How to Alphabetize in Excel
Sort your data alphabetically (A to Z or Z to A) in seconds with Excel's powerful sorting tools
Quick Answer
Fastest method: Click any cell in the column you want to sort → Go to Data tab → Click A→Z button (Sort A to Z) or Z→A button (Sort Z to A).
Your entire data range will be sorted alphabetically while keeping rows together.
Method 1: Quick Sort Buttons (Easiest)
Sort A to Z (Ascending):
- 1.Click any cell in the column you want to sort by
- 2.Click the Data tab in the ribbon
- 3.Click the A→Z button (Sort A to Z) in the Sort & Filter group
- 4.Your data is instantly sorted alphabetically!
Sort Z to A (Descending):
Same steps, but click the Z→A button instead.
Smart Tip: Excel automatically detects your data range and sorts all related rows together, preserving data integrity.
What Gets Sorted:
- Text: Alphabetical order (A→Z or Z→A)
- Numbers: Numerical order (smallest to largest or vice versa)
- Dates: Chronological order (oldest to newest or vice versa)
- Mixed: Numbers first, then text, then blanks
Method 2: Right-Click Menu (Quick Access)
Step-by-Step Instructions:
- 1.Click any cell in the column you want to sort
- 2.Right-click on the cell
- 3.Hover over Sort in the context menu
- 4.Choose:
- • Sort A to Z
- • Sort Z to A
- • Custom Sort... (for advanced options)
Best For:
- Quick access without switching tabs
- When you're already using the mouse
- One-click sorting
Method 3: Custom Sort (Multiple Columns)
For more control, especially when sorting by multiple columns, use the Custom Sort dialog.
Step-by-Step Instructions:
- 1.Select your data range (or click any cell within it)
- 2.Click Data tab → Sort button
- 3.Check "My data has headers" if your first row contains column names
- 4.In "Sort by" dropdown, choose the column to sort
- 5.Choose sort order: A to Z or Z to A
- 6.Click Add Level to sort by additional columns
- 7.Click OK
Example: Sort by Last Name, then First Name
Sort by: Last Name (A to Z)
Then by: First Name (A to Z)
Result: People with same last name are sorted by first name
Advanced Options:
- Sort by cell color: Group rows by background color
- Sort by font color: Organize by text color
- Sort by icon: Order by conditional formatting icons
- Case sensitive: Click Options → Check "Case sensitive"
- Left to right: Sort columns instead of rows
Method 4: Filter Dropdown Arrows
Add filter dropdowns to your headers for easy sorting and filtering.
Step-by-Step Instructions:
- 1.Click any cell in your data range
- 2.Click Data tab → Filter button
- 3.Dropdown arrows appear in header row
- 4.Click dropdown arrow on column you want to sort
- 5.Choose Sort A to Z or Sort Z to A
Bonus: Filter dropdowns also let you filter data, search values, and create custom filters!
Best For:
- Interactive data exploration
- Frequently changing sort order
- Combining sorting with filtering
- Large datasets requiring flexibility
Sorting Special Cases
Sort by Last Name (Full Names)
If you have "First Last" in one column:
- Create helper column with formula:
=RIGHT(A2,LEN(A2)-FIND(" ",A2)) - This extracts last name
- Sort by helper column
- Delete helper column when done
Sort Months Chronologically
Excel alphabetizes months incorrectly (April before January):
Solution: Data → Sort → Sort by → Sort On: Values → Order: Custom List → Choose month order
Sort with Merged Cells
Merged cells prevent sorting. Solutions:
- Unmerge cells first (Home → Merge & Center → Unmerge)
- Or use Center Across Selection instead of merging
Sort Part of a List
To sort only specific rows without affecting others:
- Select ONLY the cells you want to sort
- Click Data → Sort
- Choose "Continue with current selection" when prompted