New Feature: Playlist Center! Pick a topic and let our playlists guide the way.

Start learning with our library of video tutorials taught by experts. Get started

Excel 2013 Essential Training
Illustration by

Sorting data


From:

Excel 2013 Essential Training

with Dennis Taylor

Video: Sorting data

If you work with large lists, sometimes you want to change the order of the list. This list which has over 700 names, it's on the sorting sheet in the 12 Database Features file; it's organized by Employee Name alphabetically. We might want to rearrange this list based on what we see in the Department column, or possibly the Hire Date column. In fact almost any column in this list could be the basis for sorting. Sorting will proceed much more smoothly if you know for sure that the list you are working with has no empty rows, no empty columns.
Expand all | Collapse all
  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
please wait ...
Excel 2013 Essential Training
6h 32m Appropriate for all Jan 29, 2013

Viewers: in countries Watching now:

Whether you're a novice or an expert wanting to refresh your skillset with Microsoft Excel, this course covers all the basics you need to start entering your data and building organized workbooks. Author Dennis Taylor teaches you how to enter and organize data, perform calculations with simple functions, work with multiple worksheets, format the appearance of your data, and build charts and PivotTables. Other lessons cover the powerful IF, VLOOKUP, and COUNTIF family of functions; the Goal Seek, Solver, and other data analysis tools; and how to automate many of these tasks with macros.

Topics include:
  • What is Excel and what is it used for?
  • Using the menus
  • Working with dates and times
  • Creating simple formulas
  • Formatting fonts, row and column sizes, borders, and more
  • Inserting shapes, arrows, and other graphics
  • Adding and deleting rows and columns
  • Hiding data
  • Moving, copying, and pasting
  • Sorting and filtering data
  • Printing your worksheet
  • Securing your workbooks
  • Tracking changes
Subjects:
Business Charts + Graphs Spreadsheets Teacher Tools Education Student Tools
Software:
Excel Office Office 365
Author:
Dennis Taylor

Sorting data

If you work with large lists, sometimes you want to change the order of the list. This list which has over 700 names, it's on the sorting sheet in the 12 Database Features file; it's organized by Employee Name alphabetically. We might want to rearrange this list based on what we see in the Department column, or possibly the Hire Date column. In fact almost any column in this list could be the basis for sorting. Sorting will proceed much more smoothly if you know for sure that the list you are working with has no empty rows, no empty columns.

If I put an empty row in here and I'll do it on purpose here, Right-Click Insert, if I had ignored that or didn't know about it, and I'm going to change the zoom factor here to make it visible. If we were to click in one of the cells here and start the process of sorting by way of the DATA tab and choose Sort, you can see in the background that Excel will only pick up the data down to row 27 and that's certainly not what we would want. So make sure that the data you're working with doesn't have any empty rows within it.

Sometimes people put those in for printing reasons or just for break reasons. Let's get rid of those we have them. Press Ctrl+Z here and we can get rid of those and zoom back and so on. So let's imagine we might want to rearrange the order of this list. We can do it on the basis of any of these fields. Sorting begins with the active cell within the data; you do not have to highlight all of the data provided you know it's in one solid cluster. Sorting is one of the most basic things you do with data.

We frequently need to see this in a different order. So, the DATA tab has one option, also on the HOME tab you could be starting there, second button from right Sort & Filter, Custom Sort or DATA tab, Sort button. In either case we see the Sort dialog box and the data below is highlighted. Recognize also, Excel will pick up the fact that you've got a title row if you have one, sometimes it misses that, you want to check the box just to make sure. You don't want row to as in this example to be treated like the other data.

In nearly all cases sorting means rearranging the order of rows, there's an option for sorting by column which is rarely used. We sort based on what's in different fields. Let's imagine we want to rearrange this list based on Department. So let's add a level here Column Sort by, click the drop arrow, we want to sort by Department. Some of our departments here are quite large; might have over a hundred names. So for looking at a department with lots of entries we might want to sort that list by Status, so we can add level, sometimes called the secondary level.

Let's sort by Status within each Department. And we might have a lot of Full Time people within certain departments so let's add another level, perhaps by years. Now the other two fields that we saw were alphabetical and it's quite likely you'd want to sort them in A to Z alphabetical order. Smallest to Largest, this is a numeric field. While we might want to have those people who have been here the longest to appear at the top of the list within each Status and Department, how about largest to smallest? In Excel 2003 in older versions you could only sort on three fields at once.

As of Excel 2007 they've up that to believe it or not 64, so we could sort on a fourth level as well. We still might have a lot of people having the same number of years, same Status, same Department, so how are we going to order those? May be by Employee Name, A to Z. Click OK; we're expecting to see this in order by; Department, Status, Years, Employee Name. And as we scroll up and down here in this Account Management Department we've got a lot of people the same Contract Status, Full Time.

Here is a group of people here with the same number of years, 14 years within the Full Time Status, within Account Management group, so what order are these in? Alphabetically by their last names. Now there will be times when you simply want to sort on one column. For example, you have sorted this, maybe you've printed it or you've copied it for others to use. Now you want to sort the list by Employee Name. If you simply click in column A, you can click in A2 or here, there, it doesn't make any difference, don't select the column simply click one of the cells here.

And if we click the AZ button located just next to the Sort button, this will sort the entire list, it won't just rearrange the data in column A, it will sort the entire list based on what's in column A. So now I've got an alphabetized list, maybe we print that. What if then we need to sort it again by Department, if we simply click somewhere in the Department column, click AZ, now the list is in order by Department. But recognize here, we have sorted by Department but what order are these people who are in the same department? Alphabetically by name.

So even though you weren't necessarily thinking of successive sorts, when you use the AZ and ZA buttons, the last use of this automatically overrides the previous orders but it does remember them. And so for example if we now sort by Status, we're going to see all of the Contract people together, but they will be in order by their Department and within Department by Employee Name. As you get familiar with that concept and you get comfortable with sorting, you might find using the AZ and the ZA buttons faster than using the command.

So once again if we click in column D here and do an AZ sort, we're sorting by Status. All of our Contract people here are in order by Department and all of these Account Management people who are Contract are in order alphabetically, because that's the sort we did before Department which is before Status. So working with those buttons could be faster. There is no question that sorting is critical; it's one of the things we often do as we manage lists. If you only sort occasionally use the Sort button, the command take your time, consider some of the options that you might want to use here.

There is an option for sorting by column, but most people don't need that very often.

There are currently no FAQs about Excel 2013 Essential Training.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

join now Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Excel 2013 Essential Training.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Notes cannot be added for locked videos.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.