How to alphabetize in Excel: sort columns and rows

How to Alphabetize in Excel – Quick Steps

• Open MS Excel
• Select Data
• Go to the Data Tab >> Click on “Sort & Filter”
• Select “A to Z”

In Excel, alphabetizing your data can make finding information much easier. Whether you’re organizing names, dates, or any other information, sorting columns and rows alphabetically helps in quickly arranging data from A to Z or Z to A. This process is essential for anyone handling lists or databases, as it allows for efficient data management and analysis. Imagine effortlessly arranging your spreadsheets to perfection, from A to Z, with just a few clicks. In this post, we will explore the power of the sort Excel data feature to sort alphabetically in Excel, including tips and tricks to alphabetize columns in Excel effortlessly.

How to alphabetize in Excel?

How to Alphabetize in Excel: Sort Columns and Rows

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.

How to Sort Data Alphabetically in Excel

In Excel sorting comes in various ways, you can alphabetize data in Excel by last name, 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.

Data for Alphabetizing

Step 1: Select a Cell

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

Select a Cell

Step 2: Go to the Data Tab

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

Go to the data Tab

Step 3: Sort in Ascending Order

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.

Sort in Ascending

Step 4: Make Data in descending order

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

Make in Descending

Step 5: Click on “A-Z” or Descending

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

A-Z, Z-A Sort

Step 6: Go to the Home Tab and click Sort and Filter

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.

Click on “Sort and Filter”

How to Add Filter and Alphabetize in Excel

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 the column Headers

Select desired column headers

Step 2. Go to the Home Tab and click on “Sort & Filter”

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

Go to the Home Tab >>Click “Sort & Filter”

Step 3: Click on drop-down arrow

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.

Filter and Alphabetize

Step 4: Preview Results

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

Result

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

How to Sort Multiple Columns in Alphabetical 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.

Dataset

Step 1: Choose the Table

Choose the whole table that you wish to sort

Step 2: Go to Data Tab and Click on “Sort & Filter”

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

Step 3: Choose Sort On Values

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

Sort dialogue box

Step 4: Click on Add Level

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.

Add Level

Step 5: Sorted Alphabetically

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

Alphabetically sorted data

How to Sort Rows Alphabetically in Excel

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: Select the Range

Decide the range you wish to sort by

Step 2: Go to the Data Tab and click on Sort & Filter

Click Sort in the Sort & Filter group under the Data tab

Step 3: Click on “Options” button

Click the Options button in the Sort dialogue box

Step 4: Select “Sort Left to Right” and click “Ok”

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

Sort Left to Right

Step 5. Choose the Row Number

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

Sort dialogue box

Step 6: Review Changes

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

Result

How to Alphabetize Each Row Individually in Excel With Formula

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.

Step 1: Select the Cell

Step 2: Apply the formula

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

Alphabetize Each Row Individually

How to Sort Each Column Alphabetically in Excel with formula

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. 

Step 1: Open MS Excel

Step 2: Select the Cell

Step3 : Use Formula

" =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

Sort Each Column Alphabetically

How to Alphabetize in Excel by last name

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

Step 1: Enter Data

Let us take the sample dataset.

Enter Data

Step 2: Extract First Name

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

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

Step 3: Extract Second Name

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

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

Step 4: Concatenate

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

" =D2&", "&C2 "

Concatenate

Step 4: Right-click and Choose Paste option

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.

Right-click and Choose Paste option

Step 5: Select the Cell and Go to the Data Tab

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.

Select the Cell >> Go to the Data Tab

Conclusion

Alphabetizing data in Excel isn’t just about organization; it’s about optimizing your workflow and saving valuable time. By mastering the sort function in Excel and effectively alphabetizing columns, you streamline data management, enhance clarity, and boost productivity effortlessly. Embrace these powerful techniques to transform your spreadsheets into well-structured resources that drive efficiency. Analyze all the ways of sorting Excel data and go through your desired way to alphabetize data in Excel. Besides following the steps you can also