This article will describe in detail about Sort and Filter tool of Excel. The introduction, methods, examples, uses, and advantages to sort and filter data in Excel will be covered in this article. So that after this article, you can easily differentiate between sort and filter tools in Excel. There is also a brief description of the difference between sort and filter in Excel at the end of this article.
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You can download the free practice Excel workbook from here. This workbook represents various methods of Sort and Filter in Excel.
1. Introduction to Sorting in Excel
In Excel, sorting is the process of arranging data in a particular order. It helps you analyze the data more effectively.
For instance, suppose you have a large dataset of the sales value of your company where all the data are in random order. To make the dataset of sales performance more user friendly, you want to organize the data by month, so that you can produce a graph chart of the sales performance. With the sorting tool, you can achieve that easily.
1.1. Methods of Sorting
There are two ways you can sort data.
On the other hand, there are some Custom Sort methods that also can be applied to the Excel dataset. Such as Sort on Cell Color, Font Color, Conditional Formatting Icon.
1.2. Sorting Examples in Excel
This section will show you some examples of how to sort data in Excel based on the methods discussed above.
1.2.1. Sort Text Data into Alphabetical Order
Consider the following dataset. In Column B of the dataset, we have some Student Name in random order.
We will see how to sort this text data alphabetically, both in ascending and descending order.
1.2.1.1. Sort Alphabetic Data into Ascending Order
To sort text data into ascending order, follow the steps below.
Steps:
Once you have done that, your text data will be sorted in ascending order.
As you can see from the picture above, after performing the sorting operation, our text data are now sorted into ascending order.
Read More: How To Sort Alphabetically In Excel And Keep Rows Together
1.2.1.2. Sort Alphabetic Data into Descending Order
To sort text data into descending order, follow the steps below.
Steps:
Once you have done that, your text data will be sorted in descending order.
As you can see from the picture above, after performing the sorting operation, our text data are now sorted into descending order.
Read More: How to Sort Array with Excel VBA (Both Ascending and Descending Order)
1.2.2. Sort Numeric Data into Numerical Order
Consider the following dataset. In Column B of the dataset, we have some Numbers in random order.
We will see how to sort these numbers numerically, both in smallest to largest and largest to smallest order.
1.2.2.1. Sort Numeric Data into Smallest to Largest Order
To sort numeric data into smallest to largest order, follow the steps below.
Steps:
Once you have done that, your numeric data will be sorted into smallest to largest order.
As you can see from the picture above, after performing the sorting operation, our numbers are now sorted into the smallest to the largest order.
1.2.2.2. Sort Numeric Data into Largest to Smallest Order
To sort numeric data into largest to the smallest order, follow the steps below.
Steps:
Once you have done that, your numeric data will be sorted into largest to smallest order.
As you can see from the picture above, after performing the sorting operation, our numbers are now sorted into the largest to smallest order.
Read More: How to Sort Numbers in Excel (8 Quick Ways)
1.2.3. How to Sort When Text and Numeric Data are Together?
Sometimes you have datasets where both text and numeric values are there, as shown in the image below.
If you want to sort the dataset based on the numeric value, then let’s see what is going to happen.
To not let you go throw that problem, Excel notify you beforehand whether you want to expand the selection so that your whole dataset will be taken under consideration to sort or continue sorting only the current selection.
Excel will sort the whole dataset based on the numeric values.
Like in the above image, we sorted the Exam Marks column in the smallest to largest order, and the order in the Student Name column is automatically modified according to it.
Excel will sort only the selected column from the whole dataset based on the numeric values.
Look at the above image. After performing the sorting operation, only Column C, the Exam Marks column is sorted in the smallest to largest order.
1.2.4. Custom Sort: Sort Data on Cell Color
If you want to perform advanced sorting on your dataset, then Excel also has the option for you.
Suppose your dataset consists of background cell colour and you want to sort the dataset according to the cell colour.
Let’s see how to achieve that with Excel’s custom sorting feature.
Steps:
Now, look at the following image to see the result.
Finally, your dataset is sorted according to Cell Color.
Read More: [Fixed]: Sort by Cell Color Not Working in Excel (3 Solutions)
1.2.5. Custom Sort: Sort Data on Font Color
Just like you can sort data based on cell colour, you can sort data based on Font Color too. Look at the following image where the fonts of the cells are coloured with various colours.
In this section, we are going to show you how you can sort data based on Font Color. The procedures are quite similar to the procedure of sorting data based on cell colour.
Steps:
Now, look at the following image to see the outcome.
Finally, your dataset is sorted according to Font Color.
Read More: How to Remove Sort by Color in Excel (With Easy Steps)
1.2.6. Custom Sort: Sort Data on Conditional Formatting Icon
If you want to know about how to work with Conditional Formatting Icons, then we have an excellent article on that from which you can know not only about the icons but also details of the Conditional Formatting in Excel.
