Sorting and filtering data offers a way to cut through the noise and find (and sort) just the data you want to see. Microsoft Excel has no shortage of options to filter down huge datasets into just whatâ€™s needed.
How to Sort Data in an Excel Spreadsheet
In Excel, click inside the cell atop the column you want to sort.
In our example, weâ€™re going to click cell D3 and sort this column by salary.
From the â€œDataâ€� tab on top of the ribbon, click â€œFilter.â€�
Atop each column, youâ€™ll now see an arrow. Click the arrow of the column you wish to sort to bring up a menu that enables us to sort or filter the data.
The first and most obvious way to sort data is from smallest to largest or largest to smallest, assuming you have numerical data.
In this case, weâ€™re sorting salaries, so weâ€™ll sort from smallest to largest by clicking the top option.
We can apply the same sorting to any of the other columns, sorting by the date of hire, for example, by selecting the â€œSort Oldest to Newestâ€� option in the same menu.
These sorting options also work for the age and name columns. We can sort by oldest to youngest in age, for example, or arrange employee names alphabetically by clicking the same arrow and choosing the appropriate option.
How to Filter Data in Excel
Click the arrow next to â€œSalaryâ€� to filter this column. In this example, weâ€™re going to filter out anyone who makes more than $100,000 per year.
Because our list is short, we can do this a couple of ways. The first way, which works great in our example, is just to uncheck each person who makes more than $100,000 and then press â€œOK.â€� This will remove three entries from our list and enables us to see (and sort) just those that remain.
Thereâ€™s another way to do this. Letâ€™s click the arrow next to â€œSalaryâ€� once more.
This time weâ€™ll click â€œNumber Filtersâ€� from the filtering menu and then â€œLess Than.â€�
Here we can also filter our results, removing anyone who makes over $100,000 per year. But this way works much better for large data sets where you might have to do a lot of manual clicking to remove entries. To the right of the dropdown box that says â€œis less than,â€� enter â€œ100,000â€� (or whatever figure you want to use) and then press â€œOK.â€�
We can use this filter for a number of other reasons, too. For example, we can filter out all salaries that are above average by clicking â€œBelow Averageâ€� from the same menu (Number Filters > Below Average).
We can also combine filters. Here weâ€™ll find all salaries greater than $60,000, but less than $120,000. First, weâ€™ll select â€œis greater thanâ€� in the first dropdown box.
In the dropdown below the previous one, choose â€œis less than.â€�
Next to â€œis greater thanâ€� weâ€™ll put in $60,000.
Next to â€œis less thanâ€� add $120,000.
Click â€œOKâ€� to filter the data, leaving only salaries greater than $60,000 and less than $120,000.
How to Filter Data from Multiple Columns at Once
In this example, weâ€™re going to filter by date hired, and salary. Weâ€™ll look specifically for people hired after 2013, and with a salary of less than $70,000 per year.
Click the arrow next to â€œSalaryâ€� to filter out anyone who makes $70,000 or more per year.
Click â€œNumber Filtersâ€� and then â€œLess Than.â€�
Add â€œ70,000â€� next to â€œis less thanâ€� and then press â€œOK.â€�
Next, weâ€™re going to filter by the date each employee was hired, excluding those hired after 2013. To get started, click the arrow next to â€œDate Hiredâ€� and then choose â€œDate Filtersâ€� and then â€œAfter.â€�
Type â€œ2013â€� into the field to the right of â€œis afterâ€� and then press â€œOK.â€� This will leave you only with employees who both make less than $70,000 per year who and were hired in 2014 or later.
Excel has a number of powerful filtering options, and each is as customizable as youâ€™d need it to be. With a little imagination, you can filter huge datasets down to only the pieces of information that matter.