How do I sort a list in Microsoft Excel?

How do I sort a list in Microsoft Excel?



In Microsoft Excel, you can use the Sort feature to perform many actions with lists of data. Users are generally looking alphabetize many text values or arrange a list of numbers in order from lowest to highest or from highest to lowest. To proceed, follow the instructions in the next section.

Note: Details on how to sort more quickly are in the second section farther down the page.

Using sort to organize a list

• In Excel, highlight the values in a column that you want to organize.
• Click on the Data tab at the top of the program window.
• Click on the Sort option.
• Make sure the Sort by option is set to the column in which you have highlighted. If the column of data has a header name, you can check the My data has headers box in the upper right-hand corner to use the header name in the Sort by option.
• Under Order, click the down arrow.
• In the drop-down menu that appears, select the option that sorts the data to your liking.
• Click OK to sort the highlighted values.

 


Using the Quick Sort feature

If you only need to organize your data in ascending or descending order, you can use the Quick Sort feature. Highlight the values you want to sort, then on the Data tab, click on either the Sort A to Z option or the Sort Z to A option.

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Microsoft Excel shortcut keys

Below is a listing of all the major shortcut keys usable in Microsoft Excel. See the computer shortcuts page if you are looking for shortcut keys used in other programs.


Shortcut                                          Description
F2                                 Edit the selected cell.
 
F3                                 After a name has been created, F3 will paste names.
 
F4                                 Repeat last action. 
                                    For example, if you changed the color of text in
                                    another cell, pressing F4 will change the text in 
                                    cell to the same color.
 
F5                                 Go to a specific cell. For example, C6.
 
F7                                 Spell check selected text or document.
 
F11                                 Create chart from selected data.
 
Ctrl+Shift+;                     Enter the current time.
 
Ctrl+;                              Enter the current date.
 
Alt+Shift+F1                    Insert New Worksheet.
 
Alt+Enter                         While typing text in a cell, pressing Alt+Enter 

                                       will move to the next line, allowing for 
                                       multiple lines of text in one cell.
 
Shift+F3                           Open the Excel formula window.
 
Shift+F5                           Bring up search box.
 
Ctrl+1                              Open the Format Cells window.
 
Ctrl+A                              Select all contents of the worksheet.
 
Ctrl+B                              Bold highlighted selection.
 
Ctrl+I                               Italic highlighted selection.
 
Ctrl+K                              Insert link.
 
Ctrl+S                              Save the open worksheet.
 
Ctrl+U                              Underline highlighted selection.
 
Ctrl+D                              Fill down. Fills the cell beneath with the contents 
                                       of the selected cell. To fill more than one cell, 
                                       select the source cell and press 
                                       Ctrl+Shift+Down to select multiple cells. 
                                       Then press Ctrl+D to fill them with the contents of 
                                       the original cell.

Ctrl+R                              Fill right. Fills the cell to the right with the 
                                        contents of the selected cell. To fill more than one  
                                        cell, select the source cell and press 
                                        Ctrl+Shift+Right to select multiple cells. 
                                       Then press  Ctrl+R to fill them with the contents of 
                                        the original cell.
 
Ctrl+1                                 Change the format of selected cells.
 
Ctrl+5                                 Strikethrough highlighted selection.
 
Ctrl+P                                 Bring up the print dialog box to begin the printing 
process.
 
Ctrl+Z                                 Undo last action.
 
Ctrl+F3                                 Open Excel Name Manager.
 
Ctrl+F9                                 Minimize current window.
 
Ctrl+F10                                 Maximize currently selected window.
 
Ctrl+F6                              Switch between open workbooks or windows.
 
Ctrl+Page up                       Move between work sheets in the same document.
 
Ctrl+Page down                 Move between work sheets in the same document.
 

Ctrl+Tab                           Move between Two or more open Excel files.
 
Alt+=                         Create a formula to sum all of the above cells.
 
Ctrl+'               Insert the value of the above cell into the cell currently selected.
 
Ctrl+Shift+1                                 Format number in comma format.
 
Ctrl+Shift+4                                  Format number in currency format.
 
Ctrl+Shift+3                                 Format number in date format.
 
Ctrl+Shift+5                                 Format number in percentage format.
 
Ctrl+Shift+6                                 Format number in scientific format.
 
Ctrl+Shift+2                                 Format number in time format.
 
Ctrl+Arrow key                                     Move to next section of text.
 
Ctrl+Space                                     Select entire column.
 
Shift+Space                                     Select entire row.
 
Ctrl+-                                     Delete the selected column or row.
 
Ctrl+Shift+=                                     Insert a new column or row.
 
Ctrl+Home                                     Move to cell A1.
 
Ctrl+~               Switch between showing Excel formulas or their values in cells.


 

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