Looking to make your Excel life a little easier? Creating custom sort lists can save you tons of time. With a custom sort list, you can arrange data in any order you like. Think of it like alphabetizing and organizing your favorite books on a shelf. We’ll break down this task into bite-sized steps so you can follow along easily.
Step-by-Step Tutorial for Creating a Custom Sort List in Excel
In this tutorial, you’ll learn how to create a custom sort list in Excel, making it faster to organize data in a way that makes sense to you.
Step 1: Open Excel
Open Excel on your computer. If you don’t have it installed, you’ll need to download it first.
Opening Excel is your starting point. Double-click the Excel icon on your desktop or go through your Start menu to find it.
Step 2: Go to ‘File’ and select ‘Options’
Click the ‘File’ tab in the top-left corner, then select ‘Options’ from the dropdown menu.
This takes you to the Excel Options window, where you can customize various settings, including your sort lists.
Step 3: Select ‘Advanced’ from the Options Menu
In the Excel Options window, click on ‘Advanced’ from the list on the left.
Scrolling down this menu might seem overwhelming, but don’t worry—you’ll find ‘Edit Custom Lists’ under the ‘General’ section.
Step 4: Click ‘Edit Custom Lists…’
Find and click on the ‘Edit Custom Lists…’ button within the ‘General’ section.
This opens a new window where you can create, edit, and delete custom lists. Think of it as your control center for sorting.
Step 5: Enter your Custom List
Under ‘Custom Lists,’ click in the ‘List entries’ box and start typing your custom list, pressing Enter after each item.
This is where you input your specific order. For example, if you’re creating a list of months not in alphabetical order, enter them as January, February, March, and so on.
Step 6: Click ‘Add’ then ‘OK’
Once you’re done, click the ‘Add’ button to save your custom list, then click ‘OK’ to close the Custom Lists window.
Your list is now saved and will be available whenever you need to sort data in this custom order.
Step 7: Sort your Data
Now return to your worksheet, select the range of data you want to sort, click the ‘Data’ tab, then ‘Sort,’ and choose your custom list from the ‘Order’ dropdown.
Selecting your custom list allows Excel to sort your data precisely how you specified when you created the list.
After completing these steps, your data will be sorted in the exact order you chose. This is especially useful for non-standard orders, like sorting days of the week or months of the year.
Tips for Creating a Custom Sort List in Excel
Start Simple: Begin with a small list to understand the process before moving on to more complex lists.
Backup Your Data: Make sure to save your work before making changes, just in case something goes wrong.
Use Consistent Formats: Keep your list entries consistent in format to avoid confusion later.
Test Your List: After creating, always test your custom sort list to ensure it works as expected.
Update as Needed: You can always go back and edit your custom list if your needs change.
Frequently Asked Questions
Can I create multiple custom sort lists?
Yes, you can create as many custom sort lists as you need. Just follow the same steps each time.
What happens if I delete a custom sort list?
If you delete a custom sort list, it’s gone for good. Be sure you really want to delete it before doing so.
Can I import a custom sort list from another Excel file?
Currently, Excel doesn’t support importing custom sort lists directly from other files.
Are custom sort lists saved with the workbook?
No, custom sort lists are saved within the Excel application itself, not with individual workbooks.
How do I delete a custom sort list?
To delete, go to ‘Edit Custom Lists…’, select the list you want to remove, and click ‘Delete’.
Summary
- Open Excel.
- Go to ‘File’ and select ‘Options.’
- Select ‘Advanced.’
- Click ‘Edit Custom Lists…’
- Enter your custom list.
- Click ‘Add’ then ‘OK.’
- Sort your data.
Conclusion
Creating a custom sort list in Excel is a game-changer for anyone looking to streamline their data management. This feature can save you loads of time, making your data more intuitive and easier to navigate. Whether you’re sorting monthly reports, organizing customer names, or even just tidying up your personal spreadsheets, these custom lists can keep everything just the way you like it. Feel free to refer back to this guide as you get the hang of it. And don’t forget—Excel is packed with other features and tricks that can further enhance your productivity. Happy sorting!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.