How to alphabetize in Excel: sort columns and rows

To organize the data, one should be aware of sorting. Now, what is sorting? In Excel, sorting is a method to organize the order of the data. For example, If we are maintaining a record of classroom students then one can have the list in alphabetical order, also one can sort data by their birthdays. Sorting data is an essential element of data analysis. Through sorting, one can easily analyze the data. 

We can organize a list of names in alphabetical order, or arrange them by number, colors, and icons. Now, this article is more concerned about sorting by alphabet in Excel.

In Excel, the A-Z or Z-A buttons, the Sort function, and the filter are the three primary methods for sorting alphabetically. Details on each method are provided in the sections below.

In Excel sorting comes in various ways, you can sort data by alphabet, numbers, date, or time. Now, this article is more concerned about sorting by alphabet in Excel. Let’s begin to learn, how can we sort data alphabetically in Excel.

In the very first step, we need to take a sample through which we can easily learn. Let’s take a random record of a company’s employee name and their age. Here, the names of the employee are not arranged in alphabetical order.

Step 1: Select a cell in the column you want to sort. So, here we selected cell A2.

Step 2: Now click on the Data tab, and then go to the Sort & Filter group.

Step 3: After coming to the sort group, we have two options, the first is to quickly sort in ascending order and the other is to sort in descending order.

In this example, let’s sort in ascending order, so we have to click A to Z command in Excel that sorts A to Z or smallest number to largest.

Step 4: After selecting A to Z our data get sorted in alphabetical order. You can also try the Z to A option if we want an alternate result.

Click either A-Z to sort ascending or Z-A to sort descending

Additionally, the Home tab > Editing group > Sort & Filter provides access to the same tools.

Now you can see we have sorted this data in alphabetical order in only 4 steps. So this is one of the simplest things you can do in your Excel. Also, you can arrange your data by numbers, color, time or date, symbols, etc.

Excel may also be quickly sorted alphabetically by adding a filter. The advantage of this approach is that it only requires one time of setup; after applying the auto filter, all columns may be sorted with a single mouse click.

Step 1. Select desired column headers

Step 2. Click Sort & Filter > Filter in the Editing group on the Home tab.

Step 3. Each column’s header will include a small drop-down arrow. For the column you want to put in alphabetical order, click the drop–down arrow, and select Sort A to Z to sort in ascending order

The column is immediately alphabetized, and a tiny upward pointing arrow on the filter button denotes the order of sorting (ascending)

Choose Sort Z to A from the filter drop-down menu to reverse the order.

Use the Excel Sort function if you want to alphabetize data across many columns because it allows you more control over the sorting of your data.

As an example, we will arrange the entries alphabetically first by Full Name, and then by Department.

Step 1: Choose the whole table that you wish to sort

Step 2: Click the Sort button, On the Data tab, in the Sort & Filter group

Step 3: The initially created sorting level will be displayed in the Sort dialogue box, Choose Sort On – Values and Order – A to Z

Step 4: Select the options for a different column by clicking the Add Level button to add the following level. In this example, let’s sort the Department column alphabetically, A-Z

Your data will be sorted by Excel in the designated order. As shown in the following screenshot, First by Full Name then by Department

You might want to order your data alphabetically across rows if it is laid out horizontally. The Excel Sort tool can also be used for this.

Step 1: Decide the range you wish to sort by

Step 2: Click Sort in the Sort & Filter group under the Data tab

Step 3: Click the Options button in the Sort dialogue box

Step 4: Select Sort left to right in the brief Sort Options window that displays, then click OK to return to the Sort.

Step 5. Choose the row number you want to alphabetize from the Sort by drop-down menu, Click OK

As a result, our table’s first row is organized alphabetically, and the remaining data is altered to reflect this

If the amount of rows is manageable, you can sort them one by one. This would be a huge time waster if there were hundreds or thousands of rows. Formulas accomplish the same task considerably more quickly.

Apply the array formula below to sort each row alphabetically

” =INDEX($B1:$D1, MATCH(COLUMNS($B1:B1), COUNTIF($B1:$D1, “<=”&$B1:$D1), 0)) “

Just keep in mind that it’s an array formula, Thus should be ended with CTRL+SHIFT+ENTER

You may easily use the method to alphabetize each column individually if you are working with independent subsets of data that are arranged vertically in columns. 

” =INDEX(A$2:A$5,MATCH(ROWS(A$3:A3),COUNTIF(A$2:A$5,”<=”&A$2:A$5),0)) “

Just keep in mind that it’s an array formula, Thus should be ended with CTRL+SHIFT+ENTER

To alphabetize in Excel by the last name, perform the following steps:

Let us take the sample dataset.

Step 1: Extract the first name in the cell C2, by using the formula:

" =LEFT(A2,SEARCH(" ",A2)-1) "

Step 2: Extract the last name in the cell D2, by using the formula:

" =RIGHT(A2,LEN(A2)-SEARCH(" ",A2,1)) "

Step 3: Concatenate the parts in the reverse order in E2, by using the formula:

” =D2&”, “&C2 “

Step 4: Given that we’re sorting the names alphabetically rather than by formulas, we should transform them into values. To do this, highlight all the cells containing formulas (E2:E6) and copy them by pressing Ctrl + C. Then, right–click on the highlighted cells, choose Paste Options, and select Values, followed by pressing the Enter key.

Step 5: Select any cell in this column and then go to the Data Tab in the Sort & Filter option and click the A to Z or Z to A button depending upon your need. Let us take the ascending order for example.

In conclusion, alphabetizing in Excel is a quick and effective way to organize data. It simplifies finding information and improves data management. Mastering this feature boosts productivity for both new and experienced users alike.

How do I sort alphabetically in Excel without mixing data?

To sort the data in Excel:

Select the range of cells that you want to Sort > Data Tab > Sort & Filter > ‘Sort A to Z‘ option to sort data in ascending order or ‘Sort Z to A‘ to sort data in descending order

What are 3 ways you can sort Data in Excel?

In Excel, you can sort your data in three ways:

• Sort A to Z – To sort in Ascending Order
• Sort Z to A – To sort in Descending Order
• Custom Sort – To sort according to your choice.

How do you sort alphabetically in Excel and keep rows together?

Check “My data has headers” if there are headers. Choose “Sort top to bottom” and “Expand the selection” options. Click OK to sort and group rows.

What is the shortcut to arrange alphabetically in Excel?

Press Alt + H + S + A.