Sorting by color in Excel 2019 is a helpful feature when you want to organize your data visually. It’s pretty simple – all you need to do is select the data you want to sort, click on the “Sort & Filter” button in the ‘Home’ tab, and choose ‘Sort by Color’. Then, you can pick the color you want to sort by and decide whether you want that color to be on top or bottom. And voila, your data is sorted by the color of your choice!
Step by Step Tutorial: Sort by Color in Excel 2019
Before we dive into the steps, let’s understand what we’re about to do. Sorting by color in Excel 2019 lets you prioritize or group cells based on their fill or font color. This technique is particularly useful if you use color-coding in your spreadsheets to signify different statuses or categories.
Step 1: Select the Range You Want to Sort
Click and drag to highlight the cells you want to sort by color.
Selecting the correct range is crucial because Excel will sort only the cells you’ve highlighted. Make sure to include any rows or columns that you want to be moved with the colored cells.
Step 2: Click on the “Sort & Filter” Button
Find this button in the ‘Home’ tab, in the ‘Editing’ group.
The “Sort & Filter” button is where all the magic happens for organizing your data. It’s your gateway to advanced sorting options, including sorting by color.
Step 3: Choose ‘Sort by Color’ from the Dropdown Menu
After you click on ‘Sort & Filter’, a list of options will appear. Select ‘Sort by Color’.
‘Sort by Color’ is a feature that might be overlooked if you’re not familiar with Excel’s sorting capabilities. It’s a handy tool that can make your data visually easier to analyze.
Step 4: Pick the Color You Want to Sort By
Choose either ‘Cell Color’ or ‘Font Color’, then select the specific color.
You might have multiple colors in your data set. Excel allows you to sort by each one, but you have to do them one at a time.
Step 5: Decide the Order
Select whether you want the chosen color to appear on top or bottom in your data.
This step is about personal preference and depends on how you want to view your sorted data. Do you want to see all the red cells together at the top of your spreadsheet, or would you rather they be at the bottom?
After completing these steps, your Excel spreadsheet will be organized based on the color you selected. This can make your data look cleaner and make it easier to spot trends or important information.
Tips: Sort by Color in Excel 2019
- Always make sure you’ve selected the correct range of cells to sort. It’s a common mistake that can lead to data being sorted incorrectly.
- Remember that Excel can only sort by one color at a time. If you have multiple colors that you want to sort by, you’ll need to repeat the process for each color.
- If you can’t find the color you want to sort by, make sure that you’re looking under the correct option between ‘Cell Color’ and ‘Font Color’.
- Sorting by color is a great way to organize data, but if you add new data to your spreadsheet, you’ll need to sort again to include the new cells.
- Use color-coding sparingly and with a purpose. Too many colors can make your data look confusing instead of organized.
Frequently Asked Questions
Can I sort by more than one color at a time?
No, Excel only allows you to sort by one color at a time. If you have multiple colors to sort, you’ll need to do them one after the other.
Will sorting by color also sort my data alphabetically or numerically?
Sorting by color in Excel will only organize your cells based on color, not by the content. If you need to sort the content as well, you’ll need to apply a secondary sort.
What happens if I have cells with no fill color or font color?
Cells with no color will be sorted last by default. You can choose their position in the order when sorting.
Can I sort by background color and font color at the same time?
No, you’ll have to choose either ‘Cell Color’ or ‘Font Color’ to sort by. You cannot sort by both simultaneously.
Does sorting by color work with conditional formatting?
Yes, sorting by color in Excel does work with cells that have been colored through conditional formatting.
Summary
- Select the range you want to sort.
- Click on the “Sort & Filter” button.
- Choose ‘Sort by Color’ from the dropdown menu.
- Pick the color you want to sort by.
- Decide the order for the color.
Conclusion
Sorting by color in Excel 2019 is a fantastic way to add another layer of organization to your spreadsheets. Whether you’re dealing with sales data, project timelines, or just a personal budget, color-coding can help you quickly identify the information that matters most. And with the ability to sort by color, you can ensure that your most important data always stands out. Remember to use colors thoughtfully and not to overcomplicate your spreadsheet. With these tips and steps, you’ll be sorting by color like a pro in no time! Now go forth and organize that data – your future self will thank you for the clarity and efficiency it brings to your workflow.
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.