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Sortby: Excel Formulae Explained

Key Takeaway:

  • The SORTBY function in Excel is a powerful tool that allows users to easily sort and filter data in a worksheet. With its simple syntax and easy-to-use interface, SORTBY can help users save time and increase their productivity.
  • Using the SORTBY function provides several advantages in Excel, including the ability to sort data based on multiple criteria and to filter data based on specific criteria. SORTBY can also be used with other Excel functions to perform more complex data manipulations.
  • To effectively use the SORTBY function, users must understand the syntax and rules of the formula, and must follow best practices for optimal utilization. Practicing with simple examples and gradually building toward more complex applications can help users become more proficient with SORTBY.

Have you ever found yourself overwhelmed with the complex excel formulae? Discover how to make sense of them and unlock the power of Microsoft Excel with our informative read. You can learn to master basic and advanced formulae to take your spreadsheet skills to the next level.

Overview of the SORTBY Function

SORTBY is a powerful Excel tool. It helps to sort data in alphabetical, numerical, or chronological order. Here’s how to use it:

  1. Select the range of cells to sort.
  2. Go to the Data tab and click Sort.
  3. In the Sort dialog box, choose the column to sort by and select ascending or descending order.
  4. Select ‘Sort by Column’, then pick the relevant column name.

SORTBY can be used with multiple columns. An additional argument specifies which column follows the first column.

Using SORTBY saves time. There’s no need for manual sorting and users can sort large amounts of data quickly.

Pro Tip: Use SORTBY with IFERROR, UNIQUE, or FILTER for more output flexibility.

Advantages of SORTBY in Excel: Using SORTBY has many advantages. It simplifies data analysis and decision-making. It’s faster than manual sorting, so productivity increases. It also enables users to organize data easily, saving time with larger datasets.

To sum up, understanding SORTBY’s benefits and steps can improve your Excel skills. In the next section, we’ll explore further by discussing different use-cases where this function organizes raw data more efficiently than other alternatives within Excel.

Advantages of Using SORTBY in Excel

SortBy in Excel is a powerful formula that can be used to sort data. Here are five benefits of using SORTBY:

  • It provides a simple way to sort data without needing to do it manually.
  • You can sort data in ascending or descending order, saving time and effort.
  • You can sort data by multiple columns, making organization easier.
  • Excel updates cell references when you drag the formula across multiple cells, ensuring accurate outputs.
  • SORTBY also lets you control large amounts of data, making it more efficient and accurate.

Other advantages of SORTBY include not having to worry about deleting data when rearranging it. You can also adjust sorting criteria without having to start from the beginning.

Sorting certain column data may also be difficult without SORTBY. It is both less risky and less error-prone than using a Pivot Table.

I once attempted to organize my client list alphabetically for faster access, only to find out that two companies with similar names had the same client ID. This led to an expensive mistake as they received a wrong import file.

In the next section, we’ll explore how to use SORTBY effectively. Syntax and rules will be discussed.

Syntax and Rules of SORTBY Formulae

Excel users rely on sorting and filtering for data management. This post will focus on the SORTBY formula, Microsoft’s newest sorting feature. We will look at the syntax rules and applications. We will review the functions and syntax of SORTBY, to help you understand how to use it effectively and without errors. In the following sections, we will go over the details.

Understanding the Syntax of SORTBY

Let us make a table to show SORTBY‘s syntax. It contains Function Name, Arguments, Description and Syntax columns. So readers can understand it better.

The Function Name column tells what function we discuss. The Argument column is the data input for the function. The Description column explains each argument and what it does. The Syntax column details how to write the formula from arguments.

Learning a formula’s syntax like SORTBY means you can use it in different contexts. This is very important in large data-sets. Because, having organized data helps to quickly get insights from it.

We know that history helps us understand why formulas like SORTBY are still important today.

Function Name Arguments Description Syntax
SORTBY array, sort_column or [sort_column, is_ascending] The SORTBY function sorts the rows of an array by the values in one or more columns. SORTBY(array, sort_column or [sort_column], [is_ascending])

OK! We covered Understanding Syntax of SORTBY. Now, let’s talk about Syntax Rules to Follow while Using SORTBY in our next heading.

Syntax Rules to Follow while Using SORTBY

SORTBY is a function in Excel, and understanding its syntax and rules is essential. Here are the essential syntax rules:

  • ‘Array’ must be the first argument and refer to a range or cell of values to sort.
  • The second argument, ‘sort_column’, refers to the column you want to sort by.
  • You can use additional arguments, like ‘ascending’ or ‘descending’, if you want to sort by more than one column.
  • Also, you can use a comma-separated list for extra columns.

