes before “Bernadette.”
- For numbers: From the smallest to the largest, like 1, 2, 3.
- For dates: From the oldest to the newest, such as January before December.
Ascending order is great for creating neat and easy-to-read lists. You can use it to alphabetize names, sort scores from lowest to highest, or arrange dates chronologically.
What Is Descending Order in Excel?
Descending order is the opposite of ascending. It organizes data from the largest to the smallest:
- For text: From Z to A. For instance, “Sheldon” comes before “Amy.”
- For numbers: From the largest to the smallest, like 100, 50, 10.
- For dates: From the newest to the oldest, with December coming before January.
Use descending order when you want to highlight the most recent dates, highest scores, or top-ranking names.
How to Sort a Single Column Alphabetically in Excel
This is the easiest way to alphabetize in Excel. Let’s start by sorting the Name column alphabetically.
Follow these steps:
- Select the column: Click on any cell in the Name column.
- Go to the Data tab: Look at the top ribbon and find the Data tab.
- Sort alphabetically:
- Click A to Z to sort from Amy Farrah Fowler to Stuart Bloom.
- Click Z to A to sort from Stuart Bloom to Amy Farrah Fowler.
❗ Note: This method only sorts one column. Use it only when the data in other columns doesn’t need to stay aligned.
How to Sort Data While Keeping Rows Intact
Want to sort by one column while keeping the rest of the data aligned? Excel makes it easy!
When you sort by a column, the information in the other columns stays linked.
For example, if you sort by Profession, the names, hobbies, and IQ scores will stay with the correct profession.
Here’s how:
- Select the entire data range: Highlight all columns and rows in the dataset.
- Open the Sort dialog:
- Go to the Data tab.
- Click Sort to open the Sort dialog box.
- Set the sorting rules:
- In the Sort by dropdown, choose Profession.
- Under Order, pick A to Z and click OK.
Excel will alphabetize the Profession column. All related details—like names, hobbies, and IQs—will stay with the right rows.
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Sort by More than One Column
Need to organize your data by more than one column? Excel lets you sort by multiple criteria.
For example, in our Online Store Orders dataset, you might want to group all orders by Customer Name. Then, sort those orders by Order Date.
Here’s how to do it:
- Select your data: Highlight all the rows and columns, including headers.
- Open the Sort tool:
- Go to the Data tab at the top of Excel.
- Click Sort to open the Sort dialog box.
- Set the first sorting rule:
- In the “Sort by” dropdown, choose Customer Name.
- Under “Order“, select A to Z.
- Add a second sorting rule:
- Click “Add Level” in the top left corner.
- In the “Then by” dropdown, choose Order Date.
- Under “Order“, select Oldest to Newest.
Excel will sort the data by Customer Name first. Within each customer group, it will arrange orders by date from oldest to newest.
How to Sort by Row
Sometimes, you need to alphabetize in Excel horizontally across rows instead of columns.
For example, you might have sales data for different employees, and you want their names listed alphabetically across the top of the table.
Here’s how:
- Highlight the data: Highlight the employee names (headers) and the sales figures below them.
- For this example, select cells B1:E5.
- Open the Sort tool:
- Go to the Data tab at the top of Excel.
- Click on Sort to open the Sort dialog box.
- Change the sort direction:
- Click on “Options” in the Sort dialog.
- Select Sort left to right and click OK.
- Set Sorting Rules:
- In the “Sort by” dropdown, select Row 1 (the header row with employee names).
- Under “Order“, choose A to Z to sort the names alphabetically.
Excel will reorder the names from Alice to Dana, and their corresponding sales data will move with them.
How to Put Numbers in Order on Excel
Sorting numbers in Excel is simple once you know the steps.
For example, let’s organize this dataset by their IQ scores in descending order.
Here’s how:
Follow these steps to sort by the IQ column:
- Highlight Your Data:
- Select all the rows and columns in your table, including the headers.
- Open the Sort Tool:
- Go to the Data tab at the top of Excel.
- Click Sort to open the Sort dialog box.
- Set Up Sorting Rules:
- In the Sort by dropdown, select the IQ column.
- Under Order, choose Largest to Smallest to rank from the highest IQ to the lowest.
Excel will automatically rearrange the rows, organizing your dataset by IQ.
How to Sort by Date in Excel
Sorting by date in Excel helps you organize time-based information like start dates, deadlines, or event schedules.
In this example, we’ll sort the Start Date column to arrange the names by when they joined their profession.
Step-by-Step Guide
1. Highlight Your Table
- Select all rows and columns, including the headers.
2. Open the Sort Tool
- Go to the Data tab at the top of Excel.
- Click Sort to open the Sort dialog box.
3. Set the Sorting Rules
- In the Sort by dropdown, select Start Date.
- Under Order, choose:
- Oldest to Newest to sort by the earliest dates first.
- Newest to Oldest to prioritize the latest dates.
Common Issue with Date Sorting
If your dates don’t sort correctly, Excel may not recognize them as valid dates. Here’s how to fix that:
1. Check the Format
- Select any date in the Start Date column.
- Go to the Home tab and ensure the format is set to Date in the Number Format dropdown.
2. Fix Dates Stored as Text:
If this does not solve the problem, try converting the dates with this approach:
- Select the column with dates.
- Go to Data > Text to Columns and click Finish.
This converts text-formatted dates into proper dates.
How to Sort Alphabetically with Formulas
Did you know you can alphabetize in Excel without changing your original list?
The SORT function, available in Office 365 and Excel 2021, lets you do just that.
It’s perfect for creating lists that automatically update whenever your data changes.
Want to learn exactly how to use the SORT function? Check out this step-by-step guide.
Download the Workbook
Take your Excel skills to the next level with our free workbook! This resource is packed with:
- Real-life examples for sorting and how to alphabetize in Excel.
- Hands-on practice to master techniques like sorting by multiple columns, and more.
- Step-by-step exercises to help you build confidence.
📥 Download the Workbook Now and start applying these skills directly in Excel. Whether you’re organizing names, dates, or numbers, this workbook makes learning easy and practical!
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Leila Gharani
I’ve spent over 20 years helping businesses use data to improve their results. I've worked as an economist and a consultant. I spent 12 years in corporate roles across finance, operations, and IT—managing SAP and Oracle projects.
As a 7-time Microsoft MVP, I have deep knowledge of tools like Excel and Power BI.
I love making complex tech topics easy to understand. There’s nothing better than helping someone realize they can do it themselves. I’m always learning new things too and finding better ways to help others succeed.
