Excel Agility: Sorting

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Join author and Excel expert David H. Ringstrom, CPA, as he guides you through the essential techniques for sorting data effectively in Microsoft Excel. In this practical webinar, you'll discover how to sort lists by color, implement case-sensitive sorting, arrange data in monthly or weekday order, and work with advanced sorting capabilities that help you manage data with greater accuracy and efficiency. David will also demonstrate how to sort data on protected worksheets and explain the nuances of sorting within PivotTables, ensuring you can confidently organize and analyze information in a variety of scenarios.

Throughout the presentation, David demonstrates every technique at least twice—first on a PowerPoint slide with numbered steps and then within Excel for Microsoft 365. He also highlights any differences users may encounter in Excel 2021, Excel 2019, and Excel 2016. Attendees will receive detailed handouts, including an Excel workbook containing many of the examples used during the demonstrations, providing valuable resources for continued learning after the session.

Your Benefits For Attending:
  • Recognize the number of levels that Microsoft Excel allows you to potentially sort on.
  • Recall the menu in Excel where the Table feature resides.
  • Identify the location of the PivotTable command within Excel's ribbon menu interface.

By attending this webinar, you'll gain practical techniques for organizing and managing data more efficiently in Excel. Whether you're working with large datasets, PivotTables, or protected worksheets, you'll leave with skills that can help streamline your workflow and improve your productivity.

Who Should Attend:
Professionals seeking to use Microsoft Excel more effectively.

Topics Covered:
  • Sorting data even when worksheets are protected.
  • Sorting lists based on cell or font color.
  • Reordering PivotTable data into a custom hierarchy using Custom Lists.
  • Sorting lists by a single column using the Sort feature.
  • Creating a table to prepare for summarizing data with PivotTables or Power Pivot.
  • Sorting data in a case-sensitive manner to override Excel's default behavior.
  • Applying up to 64 sort levels to a list.
  • Sorting lists in weekday order instead of alphabetical order.
  • Creating a PivotTable by adding fields to Rows and Values for a quick total.
  • Sorting data horizontally across columns.
  • Applying up to 126 sort levels with the SORTBY function in Excel 2021 and later.
  • Most features and functions work in Excel for Mac as well, although some differences should be expected.

Additional Information:
Excel for Microsoft 365 is a subscription-based product that receives periodic feature updates. Conversely, perpetually licensed versions have year numbers in their names and do not receive feature updates.

Level: Intermediate
Format: Live Webcast
Instructional Method: QAS Self-Study (Traditional)
NASBA Field of Study: Computer Software & App (2 hours)
Program Prerequisites: Experience with Microsoft Excel is required
Advance Preparation: No
  1. Introduction
  2. Topics At A Glance 00:01:09
  3. Presenting with Microsoft 365 for Windows 00:02:31
  4. Section 1: Laying the Groundwork 00:04:43
  5. Sort on a Single Column 00:05:01
  6. Sorting Lists on Multiple Columns 00:09:56
  7. Sort by Color 00:18:32
  8. Sorting Across Columns 00:22:43
  9. Section 2: Mastering Custom Orders 00:27:40
  10. Sort by Weekday 00:29:31
  11. Sort by Month 00:32:34
  12. Custom Lists Feature 00:35:14
  13. Sort Using a Custom List 00:41:34
  14. Sort with Case Sensitivity 00:48:36
  15. Sort on a Protected Sheet 00:51:50
  16. Section 3: Pivot Table Precision 00:57:18
  17. Creating a PivotTable from an Excel Table 00:58:31
  18. Building a Basic PivotTable 01:07:25
  19. PivotTable Sorting Details 01:11:19
  20. Turn Off Custom Lists in Pivots 01:13:33
  21. Section 4: Dynamic Function Sorting 01:17:14
  22. Transforming Static Lists into Dynamic Tables 01:18:24
  23. Use the SORT Function 01:22:29
  24. Combine SORT and UNIQUE  01:29:23
  25. Data Validation with SORT 01:31:30
  26. Use the SORTBY Function 01:34:18
  27. Section 5: Validating, Filtering, and Highlighting Dates 01:34:14
  28. Automating Column/Row Sorts with Power Query (1 of 3)  01:35:27
  29. Automating Column/Row Sorts with Power Query (2 of 3) 01:39:58
  30. Automating Column/Row Sorts with Power Query (3 of 3) 01:42:46
  31. Now It’s Your Turn—But I’m Here If You Need Me! 01:48:42
  • David H. Ringstrom, CPA

