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Monday, November 28, 2011

Microsoft Excel Tutorial: How to Sort


HOW TO USE THE SORT FUNCTION IN EXCEL

Today, I will teach you how to use sort in Excel. Let me start by giving a description of Sorting.

Sort is an excel function that we use to arrange a table or array in a specified category. I just made that description up and reading it won’t do anyone any good. Let’s start by studying the function in a graphical way.


Sort Function in Excel

Here is a table that shows Daily Employee number of sales:

Date
Employee Name
No. of Sales
1/2/2011
Marshall
56
1/5/2011
Marshall
58
1/7/2011
Marshall
12
1/15/2011
Marshall
25
1/23/2011
Marshall
41
1/6/2011
Ted
65
1/11/2011
Ted
39
1/14/2011
Ted
95
1/17/2011
Ted
21
1/30/2011
Ted
78
1/30/2011
Ted
52
1/2/2011
Robin
14
1/6/2011
Robin
75
1/19/2011
Robin
13
1/21/2011
Robin
66
1/27/2011
Robin
39

As you can see, the Date Column is not properly arranged because the Table was made to show the sales of each Employee. If there’s only a way to arrange the table by Date in an ascending order, this table would look better… Luckily, our friends at Microsoft, invented a function in Microsoft Excel called, Sorting. Here’s how you do it:


First step is to highlight the table, like this



Second Step is to click on "Data"



Finally, Click "Sort"



Then, the Sort Menu will pop-up


There are also keyboard shortcuts for that, just highlight the table, and then press on Alt + D + S or Alt + A + S, whichever it is that you feel comfortable with.


Now, our goal is to sort the table in a Day wise, ascending order. The next step is to click on the “Sort By” menu.  A drop down list of the Titles of the table will show up. Choose Date.



As you can see in the “Order” menu, the “Oldest to Newest” option is already selected. This is the arrangement that we need. But to quench your curiosity, here is what the drop down list shows, when you click on it:




Now click the OK button to finish sorting. You will notice that the dates are now arranged in an ascending order.


There are more tricks that you can add, like arranging the dates in an ascending order, while arranging the names alphabetically. Just press the “Add Level” button in the sort menu:



Just select Employee Name in the second drop down menu, and then choose whatever alphabetical order you want in the Order menu.

Here is what it looks like after choosing A – Z:




There are a lot of combinations that you can do using the Sort option. Try experimenting on different types of tables and you will see that this function is very useful. Sorting is a good tool especially when you're using a lot of data for Internet Marketing research or Work from home Jobs.

And that is the basic information needed in using Sort in Excel. Stay tuned for more tutorials! Good Day.


Did you have instances that you need to use the Sort option in you work? Or Trick that you want to contribute to with us? Please do so! We are more than happy to read about it.


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