This tutorial will teach you a few quick and easy ways to put Excel in alphabetical order. It also provides solutions for non-trivial tasks, for example how to alphabetize by last name when the entries start with the first name.
This tutorial will show you a few quick ways to alphabetize in Excel and teach how to foresee and prevent sorting problems.
How to alphabetize in Excel
Overall, there are 3 main ways to sort alphabetically in Excel: A-Z or Z-A button, the Sort feature, and filter. Below you will find the detailed guidance on each method.
How to sort a column alphabetically
The fastest way to sort alphabetically in Excel is this:
Select any cell in the column you want to sort.
Either way, Excel will alphabetize your list instantaneously:
Alphabetize and keep rows together
If your data set contains two or more columns, you can use the A-Z or Z-A button to put one of the columns in alphabetical order and Excel will automatically move the data in other columns, keeping the rows intact.
As you can see in the sorted table on the right, the related information in each row is kept together:
Filter and alphabetize in Excel
Adding a filter to your table is easy:
Select one or several column headers.
The column is alphabetized straight away, and a small upward arrow on the filter button indicates the sorting order (ascending):
To reverse the order, select Sort Z to A from the filter drop-down menu.
How to put multiple columns in alphabetical order
In case you want to alphabetize data in several columns, use the Excel Sort command, which gives more control over how your data is sorted.
As an example, let’s add one more column to our table, and then arrange the entries alphabetically first by Region, and then by Name:
To have it done, please perform the following steps:
Select the entire table you want to sort.
In most cases, you can select just one cell and Excel will pick the rest of your data automatically, but this is an error-prone approach, especially when there are some gaps (blank cells) within your data.
The Sort dialog box will show up with the first sorting level created for you automatically as Excel sees fit.
In the Sort by dropdown box, select the column you want to alphabetize first, Region in our case. In the other two boxes, leave the default settings: Sort On – Cell values and Order – A to Z:
Tip. If the first dropdown is showing column letters instead of headings, tick off the My data has headers box.
In this example, the second level sorts the values in the Name column alphabetically from A to Z:
Excel will sort your data in the specified order. As shown in the screenshot below, our table is arranged alphabetically exactly as it should: first by Region, and then by Name:
How to sort rows alphabetically in Excel
If your data is arranged horizontally, you may want to sort it alphabetically across rows. This can also be done by using the Excel Sort feature. Here’s how:
Select the range you want to sort. If your table has row labels that should not be moved, be sure to leave them out.
As the result, the first row in our table is sorted in alphabetical order, and the rest of the data is rearranged accordingly, preserving all correlations between the entries:
Problems with sorting alphabetically in Excel
Excel sort features are amazing, but if you are working with an imperfectly structured data, things may go terribly wrong. Here are the two common issues.
Blank or hidden columns and rows
An easy fix is to eliminate the blanks and unhide all hidden areas before sorting. Or, select the entire table first, and then alphabetize.
Unrecognizable column headers
If your column headers are formatted differently from the rest of the data, Excel is smart enough to identify them and exclude from sorting. But if the header row has no special formatting, your column headers will most likely be treated as regular entries and end up somewhere in the middle of the sorted data. To prevent this from happening, select only the data rows, and then sort.
When using the Sort dialog box, make sure the My data has headers checkbox is selected.
How to sort alphabetically in Excel with formulas
Microsoft Excel provides a variety of features to cope with many different tasks. Many, but not all. If you are facing a challenge for which there is no built-in solution, chances are it can be accomplished with a formula. It is also true for alphabetical sorting. Below, you will find a couple of examples when alphabetical order can only be done with formulas.
How to alphabetize in Excel by last name
Since there are a few common ways to write names in English, you may sometimes find yourself in a situation when the entries start with the first name while you need to alphabetize them by the last name:
Excel’s sort options cannot help in this case, so let’s resort to formulas.