    David H. Ringstrom, CPA

    David H. Ringstrom, CPA, is a nationally recognized instructor who leads dozens of Excel webinars each year. He is the author of Microsoft 365 Excel for Dummies and several other books. With over 30 years of consulting and teaching experience he empowers users to work more efficiently in E [...]

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  • Cell 00:05:13, 00:10:48, 00:16:51, 00:30:03, 00:48:57, 00:52:06, 00:58:37, 01:11:35, 01:17:59, 01:34:47
  • Column 00:04:48, 00:05:18, 00:10:02, 00:17:32, 00:32:40, 01:11:36, 01:34:26, 01:41:52
  • Conditional Formatting 00:13:29
  • Custom Lists 00:01:42, 00:27:45, 00:30:22, 00:32:50, 00:41:19, 01:13:43
  • Data Validation 01:31:37
  • Dialog Box 00:10:59, 00:17:20, 00:30:25, 00:33:03, 00:41:52, 01:14:00
  • Dynamic Array Function 01:17:50
  • Field 01:14:32
  • Filter 00:06:31, 00:22:35, 01:20:29, 01:40:01
  • Format 00:02:28, 00:52:41
  • Formula 01:18:53
  • Microsoft 365 00:01:59, 00:02:3, 01:17:47
  • Pivot Table 00:01:52, 00:12:44, 00:57:24, 01:07:34, 01:11:21, 01:18:27
  • Power Query 00:00:41, 00:02:09, 00:28:48, 01:35:22
  • Quick Access Toolbar 00:44:20
  • Refresh 01:09:26
  • Row 00:11:15, 00:22:36, 00:46:05, 00:58:45, 01:05:39, 01:19:11
  • Slicer 01:19:40
  • SORT 00:04:46, 01:18:14, 01:22:33, 01:29:22, 01:31:33
  • SORTBY 01:18:21, 01:34:20
  • Spreadsheet 00:02:20, 00:37:34
  • Table 00:59:25, 01:18:38, 01:34:13
  • UNIQUE 01:29:29
  • Workbook  00:04:34
  • Worksheet 00:02:04, 00:51:56, 01:00:22, 01:17:20

Column: A column is a vertical series of cells in a chart, table, or spreadsheet in Excel.

Conditional Formatting: A feature on Excel's Home menu that allows you to dynamically apply formatting such as colors, bolding, icons, data bars, and so on based on criteria that you specify for a given set of worksheet cells.

Custom Lists: The Custom Lists feature in Excel enables you to store frequenly used lists in Excel for use in any spreadsheet by simply typing one of the items on the list and then dragging the fill handle down or to the right.

Data Validation : An Excel feature that allows users to assign data entry rules to one or more cells within an Excel worksheet.

Dialog Box: A dialog box in Excel is a screen where you input information and make choices about different aspects of the current worksheet or its content, such as data, charts, and graphic images.

Dynamic Array Function: Dynamic Arrays will make certain formulas much easier to write. You can now filter matching data, sort, and extract unique values easily with formulas. Dynamic Array formulas can be chained (nested) to do things like filter and sort. Formulas that return more than one value will automatically spill.

Dynamic Table: Dynamic tables in Excel automatically update their range, formulas, and connected PivotTables when new data is added, eliminating the need to manually redefine data ranges. The fastest way to create one is by selecting your data range and pressing Ctrl+T (or Insert > Table). This converts a static range into a structured table that expands automatically.

Field: In a PivotTable or PivotChart, a category of data that is derived from a field in the source data. PivotTables have row, column, page, and data fields. PivotCharts have series, category, page, and data fields.

Filter: The Filter feature in Excel allows you to show or hide rows within a list of data by making selections from drop-down lists. The Filter feature is available on the Data tab of all versions of Excel as well under the Sort & Filter command on the Home menu.

