Let’s face it: No matter what professional sector you work in, you’ve probably seen job postings that say “must be proficient in Microsoft Excel”. The reason for this requirement? Microsoft Excel functions as a multi-tool, a hammer for the nails for many companies, sometimes to their detriment.
It is a commonly used tool with many applications for data entry and storage. It can be a useful tool for many businesses, but only when the data in it is well organized. How do you organize the data in an Excel spreadsheet? Here’s what you need to know.
Alphabetical sorting of an Excel spreadsheet
Let’s say you have a database full of customers and you want to make sure they are sorted alphabetically. This is a fairly simple step that needs to be done from the beginning.
First, you need to select the column (or cells in a column) containing the names of your customers. Next, click on the Data tab, then click on Sort and Filter. A pop-up window should appear with choices between Sort Z to A (descending order) and Port A to Z (ascending order). Select the one that best suits your needs.
Before you begin, make sure that all data has been saved as text and that all leading spaces have been removed. If you need to format the selected data, simply press Ctrl+1. This will launch the Format Cells dialog box, from which you will select the Number, General Number and Text tabs. This will format all the selected data as text, making it easier to sort.
Sorting data by numbers
Sorting the data in your Excel budget spreadsheet by numbers is by far the easiest process of the lot. Simply select the cell(s), rows or columns, and access the Sort and Filter dialog box under the Data tab. From there, simply select Sort Smallest to Largest if you need to sort the data from lowest to highest. Or, if you need the opposite, select Sort Largest to Smallest.
As with sorting information alphabetically, make sure we store your information in the correct format before you begin. Here, make sure we store the data as numbers, as negative numbers, and the system can misinterpret anything with apostrophes.
Sorting data by date
Sorting information by date and time is a tricky operation for which many turn to Excel spreadsheet templates rather than risk doing it themselves. However, you can do it yourself by following the same steps as above. Select your cells, go to the Data tab, and then select Sort and Filter. If you want to sort the dates from oldest to newest, select Sort Oldest to Newest. If you want to sort your data from most recent to oldest, select Sort Newest to Oldest.
When you sort data by date, there is a greater chance of error. We must store your dates and times in the system as dates and times, which require special formatting in Microsoft Excel. For more information on how to do this correctly, see this guide.
Sorting on multiple columns
Let’s say you need to sort your organization’s employee data by department and then by employee. To do this, you need to select any cell in the desired data range. Once you have done this, go to the Data tab and into the Sort and Filter section, clicking Sort as usual.
Once the Sort dialog box is open, in the Sort by area under Column, you need to select the first column to sort. Once you have done that, look under Sort On and choose to sort by Values, Cell Color, Cell Icon or Font Color. Then under Order, select how you want to sort the data.
Then, to add the next column you need to sort by, click Add Level and repeat the process above. You can copy or delete columns by selecting Copy Level or Delete Level. If you need to adjust the order in which the columns are sorted, you can select an entry and click the down or up arrow next to the Options button.
The higher the entry is on the list, the faster it will be sorted.
How macros and add-ons add functionality
Let’s face it: Getting an Excel spreadsheet to do exactly what you want it to do is a tricky process. That’s part of the reason pre-made templates and formulas in Excel spreadsheets are so popular. However, for particularly complex processes, you may need to add macros or third-party add-ins to get the job done.
Excel macros essentially combine a set of functions into one, allowing for faster sorting, filtering and searching in your spreadsheets. Add-ins can have similar functionality or be linked to external data, saving you from having to manually enter them. You can see one of these tools here.
The usefulness of an Excel spreadsheet for businesses
We consider Excel spreadsheets the lifeblood of many businesses because of their very usefulness. You can sort customer names, phone numbers, past purchases and many other pieces of information in one program, instead of having to go through several. This makes budgeting, tracking sales leads and purchase history a breeze. Excel is also a much more cost-effective option than many more specialized programs, making it the ideal choice for small businesses or lighter operations.
These elements combine to explain why Excel continues to serve as the backbone of many businesses, despite the existence of a host of more specialized software.
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Looking for more tips on using an Excel spreadsheet?
Knowing how to use and organize an Excel spreadsheet for your work can be a laborious process. The tips above only scratch the surface of this program’s functions. If you need additional help on how to enter, sort and filter your data, why not check out our blog? We update useful and informative business articles like this one every day.
