Sorting and filtering a list
Put a sales list in order, then show only some of its rows.
Sort by the column the cursor is in; turn on filters and tick the values to show.
This lesson is about keyboard shortcuts, so it needs a computer with a keyboard.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Rep | Region | Product | Sales | ||
| 2 | Ben Silva | East | Chairs | £415.00 | ||
| 3 | Mateo Kowalski | East | Chairs | £1,390.00 | ||
| 4 | Victor Tanaka | South | Desks | £895.00 | ||
| 5 | Quinn Okafor | West | Desks | £1,480.00 | ||
| 6 | Tariq Dubois | North | Chairs | £1,890.00 | ||
| 7 | Sam Novak | North | Lamps | £500.00 | ||
| 8 | Wen Tanaka | West | Chairs | £1,455.00 | ||
| 9 | Hiro Costa | East | Chairs | £340.00 | ||
| 10 | Grace Walsh | North | Desks | £655.00 | ||
| 11 | Jamal Dubois | West | Desks | £820.00 | ||
| 12 | Oscar Hughes | West | Lamps | £515.00 | ||
| 13 | ||||||
| 14 |
In a bit more detail
How does sorting work?
Click any cell in the column to sort by, then Data → Sort A to Z (smallest first) or Sort Z to A (largest first). Excel sorts the whole table around the cursor and keeps each row together; the header row stays at the top.
Why not select just the one column?
Sorting one column on its own would mix up the rows: the sales would no longer sit next to the right rep. Excel warns you if you try. Click one cell and let Excel find the table.
What does a filter do?
It hides the rows you don't want to see, without deleting them. Ctrl+Shift+L turns the filter buttons on; click ▾ on a header and tick the values to show. Filters on two columns combine: North and Desks shows only rows that are both.
How do I know a list is filtered?
The row numbers turn blue and skip the hidden rows, and the filtered column's button changes. The status bar's Sum and Count only add up the rows that are showing.
How do I get every row back?
Data → Clear removes every filter but keeps the buttons; Ctrl+Shift+L again turns filtering off altogether.
Know someone fighting with a spreadsheet? Send them this page.