Format: When we format cells in Excel, we change the appearance of a number without changing the number itself. We can apply a number format (0.8, $0.80, 80%, etc) or other formatting (alignment, font, border, etc). By default, Excel uses the General format (no specific number format) for numbers.

Microsoft 365: Microsoft 365, formerly Office 365, is a line of subscription services offered by Microsoft which adds to and includes the Microsoft Office product line.

Pivot Table: A report creation tool in Excel that enables you to quickly summarize lists of data into summary reports by clicking checkboxes and dragging fields onscreen.

Power Query: Power Query is a data connection technology that enables you to discover, connect, combine, and refine data sources to meet your analysis needs. Features in Power Query are available in Excel and Power BI Desktop. Power Query is one of three data analysis tools available in Excel: Power Pivot.

Quick Access Toolbar: A customizable shortcut toolbar that appears above the ribbon in Office 2007 and later.

Refresh: The Refresh command appears on the Options tab of Excel 2007 and 2010 as well as the Analyze tab of Excel 2013. Pivot tables store a snapshot of the underlying source data, so they don’t immediately reflect changes to said data. You must periodically refresh any pivot table to ensure it reflects any changes to the source data.

Row: A row is the range of cells that go across (horizontal) the spreadsheet/worksheet. Rows are identified by numbers e.g. row 1, row 5. Examples of use. A row might contain the headings of a table e.g. product ID, product name, price, number sold.

SORT: Sorting is the process of arranging objects in a certain sequence or order according to specific rules. In spreadsheet programs such as Excel and Google Spreadsheets, there are several different sort orders available depending on the type of data you're sorting.

SORTBY: The SORTBY function in Excel sorts a range or table based on values in a corresponding column or array without altering the original data. It is a dynamic array function available in Microsoft 365 and Excel 2021 that spills results to neighboring cells, automatically updating when source data changes.

Slicer: You can insert slicers in Excel to quickly and easily filter pivot tables. Slicers were introduced in Excel 2010, and they make it easy to change multiple pivot tables with a single click

Spreadsheet: Microsoft Excel is a spreadsheet developed by Microsoft for Windows, macOS, Android and iOS. It features calculation or computation capabilities, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications. Excel forms part of the Microsoft Office suite of software.

Table: A table is an arrangement of data in rows and columns, or possibly in a more complex structure. Tables are widely used in communication, research, and data analysis. Tables appear in print media, handwritten notes, computer software, architectural ornamentation, traffic signs, and many other places.

UNIQUE: =UNIQUE - The Excel UNIQUE function returns a list of unique values in a list or range.

Workbook: In Microsoft Excel a workbook is a collection of one or more spreadsheets, also called worksheets, in a single file.

Worksheets: A worksheet is a collection of cells where you keep and manipulate the data. Each Excel workbook can contain multiple worksheets.

