Lesson 4
Sorting and Filtering Data in Excel
Sorting
➢ feature of MS Excel lets you arrange columns in
alphabetical order or in ascending /descending
order.
➢ feature that organizes data by rearranging it into a
meaningful order. This can help users find values
quickly and analyze data more effectively.
Here are some things you can do with sorting in Excel:
•Sort by column: Sort data by one or more columns in a table.
•Sort by order: Sort data in ascending (A to Z, largest to smallest) or
descending (Z to A, smallest to largest) order.
•Sort by type: Sort data by text, numbers, dates, or times.
•Sort by custom list: Sort data by a custom list, such as High, Medium, and
Low.
•Sort by format: Sort data by cell color, font color, or icon set.
•Sort by pivot table: Sort data within the pivot table options.
Here are some tips for sorting data in Excel:
•Make sure your data has headers before sorting.
•Be aware that sorting data can change the order in charts.
•To sort numbers as text, format them as text to avoid unexpected results.
Filtering
➢ lets you display relevant data by eliminating
irrelevant entries temporarily from the view as per
the given criteria
➢ a tool that allows users to display only specific
data in a spreadsheet by setting conditions. It's a
useful way to analyze large data sets and focus on
certain information.
Types of filters
➢ Automatic filter: Shows all information that matches the criteria you're looking
for
➢ Advanced filter: Extracts information that matches more personalized criteria
Filtering options
➢ You can filter data based on different types, including numbers, dates, and text
Custom filters
➢ You can create custom filters to narrow down data in the exact way you want
Search tips
➢ You can use "?" to represent any single character, or "*" to represent a series of
characters
Filtering doesn't change data
➢ Filtering only modifies which rows or columns to display.
Sort data
1. Select cell/s in the data
2. Select Home Tab > Sort & Filter
3. Choose a sort option, such as Sort A to Z or Custom Sort
Or go to Data Tab > Sort
Filter data
1. Go to the Data tab
2. Select the Filter tool
3. Choose specific options to narrow the table
Or go to Home Tab > Sort & Filter > Filter
Use the filter buttons in the header row
➢ If your data is in an Excel table, you can use the filter
buttons in the header row to quickly sort and filter
Undo a sort
➢ To undo a sort, you can use the Undo button on the
Home tab
Remove or reapply a filter
➢ To remove a filter, you can select Clear Filter in a
column that has a filter
You can also sort data by cell or font color in addition to
values.
TABLE 1.
ACTIVITY
Directions: Examine Table 1. and answer the following in
a 1 whole sheet of paper.
1. Write the output table if the Name is sorted from A-Z.
2. Write the output table if the Gender is filtered to Female.
3. Write the output table if the Gender is filtered to Male.
4. Write the output table if the Section is filtered to Petunia.
5. Write the output table if the Address is filtered to Agoo.
NOTE: You should write 5 tables as your answers.
