Sorting data in Excel is a fundamental skill that can help you organize information and analyze your data more efficiently. Whether you’re working with a list of employees, product inventories, or survey results, sorting makes it easier to find and interpret your data.
This article will guide you through a simple and fast method for sorting your information in Excel using data validation and drop-down lists. Follow these step-by-step instructions to set up efficient sorting, using a sample HR list as an example.
Preparing Your Excel List
Welcome back to another tutorial video. Today I'll show you a simple and fast method for sorting the data you need in Excel. First, ensure that your list is prepared and ready. It should be clean, with each column appropriately labeled to reflect its contents. For this example, we are using a sample HR list, which includes employees along with their positions. Make sure your list is complete and free of formatting errors before sorting.
Using Data Validation for Sorting
Go to the DATA tab at the top of your Excel window. Click on DATA VALIDATION to open the data validation options. A pop-up window will appear, allowing you to configure your settings. Click on it, then select ADD RULE to set up rule-based sorting options. If you have four options for sorting, you’ll need to add four different values to represent each. Now simply copy and paste these values into the appropriate field in the data validation settings.
Configuring and Applying the Drop-down List
After you have entered or pasted the values, you are ready to proceed. That’s all it takes to populate the sorting options for your list. Next, make sure the validation settings are configured as a DROP-DOWN LIST. This enables you to quickly select sorting options from a menu rather than typing them manually. To ensure everything works correctly, check what row you’re working in and how many columns are included for that row. It’s important to accurately select the data range you want the drop-down to apply to. For this example, the range is from C2 to C25. Verify that this range includes the entire list without extra or missing rows. Double-check that your selection is correct, then enter C2;C25 in the data validation range field. After that, click DONE to apply the settings. Excel will process your selections and finalize your drop-down list configuration.
Using the Drop-down to Sort and Manage Data
You’ll see pop-ups appear for each cell in the selected range, and you can go ahead and select them. Use the drop-down in any cell to sort or filter your data by the options you added. This will immediately display all of your information right on the spot, based on your selection. If you notice anything missing, you can quickly edit the list and add more options if needed. The settings can be modified at any time without disrupting your main data.
Troubleshooting and Final Tips
That’s all there is to it. Once set up, you can use these drop-down filters to organize your data in moments, making your workflow in Excel faster and more efficient. Remember: double-check your data ranges, verify your drop-down options, and ensure all entries are correctly formatted before sorting.