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Frequently Asked Questions

Multi-column sorting in Excel applies sequential sort levels so that when two rows are equal on the first sort column, their order is determined by the second column, and so on—up to 64 levels in Excel's standard Sort dialog. To apply a multi-level sort, select any cell in your data, go to Data > Sort, then use Add Level to specify additional sort criteria. Each level has its own Column, Sort On (values, cell color, font color, or conditional formatting icon), and Order settings. Sort levels are applied from top to bottom: the first level is the primary sort, subsequent levels resolve ties. A common example is sorting a sales list by Region (A to Z) as the primary sort and then by Sales Amount (largest to smallest) within each region. The order of levels matters—swapping them produces entirely different results. For Excel 365 users, the SORTBY function achieves multi-column dynamic sorting entirely through formulas without affecting the source data. Understanding multi-level sorting is an essential skill for organizing data exports from accounting systems, CRM databases, and HR systems before building reports or pivot tables. David Ringstrom, CPA, covers all sorting techniques including multi-level sorting in Aurora Training Advantage's Excel Agility: Sorting on-demand webinar.
Excel's Sort feature supports sorting by cell fill color or font color in addition to values, making it possible to group visually flagged items together. To sort by color, open the Sort dialog (Data > Sort), set the Sort On dropdown to Cell Color or Font Color, and then select the specific color and whether it should appear On Top or On Bottom. Multiple color levels can be added—for example, sorting red cells first, then yellow, then green—creating a traffic-light priority ranking. This is particularly useful when Conditional Formatting has been applied to highlight items meeting certain criteria: sorting by color groups all flagged records at the top for immediate attention. Common applications include surfacing overdue invoices (highlighted red), prioritizing high-value accounts (highlighted green), or organizing task lists by urgency color code. Sorting by icon set is also available in the Sort On dropdown, allowing rows formatted with Conditional Formatting icon sets (arrows, flags, stars) to be grouped by icon type. For reports where color-coding communicates status, sort-by-color is the most efficient way to reorganize data by that visual hierarchy. This technique is covered in Aurora Training Advantage's Excel Agility: Sorting webinar with David Ringstrom, CPA.
By default, Excel sorts text values alphabetically, which places weekdays in the order Friday, Monday, Saturday, Sunday, Thursday, Tuesday, Wednesday—not the logical calendar order. The solution is using Custom Lists, which tell Excel to follow a user-defined sequence rather than alphabetical order. To sort by weekday, open the Sort dialog, add a level for your weekday column, set the Order dropdown to Custom List, and select the pre-built Sunday–Saturday or Monday–Sunday list. Similarly, January through December month names can be sorted in calendar order using the built-in month Custom List. For fiscal month orders (April–March, for example) or any other organization-specific sequence, you can create your own Custom List via File > Options > Advanced > Edit Custom Lists. Once defined, Custom Lists are available in all sort dialogs and also drive AutoFill behavior—typing Monday and dragging the fill handle will populate the remaining days in order. This feature is essential for any report or dashboard where weekday names, month abbreviations, or custom category sequences need to appear in business-logical rather than alphabetical order, and is a central topic in Aurora Training Advantage's Excel Agility: Sorting webinar.
The SORT and SORTBY functions are dynamic array functions available in Excel 2021 and Microsoft 365 that return sorted arrays as spilled results without modifying source data. SORT sorts an array by one of its own columns: =SORT(A2:C100, 2, -1) returns the array sorted by the second column in descending order. SORTBY is more flexible—it sorts an array by any corresponding array or range, even one not included in the sort result: =SORTBY(A2:C100, D2:D100, -1) sorts the data by values in column D without column D appearing in the output. SORTBY supports multiple sort keys as additional argument pairs, enabling up to 126 sort levels. A powerful combination is =SORT(UNIQUE(A2:A100)) which extracts unique values and sorts them simultaneously. Dynamic sort results update automatically when source data changes, eliminating the need to re-sort manually after adding records. Both functions are ideal for creating dynamic ranking tables, sorted reference lists, and reports that always display data in the correct order without requiring manual sort operations. For Excel 365 professionals building self-maintaining dashboards and reports, SORT and SORTBY represent a significant advance over the static Sort dialog approach. David Ringstrom, CPA, demonstrates both functions in Aurora Training Advantage's Excel Agility: Sorting webinar.
By default, protecting a worksheet (Review > Protect Sheet) disables sorting along with other editing capabilities, which can frustrate users who need to interact with the data. To allow sorting on a protected sheet, check Use AutoFilter and Sort in the Protect Sheet dialog's list of permitted actions before applying the protection. This grants users permission to sort and filter the data while still preventing them from editing formula cells or changing the structure. For more granular control, you can unlock specific ranges before protecting (Format Cells > Protection > uncheck Locked) so users can edit input cells but not formula cells, while still being able to sort the visible data. An alternative approach for presenting data that users can sort but not modify is using Excel Tables—Tables maintain sort and filter capability even on protected sheets by default. For distributed workbooks—such as shared data entry templates, inventory lists, or client-facing reports—allowing sort and filter while blocking structural edits strikes the right balance between usability and data integrity. This nuanced sorting scenario is covered in Aurora Training Advantage's Excel Agility: Sorting on-demand webinar with David Ringstrom, CPA.