With a full name in A2, insert the following formulas in two different cells, and then copy them down the columns until the last cell with data:
In C2, extract the first name:
=LEFT(A2,SEARCH(" ",A2)-1)
In D2, pull the last name:
=RIGHT(A2,LEN(A2)-SEARCH(" ",A2,1))
And then, concatenated the parts in the reverse order separated by comma:
=D2&", "&C2
The detailed explanation of the formulas can be found here, for now let’s just focus on the results:
In case you need to revert to the original First Name Last Name format, there is a little more work for you to do:
Split the names into two parts again by using the below formulas (where E2 is a comma-separated name):
Get the first name:
=RIGHT(E2, LEN(E2) - SEARCH(" ", E2))
Get the last name:
=LEFT(E2, SEARCH(" ", E2) - 2)
And bring the two parts together:
=G2&" "&H2
Perform the formulas to values conversion one more time, and you are good to go!
The process may look a bit complex on paper, but trust me, it will take only a few minutes in your Excel. In fact, it will take even less time than reading this tutorial, let alone alphabetizing the names manually 🙂
How to alphabetize each row individually in Excel
In one of the previous examples we discussed how to alphabetize rows in Excel by using the Sort dialog box. In that example, we were dealing with a correlated set of data. But what if each row contains independent information? How do you alphabetize each row individually?
In case you have a reasonable number of rows, you can sort them one by one performing these steps. If you have hundreds or thousands of rows, that would be an enormous waste of time. Formulas can do the same thing much faster.
Suppose you have many rows of data that should be re-arranged alphabetically like this:
To begin with, copy the row labels to another worksheet or another location in the same sheet, and then use the following array formula to put each row in alphabetical order (where B2:D2 is the first row in the source table):
=INDEX($B2:$D2, MATCH(COLUMNS($B2:B2), COUNTIF($B2:$D2, "<="&$B2:$D2), 0))
Please remember that the correct way to enter an array formula in Excel is by pressing Ctrl + Shift + Enter.
If you are not very comfortable with Excel array formulas, please following these steps to enter it correctly in your worksheet:
Type the formula in the first cell (G2 in our case), and press
Ctrl + Shift + Enter
. As you do this, Excel will enclose the formula in {curly braces}. Do not try typing the braces manually, that won’t work.
Select the formula cell (G2) and drag the fill handle rightwards to copy the formula to other cells of the first row (up to cell I2 in this example).
Select all the formula cells in the first row (G2:I2) and drag the fill handle downwards to copy the formula to other rows.
Important note! The above formula works with a couple of caveats: your source data should not contain empty cells or duplicate values.
If your dataset has some blanks, wrap the formula in the IFERROR function:
=IFERROR(INDEX($B2:$D2,MATCH(COLUMNS($B2:B2),COUNTIF($B2:$D2,"<="&$B2:$D2),0)), "")
How this formula works
The above formula is based on the classic INDEX MATCH combination used to perform horizontal lookup in Excel. But since we need kind of “alphabetical lookup”, we have rebuilt it in this way:
COUNTIF($B2:$D2,”<=”&$B2:$D2) compares all the values in the same row with each other and returns an array of their relative ranks. For example, in row 2 it returns {2,3,1}, meaning Caden is 2nd, Oliver is 3rd, and Aria is 1st. This way, we get the lookup array for the MATCH function.
COLUMNS($B2:B2) supplies the lookup value. Due to a clever use of absolute and relative references, the returned number is incremented by 1 as we go right. That is, for G2, the lookup value is 1, for H2 – 2, for I2 – 3.
MATCH searches for the lookup value calculated by COLUMNS() in the lookup array returned by COUNTIF(), and returns its relative position. For example, for G2, the lookup value is 1, which is in the 3rd position in the lookup array, so MATCH returns 3.
Finally, INDEX extracts the real value based on its relative position in the row. For G2, it fetches the 3rd value in the range B2:D2, which is Aria.
How to sort each column alphabetically in Excel
If you are dealing with independent subsets of data organized vertically in columns, you can easily tweak the above formula to alphabetize each column individually. Just replace COLUMNS() with ROWS(), make a few column coordinates absolute and row coordinates relative and your formula is ready:
=INDEX(A$3:A$5,MATCH(ROWS(A$3:A3),COUNTIF(A$3:A$5,"<="&A$3:A$5),0))
Please remember it’s an array formula, which should be completed with Ctrl + Shift + Enter:
To have a closer look at the formulas discussed in this tutorial, you are welcome to download our Excel Alphabetical Order worksheet. I thank you for reading and hope to see you on our blog next week!
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