In the following image, we have data consisting of conditional formatting icons. We will sort this dataset based on the icons in this section.
The steps to get that are given below. The steps are quite similar to the steps of sorting data based on cell colour and font colour that we have discussed above.
Steps:
Now, look at the following image to see the output.
Finally, your dataset is sorted according to the Conditional Formatting Icon.
Read More: How to Create Custom Sort in Excel (Both Creating and Using)
1.3. Uses of Sorting
Excel’s sorting tool is really efficient in either academic life or work life.
Read More: How to Use Advanced Sorting Options in Excel
1.4. Advantages of Sorting
There are various advantages that Excel’s sorting feature holds.
Read More: Advantages of Sorting Data in Excel (All Features Included)
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2. Introduction to Filtering in Excel
In Excel, filtering is the process of selecting only a part of the data and filtering out the rest based on certain conditions. The whole dataset is kept, only the part of it that we choose is displayed for viewing or analyzing data more easily.
For instance, suppose you have a large dataset of the sales value of your company. You want to see only the sales value from the month of January. To view that easily, you should use Excel’s filter tool. It will filter out all the months from your dataset except January so that you can calculate the sales of January more smoothly.
2.1. Methods to Filter in Excel
Microsoft Excel allows two types of filtering methods.
2.2. Examples to Filter in Excel
This section will show you some examples of how to filter data in Excel based on the methods shown above.
2.2.1. AutoFilter in Excel
This section will show you how you can utilize Excel’s AutoFilter to filter your data.
2.2.1.1. AutoFilter Text Data
Consider the following example where Column B consists of so many Student Names. Suppose you want only some specific students to extract from there. Let’s see how to do that.
The steps to AutoFilter Student Names are shown below.
Steps:
Your dataset will be limited to the names that you provided in the list by selecting.
On the other hand, if you want something quicker, then you can consider the Text Filter from the option list.
Once you have done all of that, now let’s check the output.
As you can see from the image above, names only start with the letter B are displayed in the dataset, while the rest of the names are hidden.
2.2.1.2. AutoFilter Numeric Data
The way you AutoFilter text data from your dataset, you can AutoFilter numeric data in the exact same way.
From the above dataset, we will learn how to AutoFilter with numeric values in Excel.
The steps to AutoFilter numeric values are shown below.
Steps:
Your dataset will be limited to the numbers that you provided in the list by selecting.
On the other hand, if you want something quicker, then you can consider the Number Filter from the option list.
After you have done going through all the steps, let’s find out the result.
As you can see from the image above, only numbers between 50 to 80 are displayed in the dataset, while the rest of the numbers are hidden.
2.2.2. Advanced Filter in Excel
If you want to utilize Excel’s Advanced Filter, which is the quicker and more efficient feature of Excel, then follow this section.
You can witness the whole procedure in the gif above.
You can witness the whole procedure in the gif above.
2.3. Uses to Filter in Excel
There are various uses of filtering data in our daily activities either in academic life or work life.
2.4. Advantages to Filter in Excel
There are numerous advantages that Excel’s filtering feature carries.
2.5. Clear Filter
To clear any filter from the dataset, just select Sort & Filter -> Clear from the Editing group in the Home tab from the ribbon.
This will clear all the filters that are there in your dataset.
Read More: [Fix:] Sort and Filter Not Working in Excel
Excel’s Sort and Filter Together
You can sort and filter your data together in Excel. You remember all the sorting examples (section 1.2) that we have shown you in the previous sections. In those sorted data, you can perform any types of filtering that we showed in the filtering examples (section 2.2).
Suppose you have a dataset, where numeric data are sorted into smallest to largest or largest to smallest order. You can perform AutoFilter to omit some numbers from there or Advanced Filter to retrieve some numbers that fulfil certain conditions (such as numbers between 50 to 80) in the dataset.
Sort and filter together in Excel make your dataset more specific which helps you to analyze and calculate the data more efficiently.
Summary of the Article/ Difference Between Sort and Filter in Excel
After describing the Sort and Filter tool of Excel, now we can differentiate them quite easily.
Subject
Sort
Filter
Purpose
The process of arranging data in a particular order. The process of selecting only a part of the data and filtering out the rest based on certain conditions.Methods
Sort text values and numeric values in ascending or descending order. Sort based on Cell Color, Font Color, and Conditional Formatting Icons. Filter data using AutoFilter and Advanced Filter tool of Excel.Use
Advantages
Examples
Conclusion
To conclude, this article described Sort and Filter tools and the difference between them in Excel. Sort and filter tools in Excel has so many uses in our daily life. The sort and filter feature of Excel also helps us with its numerous advantages in both our academic life and work life. I hope this article has been very beneficial to you. Feel free to ask any questions regarding the topic.
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