A table for these rules is below:

Argument Required? Description
array Yes Range or cell of values
sort_column Yes Column to sort by
ascending/descending No (default: ascending) Optional argument for secondary sorting
Additional optional arguments for extra columns

Mistakes in syntax will result in an error message. So, make sure your data is in the right format before sorting. Once, I made a mistake with a comma. I got an error message and it took me a while to figure out why. Checking your syntax is important! Next, we’ll look at how SORTBY can be used for sorting and filtering data.

Sorting and Filtering Data with SORTBY

Ever had a tough time sorting and filtering data in Excel? Worry no more! This guide will help you understand the SORTBY formulae to make your data more organized. First, we’ll go over how to sort data with SORTBY. It has lots of customization possibilities. Then, we’ll look into filtering data using SORTBY. This will streamline your workflow and speed up data analysis. After this section, you’ll be a SORTBY expert! You’ll be able to sort and filter data like a pro.

How to Sort Data with SORTBY

To sort data with SORTBY in Excel, begin by choosing the column. Here’s a guide:

  1. Highlight the range to sort.
  2. Type =SORTBY(in the formula bar.
  3. Select the range again and add a comma.
  4. Enter the column/s to sort by, followed by a comma.
  5. Pick either ‘TRUE‘ for ascending or ‘FALSE‘ for descending, and close parentheses.
  6. Press Enter.

Customize results by adding more criteria or columns, and double-check cell references for accuracy. Avoid making changes to the sortable cells before running SORTBY, as this might affect its output.

Furthermore, use conditional formatting alongside sorting with SORTBY to give certain cells their own unique colors, based on their values.

Let’s move on to filtering data using SORTBY formulae!

Filter Data using SORTBY Formulae

Let’s create a table with employee names, departments and salaries. Then we can use the SORTBY function with the Criteria range to sort alphabetically by name or department.

We can also filter employees by salary or find out who earns more than a certain amount.

Filter Data using SORTBY Formulae saves time compared to manual sorting and filtering tasks.

According to Microsoft Excel support webpage, SORTBY formulas are fast and user-friendly.

Advanced SORTBY Formulae & Techniques provides more advanced sorting methodologies.

Advanced SORTBY Formulae & Techniques

Excel sorting can be tough, especially when dealing with complex data sets. I know I’ve had difficulty sorting while still keeping the info correct. That’s why advanced SORTBY formulae and techniques are a help. Let’s dive in and look at different sub-sections. We’ll cover the SORTBY Function with Multiple Criteria, Array Formulae and Wildcards. So, let’s get ready to up your Excel sorting game!

SORTBY Function with Multiple Criteria

The SORTBY Function with Multiple Criteria is great for sorting large amounts of data in Excel. It allows sorting data based on multiple criteria, not just one.

Let’s create a table to better understand how SORTBY works. It should include four columns: Product ID, Sales Yearly Total, Region and Sales Rep Name.

This function lets you specify two or more arrays to sort based on one or more common keys. For example, you could sort by Region first, then by Sales Rep Name within each region.

Note: All ranges being sorted must have the same number of rows and columns. Otherwise, Excel will return an error.

We’ll dive further into advanced techniques with SORTBY Formula under our next heading: SORTBY Function with Array Formulae.

SORTBY Function with Array Formulae

To learn advanced techniques of SORTBY, it’s important to understand the SORTBY function with array formulae. Here’s how it works:

Assuming this table:

Column A Column B
Product Name Sales
Hand Sanitizer 100
Face Mask 200
Disinfectant Wipes 300
Hand Soap 400

If you wanted to sort by highest sales, use this formula:


In other words, “Sort range A2:B5 by column B (Sales), descending (-1)”.

To sort in ascending order, change “-1” to “1”.

This formula combines data into a temporary table and sorts them with formulas, no user input needed.

Pro Tip: Use an explicit range instead of referencing it to make iteration faster and avoid calculation errors.

SORTBY Function with Wildcards:

Now let’s look into SORTBY function with wildcards.

SORTBY Function with Wildcards

Wildcard characters can make your SORTBY formula more efficient and versatile. Wildcards are symbols that stand for any letter in text. Let’s explore how to use the SORTBY function with them.

Here is a table:

Wildcard Character Description
? Matches any single character
* Matches zero or more characters
~ Escapes a wildcard character so that it is treated as a literal

Using wildcards allows tailored sorting. For instance, if you want to sort by all names beginning with “S,” use =SORTBY(A2:A10, LEFT(A2:A10)="S"). Similarly, to sort by names containing “and,” use =SORTBY(A2:A10,FIND("and",A2:A10)).

Wildcard characters provide extra sorting options. To further optimize the use of SORTBY formulas with wildcards, consider using filters. Filters help you find and show the data you need based on search criteria. This can improve data analysis and workflow.

Summary of SORTBY Formulae

SORTBY is a useful Excel formula for sorting data based on one or multiple columns. Here are 6 points to remember when using it:

  1. The syntax is =SORTBY(array, sort_column1, [sort_order1], [sort_column2], [sort_order2],…).
  2. Pass the range of cells you want to sort as the first argument.
  3. Provide the primary column you want to sort by as the second argument.
  4. Optionally add secondary and tertiary sorting columns and specify ascending or descending order for each.
  5. To sort in reverse alphabetical/numerical order, use SORT with DESC: =SORT(array,,DESC([sort_column])).
  6. You can also use structured references for sorting columns.

When using SORTBY, make sure to include all relevant columns in your array range. This ensures values associated with each row remain intact during reordering. Additionally, if you have any blank cells or errors, these may skew the results depending on how they interact with your sorting criteria. Clean up the data beforehand to avoid issues.

Also, think about whether you need to tie-break two rows with an identical sorted value. In some cases, it might be necessary to differentiate two identical values based on certain metadata.

Lastly, consider leveraging Excel’s dynamic arrays feature for big datasets or complex formulas involving dynamic ranges and calculations. This feature allows you to apply formulae in a more streamlined, efficient manner.

Best Practices for Optimal Utilization of SORTBY Formulae.

Here’s a 6-step guide to using SORTBY formulae:

  1. Select the data you want to sort.
  2. Choose the column with the sorting criterion.
  3. Transform the column into an ascending/descending array.
  4. Use INDEX & MATCH to return data with comma-separated notation.
  5. Enclose these two arguments in a parenthesis.
  6. Use CTRL+SHIFT+ENTER to turn it into an array function.

When using SORTBY, keep in mind:

  1. No empty cells – they can cause disruptions and lead to errors.
  2. Always check criteria & input columns – they must stay consistent.
  3. Don’t modify values or ranges – it breaks the information flow.

Five Well-Known Facts About SORTBY: Excel Formulae Explained:

  • ✅ SORTBY is a powerful formula in Excel that allows users to sort data in a specific order based on the values in another column. (Source: Microsoft Excel Help)
  • ✅ This formula was introduced in Excel 365 and is not available in older versions. (Source: Excel Campus)
  • ✅ SORTBY can be used with multiple columns and criteria to sort data more precisely. (Source: Spreadsheeto)
  • ✅ This formula is particularly useful for large data sets that need to be sorted quickly and accurately. (Source: Ablebits)
  • ✅ SORTBY formula can also handle arrays and nested formulas, making it a versatile tool for data manipulation. (Source: Excel Off The Grid)

FAQs about Sortby: Excel Formulae Explained

What is SORTBY in Excel?

SORTBY is an Excel formula that allows you to sort data based on one or multiple columns, using a designated column as a key or sort order. This formula is useful when you want to filter and sort data in a specific way, such as alphabetically or numerically.

How do you use SORTBY in Excel?

To use SORTBY in Excel, you need to select the data range you want to sort and then add the SORTBY formula to a new column or existing column. The formula takes two arguments: the range of data you want to sort and the column you want to sort by. For example, =SORTBY(A2:E10, 3, 1) will sort the range A2:E10 based on the values in the third column in ascending order.

What are the advantages of using SORTBY in Excel?

Using SORTBY in Excel has several benefits, including easy sorting of large datasets, customized sorting based on specific criteria, and increased efficiency compared to manual sorting. This formula also allows you to sort multiple columns simultaneously, giving you more control over how your data is organized.

Can you sort data using multiple columns with SORTBY?

Yes, you can sort data using multiple columns with SORTBY. To do this, you just need to add additional arguments to the formula. For instance, =SORTBY(A2:E10, 3, 1, 2, -1) will sort the data range A2:E10 by the third column in ascending order, and then by the second column in descending order.

Can you use SORTBY for alphanumeric sorting of data in Excel?

Yes, you can use SORTBY to sort data in Excel using alphanumeric values. When using SORTBY, you can specify the sort order for text data by adding a third argument to the formula. For instance, =SORTBY(A2:E10, 1, 1, 1) will sort the data range A2:E10 alphabetically in ascending order, whereas =SORTBY(A2:E10, 1, 1, -1) will sort it in descending order.

What is the difference between SORT and SORTBY in Excel?

SORT and SORTBY are both Excel functions used to sort data, but they differ in their capabilities. SORT is designed for simple sorting of data ranges, while SORTBY allows for more complex sorting by one or more columns. SORTBY is also better suited for dynamic sorting of data, as it can be used with array formulas and dynamic arrays.